Tuesday, March 29, 2016

Posting Multi-Code Procedures from the Ledger

Most of the charges listed on a patient's account will be posted through procedure codes. In many cases, the procedures will have been posted and set complete from the Patient Chart or the Appointment Book. However, in some cases you may need to post procedures from the Ledger.

When posting procedures from the Ledger, you still have the ability to select individual procedures or multi-codes, assign providers to procedures, select tooth numbers and surfaces (if applicable), and note whether the procedure was completed or treatment-planned.

Today's tip comes into play when assigning a provider to multi-code procedures. As you may know, multi-codes are custom code sets that contain a group of procedure codes. Using multi-codes can save you time when posting groups of procedures that are often completed together, like a prophy and exam or a crown and build-up.

Consider this example:
Bob Jones was seen today for a new patient appointment, which includes a comprehensive exam, prophy, fluoride, four bitewings, and six PAs. DDS1 performed the exam, and the rest of the procedures were completed by HYG2. You want to use the NewPt multi-code to post all of these procedures at once.

To post a procedure using a multi-code:

  1. In the Ledger, select the patient and from the menu bar select Transaction > Enter Procedure. The Enter Procedure(s) dialog box appears.


  2. Make sure the correct date is entered in the Date field if the procedure was not completed or treatment planned today.
  3. In the Provider field, click the search button to open the Select Provider dialog box. Select the provider who performed the majority of the procedures within the multi-code, and click OK. (Doing so will make it quicker to change applicable procedure providers in steps 5-7.)


  4. From the Multi-Codes panel, highlight the name of the multi-code you want to post, and click the Add button at the bottom of the panel. The codes contained in the multi-code will appear in the Procedure List.
  5. In the Procedure List, highlight a procedure that was not completed by the provider specified in step 3. 
  6. Click the Provider search button to open the Select Provider dialog box, select the appropriate provider for the highlighted procedure, and click OK.
  7. Click the Change button to apply the change of provider to the procedure.
  8. Repeat steps 5-7 as needed for any other procedures.
  9. Click OK/Post to post the procedures.

Bonus Tips:
  • If you are not familiar with individual procedure codes, when you highlight a procedure in the Procedure List, the Procedure field and the Procedure Description field display so you can verify you have selected the appropriate procedure.
  • For procedures within the multi-code that require tooth and/or surface information, first select the multi-code (see step 4 above). Then highlight the procedure code that requires additional information. Applicable fields appear within the dialog box in which you can enter additional tooth/surface information. Enter the additional information and then click Change (see step 7 above) to apply the changes.
For more tips dealing with the Ledger, posting transactions and dealing with accounts receivable, consider attending the Accounts Receivable Management Workshop in a city near you. For dates and locations visit http://www.dentrix.com/training/workshops.

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