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Database Configuration Pre-Live Information
Filling out this form will assist us in preparing your database for going live. It will reduce the amount of time you will need to spend configuring your system.
General Practice Setup
This covers the information that will appear on your statements, receipts, and claims. For technical information required to send email from ClearDent, please verify with your network technician or Internet Service Provider.
Clinic Name
Office Email
*
Clinic Address (Unit, Street, City, Prov, Postal code)
CDAnet (EDI) Office Number
Phone Number
Fax Number
First Month of Fiscal Year
Please provide the name of your email SMTP service provider (i.e. Shaw, Telus, Gmail etc)
If your SMTP is Gmail, you must set up Two-factor authentication within your Gmail settings.
Would you like ClearDent to automatically print EDI responses such as Explanation of Benefit, Claim Acknowledgement, and rejection notice? Note: you can manually print these forms at any time.
Dentist Copy
Patient Copy
Both
Provider/Hygienist Information
Please list all providers and hygienists that will appear in ClearDent. If the provider/hygienist submits insurance claims under a different provider, please indicate the billing provider’s code or name in the CDANet Provider field.
Code / Name / Unique ID (Dentist only, 5-6 digits) / CDANet Provider (9 digits)
Please type your information in the order listed above, separated by a slash (/)
System User Login Information
Please list all staff members that need access to ClearDent and the role they have. We will create these accounts in ClearDentTM. Your trainer will assist you in customizing the access rights. Password will be preset to match the username, please change it immediately after you login to ClearDent for the first time. Note: The number of users you can have in the system is limited to the licenses purchased.
Login ID / Name / Role (Administrator e.g. Office Manager, Dentist, Hygienist, Receptionist, CDA)
Please type your information in the order listed above, separated by a slash (/)
Scheduler Setup
Chair/Operatory setup
Please list the operatories you have, the default provider that uses the operatory (if applicable) and the column position it should have in the scheduler.
Chair Name / Default Provider / Column number in scheduler
Please type your information in the order listed above, separated by a slash (/)
Office Hours
Please enter the core hours that your office is open. This is the earliest possible start time and latest closing. Individual schedules will be entered in the Provider Work Schedule section below.
Week Day / Open Time / Close Time
Example: Monday / 7:00 AM / 4:00 PM
How many minutes per unit do you wish to use in appointment book or Scheduler?
Display in 10 minute increments
Display in 15 minute increments
Please tell us what appointment types you use and the units required for booking each of them.
Example: Appointment Types (Hygiene/4U, RCT/6U Crown Prep/6U etc):
Please list the Recall / Hygiene types you use.
Note: ClearDent can handle multiple recall types
Recall Type / Appointment Type
Example: Recalls / 6Mos, 9Mos, 12Mos
Provider Work Schedule
Please enter the regular working schedule for each provider including the chair they use and their break times.
Provider / Scheduler
Example: PR (name) & Chair 1 / Monday: 9AM~5PM - 12PM~1PM
System Configurations
Service Charge
Service Charge is an interest calculated on the patient’s outstanding balance. Please fill in the service charge details. If you don’t want to charge interest, please leave this section blank.
Which provider will this charge be billed under?
Per annum interest rate:
Minimum Charge
This is the lowest interest amount to apply. Note: If the calculated interest is $0.05 and you have set this amount to $5.00, the applied interest will be $5.00
Minimum Balance (Do not apply interest if ledger balance is less):
Do you want to apply the interest charge
automatically at first day of month
before printing batch statements
Office Charge
Are there any products or charges you wish to be able to bill to the patient that are not college official fee codes? Note: This is for your reference only. We will not enter these codes for you
Code / Description
Example: OPWK1 / Office Product Whitening Kit
User Default Settings
“Auto Lock User After _______ Min” is an option which requires the user to log in with password when the system is idled for a period of time such as 2 or 3 minutes. This will ensure no one is using the system under another person’s login unintentionally when the user steps away from the computer. Write down the number of minutes if you want to activate this feature.
“Allow Ledger Authorization” is an option to allow another user to grant temporary right to the current user to make changes in Ledger. Do you want to turn on this feature?
Yes
No
Patient Default Settings
Do you prefer to have patient name and/or address all in
UPPER CASE
Smart Case
Normal?
In most cases, which provider / hygienist will be assigned to new patient as defaults? (Leave it blank if no default)
Provider
Hygenist
What is the default city for all new patients?
Are you assignment or non-assignment office? Default Insurance payee is:
Dentist
Subscriber
On the printed statement for the patient, do you want to show patient’s account receivable?
Yes
No
On the printed statement for the patient, do you want to show their insurance portion?
Yes
No
On the printed receipt for the patient, do you want to show the services that the patient paid for?
Yes
No
Do you use a custom fee schedule that is different from Dental Association Fee Guide?
Yes
No
If yes, and if it is a straight percentage increase, what is that percentage?
On the patient receipts and treatment plan you can show one of the following (Please choose one (1) ONLY)
Print Patient’s Next Appt Date
Print Patient’s Future Appt Dates
Print Family Member’s Next Appt Dates
Print Family Member’s Future Appt Dates
Digital Imaging
Please check the Digital Imaging Systems you will be using in the clinic.
Intraoral X-ray Sensors
GenDex® Visualix GSX
GenDex® Visualix eHD
Sirona® SIDEXIS I/O
Schick® APS I/O
E-Woo Grey Falcon AnySensor
E-Woo Grey Falcon EzSensor
SUNI / Belmont
Instrumentarium Sigma
DEXIS
Soredex Digora Toto
Air Techniques ACCENT
TWAIN based device (for Planmeca, EVA, Owandy, Kodak, Flat bed Scanner with TMC)
Digital Pano/Ceph X-ray
GenDex Orthoralix
Sirona Orthophos
Schick CDRPan
TWAIN based device (for Planmeca, Owandy, Belmont, Instrumentarium, Soredex)
Digital Phosphor Plate
Air Techniques® ScanX
GenDex® DenOptix
Soredex Digora
Other
Intraoral Camera
Sorpro
GenDex
Air Technique Polaris / Spectra
SUNI
Sirona SIROCAM
Schick
RF System
Digital DOC
ViperCam
Planmeca
Kodak
Soredex Digora Vidi
Other
Day End Configuration
The “Day end Processing” feature allows you to process provider specific day end. Without this feature turned on, regular day end will process all the providers and all the patients seen up to the time you run your day end report. Do you want to turn on this feature?
Yes
No
Office Logos
If you would like your Office Logo to be printed on statements or receipts, please provide us a copy of the digital file in either .png or .jpeg through email.
If you wish to receive a copy of this form please enter your email address
Templates
If the version of ClearDent that you have purchased includes it, you can setup the following templates: • Medical history • Prescription • Treatment • Letter (requires Letter Manager) • Clinical notes (requires Charting) • Soft Tissue / Botox (requires Charting). ClearDent is committed in helping you making the most of your investment. However, to ensure that the trainer is able to focus on the training, our trainer will teach using conceptual examples on how the different templates can be setup and used in daily operations. You can then practice by setting up your own templates after the training. If you require assistance, our trainer and support are both available to provide you the help you need.
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