Tuesday, September 20, 2016

Dentrix Notes Part IV: Insurance Notes

For the last three weeks we've been talking about different areas within Dentrix where you can keep notes. This week we'll focus on notes dealing with insurance coverage, claims, and carriers; why they are important; and how they can be kept in a consistent location where they can be easily accessed and read.

In the Insurance Claim window, there are three kinds of notes that can be entered:


Insurance note locations within claim window.
  1. Claim Note - This note (also called Remarks for Unusual Services) can be used to write short claim narratives that are submitted with the claim. Keep your notes brief, as only 101 characters will display on printed claims, and only 125 characters are sent on electric claims. TIP: You can utilize custom claim remarks templates to make your entries quick and consistent.
  2. Claim Status Note - This note is not submitted with the claim and can be used to document tracking information for the claim once it has been sent. This note can also be printed on the Insurance Claim Aging Report.
  3. Insurance Plan Note - This note should be used to keep track of plan limitations and exclusions that can't be attached to the coverage or payment tables. Insurance plan notes are specific to the insurance carrier and not individual patients. The note displays for all patients covered by the same insurance plan. This note does not print on insurance claims.
To enter notes, double-click the appropriate block within the claim window, enter the information and click OK to close the window and save the note. The Insurance Plan Note can also be accessed from the Office Manager by clicking Maintenance > Reference > Insurance Maintenance. Then select the insurance plan and click the Cov Table button. From the Insurance Coverage dialog box that appears, click the Notes button and enter the note.

If you missed them, be sure to read our previous posts about Scheduling Notes, Patient Information Notes, and Financial Notes. And stay tuned for our final post next week about clinical notes.

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