Frequently Asked Questions (FAQ)
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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.
- SIGN NOW - to sign immediately, from office device
- SIGN VIA EMAIL - to sign any time, from personal device
If nobody at the office has access to the User Management tab, no worries!
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.
From within a Treatment Plan, the button will be gray and hoving over it you will see Already Sent or Already Emailed.
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.
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.
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.
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.
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.
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.