PEDO Continuing Care Features Available in Silverlight

“it just makes sense” October 2018

1

Continuing Care Features Available in Silverlight

Continuing care refers to preventative and maintenance procedures performed periodically by dentists. Examples of continuing care include bitewings and prophylaxis. To help pediatric offices schedule and manage their patients’ continuing care, Cloud 9 provides these offices the ability to :

• Identify patients due and overdue for continuing care

• Schedule and customize continuing care appointments specific to patient needs

• Automatically update due dates for continuing care based on your office’s desired timeframes

• Run a report identifying patients needing continuing care and who do not have an appointment

• Set up and customize appointment types for scheduling and tracking the frequency for continuing care procedures

This feature story provides steps to set up and use the continuing care features in Cloud 9:

• Setting up Continuing Care

• Scheduling Continuing Care

• Charting Continuing Care

• Running the Patients Needing Continuing Care Report

2

Setting up Continuing Care Prior to using continuing care for your patients, you need to do the following:

• Step 1 – Set up the desired transaction codes, a.k.a. procedures, as continuing care procedures. Typical examples include prophylaxis and bite wings.

• Step 2 – Link the appointment types to the desired continuing care procedures.

Step 1 – Setting up transaction codes (procedures) as continuing care

1. From the Setup window, select Transaction Types and select the desired transaction to be designated as continuing care.

2. Click Edit. The Transaction Type window displays.

3

3. Click the Charting tab. The Charting tab dialog box displays.

4. Check the Is Continuing Care box.

5. In the Default Time field, enter the frequency for the continuing care to be performed in the format of #timeframe where time frames include y for years, m for months and d for days. Examples: 6m for 6 months and 1y for 1 year. Note: The default time displays on the patient’s charting; however, you can manually change the time frame on the patient’s individual chart to meet the specific needs of each patient.

6. Click OK. The transaction type is designated as continuing care.

4

Step 2 – Linking an appointment type to continuing care transaction types (procedures)

Pre-requisite: Transaction Types must be checked as “Is Continuing Care?” on the Charting tab from the Transaction Type dialog box in order to display as a continuing care procedure on the Appointment Type – Continuing Care dialog box.

1. Go to Edit > Setup > Appointment Types. The list of appointment types displays.

2. Select the desired appointment type and click Edit. The Appointment Type dialog box displays.

5

3. Click the Continuing Care tab.

4. Click Add. The Appointment Type – Continuing Care dialog box displays.

5. Click the desired procedure from the dropdown list.

Note: If you do not see the desired procedure on the procedure dropdown list, see Step 1 – Setting up transaction codes (procedures) as continuing care. The selected procedure displays in the Procedure field.

6

6. Click OK. The selected procedure displays on the Continuing Cares grid.

7. From the Appointment Type dialog box, click OK.

Scheduling Continuing Care

1. As you’re scheduling an appointment, from the Appointment Details dialog box, enter the relevant appointment information, if not already displayed: Date; Time; Status; Patient; Orthodontist; Assistant; Notes.

2. Select the desired appointment type from the Type dropdown list.

7

3. Click the Continuing Care tab. The procedures, a.k.a. transaction codes in Cloud 9, that have been linked to the selected appointment type display. For more information, please see Setting up Continuing Care.

4. If desired, do one of the following from the Continuing Care tab:

If you want to… Then…

Add continuing care procedures a. Click Add. The Appointment – Continuing Care dialog box displays.

b. Select the desired procedure to add. c. Click OK. The selected continuing care procedure is

added.

Replace a listed continuing care procedure

a. Select the desired procedure to be replaced. The Appointment – Continuing Care dialog box displays.

b. Click Edit. c. Select the desired replacement procedure.

8

If you want to… Then…

d. Click OK. The originally selected continuing care procedure is replaced with the replacement procedure.

Delete a listed continuing care procedure

a. Select the desired procedure to be deleted. b. Click Delete. The confirmation dialog box displays. c. Click OK. The selected continuing care procedure is

removed.

5. Click OK. The appointment is scheduled with the continuing care procedures identified for that

appointment.

9

Charting Continuing Care The Charting window displays the continuing care procedures along the right-hand side of the window on a tab called Cont. Care.

10

If the continuing care procedures are…

Then the color of the text on the Cont. Care tab will be…

Due Black

Over Due Red

Once you mark the continuing care procedure as ‘Set Completed’, Cloud 9 automatically updates the date to indicate when the next continuing care procedure is due. If there are multiple continuing care procedures that are not due, Cloud 9 lists them in alphabetical order.

11

TIP: You can also manually change the dates and review time frame. In the example below, let’s say you want to manually change the the Bitewings date from 10/1/2018 to 10/1/2019. You can type over the date.

Once you make the edit, you need to trigger Cloud 9 to save the update. Note, even though the date says 10/1/2019, the Bitewings text is still red.

To save the update, click in another field on the tab or click on the Images tab and then click back on the Cont. Care tab. As in this example, Cloud 9 updates the tab and turns the Bitewings text to black with the updated date.

12

1. From the Charting window, select Treatment Planned from the Status dropdown list.

2. Select the tooth, if appropriate, that will receive the continuing care procedure. Note: Not all continuing care needs a tooth.

3. Do one of the following:

• Click the Codes tab and locate the continuing care procedure.

• Click the corresponding button on the tool palette for the continuing care procedure if displayed.

13

4. Select the continuing care procedure and click Add. The Continuing Care procedure displays in red on the Treatments/Conditions tab.

5. Once the continuing care procedure is completed, right click on the procedure and click Set Completed.

14

The confirmation dialog box displays.

6. Click OK on the confirmation dialog box. The Post Charge window displays.

7. Do one of the following from the Post Charge window:

• Click Cancel if you do not want to post a charge.

• Click in the Amount field and enter the charge amount and click Save Charge(s). On the Cont. Care tab, Cloud 9 automatically updates the date to indicate when the next continuing care procedure is due. If there are multiple continuing care procedures that are not due, Cloud 9 lists them in alphabetical order.

15

Running the Patients Needing Continuing Care Report The Patients Needing Continuing Care Report lists patients who are overdue for their designated continuing care procedures and do not have an appointment scheduled.

Your office can use the report to follow up with these patients to schedule an appointment.

1. Click Reports and select Patients Needing Continuing Care Report. The Print Preview: Patients Continuing Care window displays.

2. Enter the report parameters:

Parameter Used to…

Start and End Dates: Locate patients who 1) have continuing care due or overdue and 2) do NOT have an appointment scheduled in the date range entered

16

Parameter Used to…

Continuing Care(s): Identify the continuing care procedure(s) to query

Patient Status(es): Identify the patient status(es) to query

Location(s): Identify the location(s) to query

Provider(s): Identify the provider(s) to query

Break By: Break down the query results by location, provider or no breakdown (none)

Group By Responsible: Group or not group by the responsible party for the patients

3. Click Preview. The report displays.

4. Use the standard print options to print or export the report.