This document will go over the fields available under the various tabs within an incident. For more information on creating and using incidents, click here.
Incident - Prior Authorization Tab
Entering A Prior Authorization
To add a Prior Authorization number to a patient's incident, click the small green plus sign in the upper right corner of the Prior Auth. tab. A new line will be added to the Prior Authorization table. Enter the prior authorization number, select the insurance company associated with the authorization, then enter the total visits authorized, and how many remain. You can also enter an Expiration Date and a Start Date if you wish. The prior authorization will not be used for charges outside of this date range. If you have multiple authorization numbers, simply click the plus button again to add a new line.
Using The Prior Authorization:
To include a prior authorization number on a claim, create a claim as you normally would (click here for more information on claim creation). In the claim creation window, select the prior authorization number you wish to include on the claim from the Prior Auth pop-up menu. The number of remaining visits will be listed in parenthesis after the authorization number.
Each time the authorization number is used on a claim, the Remaining Visits will be decreased by one. If you delete a claim that was associated to a prior authorization, you will be asked if you wish to add a visit back to the prior authorization record. Click Yes to add a visit back to the Remaining Visits; click No to leave the Remaining Visit count as-is.
Incident - Claims Tab
The Claims tabs will be slightly different, depending on your product (MacPractice MD, MacPractice DDS, MacPractice 20/20 or MacPractice DC) and preferences.
In both MacPractice MD and MacPractice DDS, there is a preference you can enable to see both Claims views. Go to the MacPractice menu, select Preferences, then select Ledger in the sidebar. In the Ledger preference area, select the Incident tab. Check the box labeled "Display both CMS and ADA Claim view" to have access to both tabs. You must quit and restart MacPractice in order for this change to take effect. When you log back in, you will see both a CMS Claims and ADA Claims tab in the incident. However, MacPractice DDS does not include the Symptom Dates fields (the image below is from MacPractice MD).
MacPractice 20/20 and MacPractice DC only have access to the CMS Claims tab.
For more information regarding how these fields affect your insurance claims, please click here.
Incident - Military Tab
This tab is not present in MacPractice DDS.
Incident - Attorney Tab
This Attorney tab allows you to associate an attorney with the incident, and keep track of other information relevant to a legal dispute.
To associate an attorney to an incident, click the plus sign next to the Attorney Name label. A window will open, displaying your list of available attorneys. You can select a record from the list, or use the search field to search for the attorney. If you wish to add a new attorney, click the plus sign in the upper right corner of the attorney window before entering their information. If you enter a new attorney's information while you have an existing record selected, you will overwrite the original record's information.
The other fields can be filled out as needed; they are only for your reference, this information is not tracked on a report in MacPractice.
In MacPractice MD, MacPractice DDS, and MacPractice 20/20, there is a preference that determines whether or not this tab is visible. To enable this, go to the MacPractice menu, and select preferences. In the preference window, select Ledger in the sidebar, then select the Incident tab. Check the "Show attorneys tab in incidents" checkbox to make this tab visible. This is a local preference, so it will need to be changed on each computer in your office individually.
Incident - Resource Tab
The Resource tab allows you to enter information that may be necessary for electronic claims submissions. To add a resource, click the small plus button in the upper right corner of the Resource tab. There are five kinds of resources that can be added: Extraction, Materials Forwarded, Orthodontics, Paperwork, and Prosthesis. Make your selection from the pop-up menu, then click Add.
The selected resource will be added to the Resource table. Click the triangle to the left of it to see your available fields. Each type of resource has different fields available. To enter data in any of the fields, simply select the line item, then press the Tab key on your keyboard twice. This will put your cursor in the Value field, so you can enter the necessary information. Below, each type of resource is listed, followed by the available fields for that resource type. The field names are generally self-explanatory. If you have any questions, please do not hesitate to contact the MacPractice EDI Support Team.
- Extraction Date
- Tooth Number
- Materials Forwarded (select from menu)
- Anticipated Payment Amount
- Diagnostic Phase Fee
- Estimated Treatment Start Date
- First Examination Fee
- Initial Payment
- Number of Anticipated Payments
- Payment Mode (select from menu)
- Treatment Duration
- Attachment Control Number
- Attachment Transmission Code (select from menu)
- Attachment Type Code (select from menu)
- Initial Placement Date
- Is Initial Placement (checkbox)
- Prosthesis Material (select from menu)
- Upper/Lower (select from menu)
Materials Forwarded (select from menu)
Anticipated Payment Amount
Diagnostic Phase Fee
Estimated Treatment Start Date
First Examination Fee
Number of Anticipated Payments
Payment Mode (select from menu)
Attachment Control Number
Attachment Transmission Code (select from menu)
Attachment Type Code (select from menu)
Initial Placement Date
Is Initial Placement (checkbox)
Prosthesis Material (select from menu)
Upper/Lower (select from menu)