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Frequently Asked Questions (FAQ)
Have a question? Find your answer below or contact us.

Nothing! We simply review your account every 6 months to ensure you are in the best sized plan for your practice volume. Plan size changes are discussed with you prior to the change taking place.

As you know, orthodontic new patient volume is seasonal. That's why unused documents roll over. For those months where you are seeing fewer patients, you can "store up" the extra documents you didn't use so that you have them if you do exceed the quota during the busier months.

  • Intake forms* - those New Patient Packets that you send to folks before they come in for their initial exam (e.g. welcome letter, health history, HIPAA acknowledgment, media release, etc.)
  • Payment Options - present patients with their financial options before deciding to start treatment
  • Treatment Start docs* - the packet of forms signed with the financial agreement when they are starting treatment (e.g. contract, consent form(s), auto-pay form, and/or additional forms like insurance authorization or communication consent)
  • Anytime forms* - things a patient needs to sign at any other point during their orthodontic journey (e.g. updated health history, deband consent form, early release form, etc.)

*These forms can be completed online, from the patient's device or the office's. Once finished, the forms are emailed to the office & to the patient for their records.
Yes, and we provide you with a Business Associate Agreement during registration. In case you misplace it, you can find it again in Configuration Take a Tour! (last screen)
Nope. OrthodocsPro allows you to upload however many documents you need. Signing packets are what count, not individual forms...and we do not restrict the number of pages in a signing packet, so go crazy!
Electronic signatures are included in all orthodocsPro plans. Navigate to the Signing Docs tab within a Treatment Plan and click the button for the selected payment option. Enter the responsible party's email address, and choose a signing method:
  • SIGN NOW - to sign immediately, from office device
  • SIGN VIA EMAIL - to sign any time, from personal device
No, orthodocsPro allows multiple treatment types to be selected when creating the Treatment Plan. You could select all 3 just mentioned (or more!) and present the patient with a side-by-side comparison of each treatment type, along with the payment plan options for each of them — all for a single Fee Presentation charge.
No way. Once you have created a Treatment Plan you may edit it at any time without being charged again. We understand patients may not start treatment right away and the treatment recommendation and/or financial situations may change during that time. You have the freedom to make those updates without worrying about additional charges.
No. The number counting toward the monthly quota is the number of Fee Presentations created, not patients.
If someone at the office has access to the User Management tab, you can handle this situation yourself via that tab. Delete the former administrative user (using the in the User Options column) and add the new administrative user (using the CREATE NEW USER button at the top of the page). The new administrative user should have all Roles checked.

If nobody at the office has access to the User Management tab, no worries! Contact your friendly orthodocsPro support team and we will happily assist you.

You bet! When creating or editing a Patient, each insurance has a Coverage field. By default, that field will take a flat dollar amount. To switch to a percentage, click the blue $ on the right. This changes the value to a % and will display an additional field below to enter the lifetime max amount. If there is no maximum, click the blue MAX toggle on the right and it will switch to UNLIMITED maximum.

Please note: Only the primary insurance can be entered in this manner. If multiple insurance coverages exist, subsequent coverages will need to be specified as flat dollar amounts.

When adding insurance, you can enter a deductible amount (if applicable). The calculations will reduce the estimated coverage by the deductible before applying to the treatment fee. The deductible will be noted on the patient documents for clarity.

Please note: If the deductible is due annually, enter the total deductible amount you expect will be paid, given the length of treatment.
If the insurance benefits are paid to the patient directly (instead of to your office), you can mark the coverage as such. Then it will not be included in the financial calculations, but will still print on the documents as a note. Each insurance has a PAYEE field. By default, that field will indicate the insurance amount is being paid to the office (and will be subtracted in the calculations like normal — i.e. IN-network insurance). Simply switch that field to indicate the insurance amount is being paid to the patient (the amount will be ignored during the calculations — i.e. OUT-of-network insurance); a note will print on the documents stating how much is expected to be paid to the patient.
OrthodocsPro currently generates documents in English only; however, the Google Chrome browser has a built-in translator extension that will translate the documents with a single click of a button to any language you choose. You can install that extension via this link. Given that the documents you will be translating contain ePHI, you probably want to sign a Business Associate Agreement with Google to maintain HIPAA compliance. You can read more about their HIPAA compliance here and can accept their BAA here.
The responsible party is about to sign a legal document. Regardless the signing workflow (either in your office or elsewhere via email), the completed document will be emailed to the responsible party afterwards, so they have a copy of what they signed.
From the Patients List page, the Updates column will indicate any patient sliders or emails that you sent.

From within a Treatment Plan, the   button will be gray and hoving over it you will see Already Sent or Already Emailed.
Yes. An email notification will be sent to the office when the responsible party makes any changes to the sliders.

You can also tell from the main Patients List page. The icons on the right indicate the workflow status for each patient. When the sliders have been adjusted, the   icon will include a green checkmark and indicate the date.
From the Payment Options and Signing Docs tabs, you will see a blue label next to the option that was adjusted and confirmed.

Absolutely. Regardless of the signing workflow (either in your office or elsewhere via email), the signed document will be emailed to both the responsible party AND the orthodontic office immediately upon completion.

You can also tell it has been signed from the main Patients List page. The icons on the right indicate the workflow status for each patient. When a particular document has been signed, its icon will include a green checkmark.

There are several ways to know, depending on which screen you are on:

  • From the Treatment tab, you will see a blue label next to the specific Treatment Type Option that was e-signed.
  • From the Payment Options tab, you will see a blue label next to the specific Treatment/Payment option that was e-signed.
  • From the Signing Docs tab, you can view the actual document that was e-signed.
Everything can be setup for this document on the Configuration Documents Informed Consent page. Simply indicate which parties you want to sign this document, modify the wording (if desired) and enable the form. From then on, the Signing Docs tab will generate the Informed Consent Form (per your specifications on that page) and patients will be able to sign it when they are signing the Financial Agreement.
Everything for this document is controlled from the Configuration Documents Auto Payments page. Just tweak the default wording and settings to fit your practice requirements and enable the form. From that point forward, the Signing Docs tab will generate the Automatic Payment Authorization Form (per your specifications on that page) and patients will be able to complete it when they are signing the Financial Agreement.
Custom documents can be uploaded by you on the Configuration Documents Custom Forms page. For every custom form, you can specify if it applies to all patients or only those who meet certain Treatment Plan criteria.
This is asked when the e-sign documents include the Automatic Payment Authorization Form. The Auto-pay form should be completed and signed by someone who is authorized on that bank or credit card account. Often times, the Responsible Party is also going to be an Account Holder; however, when he or she is not, you can simply indicate the name and email of the Account Holder.

In this scenario, the Responsible Party will proceed as normal with signing the rest of the forms. Afterwards, the Account Holder will be emailed and asked to complete the Auto-pay form. Once ALL signers complete their respective parts within the e-sign document, the entire document will execute and the final PDF will be emailed to the signers and to the office.
PCI data (e.g. sensitive financial data) that is entered by the Account Holder on the Auto-pay form will be masked/obfuscated in the final PDF that gets emailed to everyone, for security reasons. For example, a credit card number may show like this: XXXX XXXX XXXX 1234. In order to see the full data that was entered by the Account Holder, go to the Signing Docs tab and click the button. Hovering over the button it says "View Secured Billing Data".

Please note: This button is only present if  (a) the document has been fully signed, (b) contains masked data and (c) the person logged into orthodocsPro has Patient Billing Manager permissions.
PCI (Payment Card Industry) data and ePHI (electronic Protected Health Information) should be input into Secured fields, which automatically mask (hide) some of the data in the completed e-signature document for security purposes. For example, a social security number may show like this: XXX-XX-XX34. In order to see the full data that was entered, go to the main Patients List page and click the icon all the way to the right to view the Document History. This page shows a list of all the e-signature documents for this patient. For any doc in the list, you will see a button if the form contained a Secured field. Hovering over the button shows "View Secured Data" and clicking it will display the data as it was entered by the patient.

Please note: This button is only present if  (a) the document has been fully signed, (b) contains masked data and (c) the person logged into orthodocsPro has Patient Billing Manager permissions.
After logging in, go to the User Management tab at the top of the page. Next to the user you want to modify, click the button. You can add permissions for the user by checking additional Roles, or remove permissions by un-checking Roles. The permissions each Role controls are spelled out in the help text on that page.

Please note: This should only be performed by an Administrator within your practice. Furthermore, you must have User Manager permissions to be able to make these changes.