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Moderator
Moderator

Re: How should we improve OrthoTrac?

Good day Dr. Teredesai (smileart‌),

I just had to have my glasses prescription updated last week, so I get that feeling.  This is a good suggestion and thanks for passing it along.

Regards,

Phil Carter / Orthotrac Escalation

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jsinger97
Canine III

Re: How should we improve OrthoTrac?

Hi Jeff:  My recommendation concerning the treatment planning module in OrthoTrac...in my way of practicing Orthodontics it is useless.  I'd love to use this space and have it set up very similar to the "Notes" space.  If pre-defined sentences can be placed there, it would have much more use for me.  I now use the notes section as a way of outlining the beginning of treatment as if I am directing my staff on what procedure I will do at the first two clinic appointments to start treatment.

I believe we cannot cookie cut all the appointments for the entire treatment plan.  There is no need to have the software keep track of whether every appointment is on schedule...we know when it is not.  I'd be willing to discuss this topic with you by phone.  The way the present treatment planning section is set up seems like it was taken from a software program for General Dentists.  

smileart
Canine III

Re: How should we improve OrthoTrac?

Hi, I know in this discussion you are looking for major enhancements, but I did not know where to put this minor suggestion, so here it is anyway: In the "common name" field there should be a way that allows us to enter all upper case letters since a lot of common names are two letter abbreviations like AJ, PJ, JC, etc. At present, it defaults to first letter upper case only. Even if we enter it in upper case, the system changes the second letter to lower case. This is a problem when the common name is pulled into letters, etc it shows up as Aj, Pj, Cj, Jc, etc The only way to have two upper case letters is to put a space between them which does not make sense either. Thanks!

smileart
Canine III

Re: How should we improve OrthoTrac?

I have the same issue with the treatment planning module. But what we did as a workaround, which actually works much better if you take the time to set it up, is to use a questionnaire to put in the treatment plan. You can make multiple questions: Phase 1 Tx, Phase 2 Tx, Full Tx, Interceptive Tx, etc, and have unlimited multiple choice options under each to pick from, with the ability to add comments in each if desired. Also you can set up a narrative type question that says something like Treatment sequencing in which you can type any information you want, and keep adding over time as needed. We also have one for Estimated Tx time, and one for additional comments to pull into consent. The advantage of this is that it can be then pulled into a letter automatically if you set up the letter to pull from that questionnaire. So the treatment plan can be inserted into patient and doctor communications as needed. Hope that this helps!

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smileart
Canine III

Re: How should we improve OrthoTrac?

I think that Laura makes a good point regarding the balance on the account when 2 RPs (Responsible Parties) are paying. Sometimes, a staff member may mistakenly tell a RP that there is no pmt due because they are viewing the other RP in the Financial screen. In our office, we do make two separate financial agreements when two parents are paying, and each signs their own and is responsible for that amount. We have not had issues with this, but I guess it may be an issue in some practices. The AP should be able to post correctly to each of the RP accounts if set up that way, so we do not find the need to transfer anything later. Not sure why that needs to be done? 

My recommendation would be that the financial screen which is currently smaller in size than the main patient info screen be modified to be bigger. If there are two RPs paying, then both should show up on the right where currently only one shows up, with the one that is currently selected as the RP highlighted in some way, with the ability to click on the other RP box and select that RP, so that the payment being made is posted to correct account. Currently we have to use the drop down menu but this is not prominent enough for some staff to actually notice which party is showing.

Another format would be to redesign the bottom part "Payments". It is tough to describe what I am suggesting, but I will try anyway: First part should be Payments: Insurance. Then Payments: "Name of 1st RP", then Payments "Name of 2nd RP". The columns that say "Patient" and "Insurance" under "Payment" would not be needed since all that needs to be done is highlight the correct box (Insurance/ RP1/ RP2), and enter the amount. 

sundberg101
Premolar II

Re: How should we improve OrthoTrac?

"...In our office, we do make two separate financial agreements when two parents are paying, and each signs their own and is responsible for that amount..."

That goes against the advice of every collection specialist and financial consultant I have ever spoken with. They do not advise splitting the contract between two different parties. It muddles the financial responsibility too much and puts you in the situation where one party can completely flake out. Then you are faced with the choice of terminating treatment or only being able to collect a partial fee for the entire treatment (if you choose not to terminate tx).  

Moderator
Moderator

Re: How should we improve OrthoTrac?

Good day Dr. Teredesai (smileart‌), 

Re: your suggestion about two-letter patient first names:  This is a good suggestion and I believe it has been made previously. We're hoping to add it to a future version of OT.  In the meantime, most offices handle that type of name by punctuating the letters, i.e.,  "C.J."   instead of "CJ".  This will allow you to capitalize both with no issues. 

Thanks for the suggestion!

Regards,

Phil Carter / Orthotrac Escalation

ajschopp
Canine III

Re: How should we improve OrthoTrac?

Please find a way to update the doctor's information so that more than one license number and tax ID number can be assigned and utilized for eclaims. I have 2 doctors and offices in 2 different states, which means different license & TID numbers.  Thank you.

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Moderator
Moderator

Re: How should we improve OrthoTrac?

Good day Amy (ajschopp‌), 

I recall you having this question a few months back and Matt Czarick from ES was able to give you some suggestions in this discussion thread.   Did those not resolve it to your satisfaction?   Tagging mczar‌  to have him address this with you further. 

Regards,

Phil Carter / Orthotrac Escalations

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ajschopp
Canine III

Re: How should we improve OrthoTrac?

I have to get doctor approval to make those types of changes and they did not like the suggestions when I ran everything by them.  I am going to try again, but wanted to add my issue to the list of possible OrthoTrac improvements to see if any database changes could be made to make this more simplistic in the future .  I appreciate your follow-up!

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