I'm in complete agreement there! There is nothing more time consuming than setting up an autopayment to run every week or every two weeks. I literally have to print out a 3 year at-a-glance monthly calendar, highlight the day's that are supposed to be entered then have to sit and update every single line of the scheduled autopayments. Heaven forbid I be interrupted while doing it and accidentally mess up w/o realizing it. Then get grief from a parent when a payment runs on a wrong week.
I have alot of patients that get paid weekly or every two weeks that like to pay a portion of their payment each payday.
Agreed that spelling errors happen and sometimes are not caught until after the ledger note saves. Which means that sloppy spelling (even when accidental) makes us look bad when records are needed for legal reasons. I finally told our collection agency that when there is a spelling error it's because I was unable to catch/correct it before the system saved (if you have multiple windows open and leave the ledger window for any reason while entering a note it saves automatically) what I typed.
At this time I understand why it doesn't allow correcting (as that has been previously discussed). Unfortunately more than once I've had our anti-virus software send a pop-up alert to my desktop which requires me to acknowledge the pop-up before I can do anything else and that has caused a financial note to be saved midway through the line before I could finish writing/correcting it. It's annoying and I have been known to include in my ledger notes "Ignore previous line - antivirus software caused line to be saved by OrthoTrac or OrthoTrac saved line prior to editiing" then on the next ledger line I write "Corrected ledger note:" and redo the entire note.
I agree on being able to add other things to the tooth chart. Supernumerary teeth and areas where TAD's are to be placed when creating a referral request letter. Currently we have to print out the letter, hand draw the supernumerary tooth or TAD placement, then scan it back into the chart and email it to the specialist. More and more communications are done via email only with dentists and specialists. Then because we can't do the entire letter with supernumerary/TAD or other information to an outside doctor from start to finish within OrthoTrac there is no automatic tracking on the final letter actually being emailed. You must go in and manually note it in the procedure tracking or charting.
Good day Heather (bracemom35),
Thank you for your suggestions! Tagging uriyahrobinson and r.alfieri. Please be aware that appliance tracking is now available as of version 14 of OrthoTrac.
Phil Carter / OrthoTrac Escalations
When RP2 is actually the only responsible party we switch them to RP1 and the old RP1 is switched to RP2. You should never have split balances between two different RP's. This is a legal nightmare from a collections standpoint. Always have one person sign the contract and you then enter the contract with that person being the financially RP and designate that RP as RP1 regardless of who else may be financially contributing. In Washington when a couple is married they are both legally responsible but we always designate the one who signed the contract as RP1 and the spouse as RP2.
If the RP2 makes a payment and needs a receipt that shows their name as making the payment I will post the payment under their ledger, transfer the payment to the RP1 ledger. Then I have to do a balance adjustment on the "current due" amount because whenever you transfer a payment/credit from one RP to another RP it applies it to the total balance not the current due.
I have some accounts that I make a notation next to the payment type when entering a payment (similar to entering a check number) as to who made it example: Credit Card: VISA Ron B , Check 2345 Ron B, Cash Ron B.
For those that don't know: When posting a payment, you select the payment type (Cash, Check, Credit Card, etc..) then right click on the payment type and you can enter a notation about the payment type. This is where I enter check #, type of cc, name of person making payment (if it's not the RP), EOB #, what ins payment is for (COT, Banding, Records, etc.). When done with that I hit the "Tab" key and proceed to enter the payment amount.
Oh...one of the few times I will actually create a separate ledger for a non-custodial parent is when there is a no-contact order or when we are made aware of a domestic violence situation by a RP and they tell us that their ex spouse/partner will be contributing payments towards the treatment yet they don't want them to have any information about themselves given to the ex. We do this because all receipts print out the address of the responsible party.
We are ultra careful about this in our office after unknowingly accepting a payment from a Dad, applied it to the account (Mom was designated as RP because she signed the contract), printed out a receipt and as he walked out the door he said "Thanks for providing me with my soon to be ex and kid's address". I tell you I couldn't get on the phone with the Mom quick enough to give her a head's up. Luckily she didn't hold it against us because she never told us that she had left him.
Good day Dr. Spannhake (spannhakeorthodontics),
Thank you for your comments! To address these in order:
1. Email reports directly from the "Print" menu": This is not possible because the reports are not actually in a file format at that time. In order to email something, there must be a file to send. This is why it is necessary to first save the report to .PDF. We have previously been asked for a way to automate these steps but to date no acceptable solution has been found.
2. Comment-only entries not showing in the "View All" view of Charting: This was a deliberate design choice done with feedback from multiple offices who assisted us with designing the new Charting. We have since had additional feedback from sufficient offices since the introduction of v14 that Development will likely be adding this back in as an option in a future version. For more information please see this knowledge page: OrthoTrac: Version 14 - Comment-Only Entries (Notes) Not Visible on "View All" Display of Charting ... .
3. Copy and paste in v14 Charting: This has not been removed. Copy and paste is still available by using CTRL-C to copy and CTRL-V to paste. However, we have heard the feedback that offices would like a context sensitive right-click menu to be able to choose copy and paste that way, and that will be added in a future version.
4. Allowing notes in the ledger to be edited: This request has been made many times previously and has always been denied as allowing wide-scale editing of previous ledger lines would create legal issues. However, Development is considering allowing clients to edit ledger comments that were made the same day, similarly to what is available in Charting. This will likely be added in a future version.
5. Choose your own photo for the snapshot feature: This functionality is already available in OrthoTrac. To select the specific photo you wish to use for the Snapshot, please see the following knowledge page: . You may select a specific visit type or Most Recent to automatically always use the most recent version of the image type you select.
Phil Carter / OrthoTrac Escalations
Thank you very much for your response. Yes, it is very time consuming and the risk of human error too. I am really hoping the auto draft options can be added sometime in the near future.