The Charge window allows users to enter multiple procedures into a patient's chart. Most fields can be set to pull information forward to save time for the clerical staff. While most fields in the Charge window are universal across MacPractice products (MD, DDS, 20/20 and DC), a few fields are unique. Fields that are not consistent across MacPractice products are labeled in the description.
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Fee Schedule: This will allow the user to select a different fee schedule for the patient. This will automatically pull from the patient's demographics.
Procedure Date: The Procedure Date will automatically put in the current date. This date can be changed to back date a procedure if needed.
Code: The Code box can be used if the code is known. The code must be entered exactly as it is entered in the selected fee schedule.
Search Button: The Search button is used to select a code that is not known by the user. This button will allow the user to search the selected fee schedule.
Modifiers: Modifiers can be added to the code by manually typing them into the box. The following boxes will become available, as a modifier is added to the previous box.
Procedure Description: The Short Description of the procedure will be displayed in this box. This will allow the user to confirm that the correct code is in use.
Tooth: Some code will require a Tooth Number to be entered for billing. The tooth number will be automatically selected when charting. The number can be manually entered in this charge window.
Surface: Some codes will also require a surface. Just like the tooth number, the surface will be added from charting or can be manually added.
Alias: Aliases will be used when a code is used in the fee schedule for multiple reasons. A good example is for a code that is used for both adults and children. This can help differentiate the procedure in reports.
Fee Calculations: Fee Calculations will allow the user to select how the fee is calculated, Fixed, Units, or Time.
Unit Type: The Unit Type will be used when the Fee Calculations are changed. This will allow the user to select the Type of Unit.
Area of Oral Cavity: Area of Oral Cavity is sometimes required for billing. The area can be selected from the drop down box.
Units: Units will allow the user to adjust the amount of times the procedure was completed for the patient.
Unit Fee: The Unit Fee will display the price for one unit of the procedure.
Total Fee: The Total Fee will display the price of the unit fee multiplied by the number of units.
Schedule Units: This field displays the Schedule Units associated with the procedure.
Taxable: The taxable checkbox can be checked to collect tax for the item being added into the ledger.
Emergency: The Emergency checkbox will be used to notate that a procedure was done in an emergency. This will add emergency information onto the claim form.
Patient Responsible: Marking the code as Patient Responsible will move the entire cost to the patient. An insurance claim cannot be made for an item marked patient responsible.
Charge Copay: Check this box to notate that the patient will be paying a copay for the procedure. MacPractice will automatically request a the copay in the next screen.
Tax Rate: The Tax Rate will show when the item is marked as taxable. This will allow the user to select the tax percentage.
Diagnosis Tab: The Diagnosis Tab is used to affiliate diagnosis codes with the current procedure. Click the green plus to add a new diagnosis code.
Notes Tab: The Notes Tab is used to write a note about the procedure. This note can also be included on the claim form.
Specialty Tab: This is where a user can enter medication/prescription information that can be pulled to the insurance claim.
Rx Tab: The Rx Tab is used to notate the medications that were administered during the procedure.
Attachments Tab: The Attachment Tab is used with NEA Fast Attach. This will allow the user to submit an attachment when sending an eClaim.
Items Tab: The Items Tab is used to affiliate items in the inventory with the procedure. Click the green plus to add and item to the patient's chart and remove the item from the inventory.
Provider: The Provider box is used to notate the provider that performed the procedure.
Office: The Office will pull from the patient's chart but can be changed if the procedure was completed in a different office.
Provider Shown on Claim: This popup will enter the specified provider on the insurance claim. This allows the provider popup to track production while sending the correct information on the claim form.
Recall & Follow Up Type: This Type will allow the user to tie a Recall or Follow Up to the patient's chart. MacPractice can automatically prompt to schedule this next appointment.
Procedure Type: The Procedure Type is used in Insurance Estimating to decide the percentage that the insurance will pay for the procedure.
Place of Service: Place of Service is used when creating a claim. This information will be sent to the insurance company.
Referral: The Referral popup can be used to track the referring physician or general referrer. This is helpful when tracking production by referrals.
Referral Type: The Referral Type is used when a referring physician is being included on a claim form.
Facility: Facility is used to notate the facility that was used when the procedure was completed. This is used for claim purposes.
Admitted Date and Time: This date indicates when the patient was Admitted to the selected facility, as well as the time in which they were Admitted.
Discharge Date and Time: This date indicates when the patient was Discharged from the facility, as well as the time in which they were Discharged.
LOS Days: Length of Stay is calculated from the dates entered and is just for informational use.
Discharge Status: The Discharge Status is the reason for which the patient was Discharged.
Lab Name: This is where the Laboratory related to the charge is selected.
Lab Costs: This field is used to show the costs associated to the Laboratory charged to the office.
Material Costs: This field is used to show the costs of Materials charged to the office.
Require Lab: When checked, a user will have to enter the Lab Name for the procedure in order to save it.
Tooth Number: The Tooth Number will be displayed in this box if the selected procedure required a tooth.
Code: The Code box will display the procedure code. This is helpful when multiple codes are entered in this table.
Provider/Office: The Provider and Office will be abbreviated to show which selection was used for the existing procedure.
Fee: The Total Fee will be displayed in this box for the existing procedure.
Copay: If the code has a copay, the amount will be displayed in this box.
Primary Allowed: The total amount that is allowed by the primary insurance company will be displayed in this box. This is helpful when using insurance estimating.
Primary Write Off: The Write Off will be used when insurance estimating is activated. MacPractice will automatically write off the difference between the total fee an the primary allowed amount.
Primary Insurance %: This box is used when insurance estimating is activated. This will display the percentage that the insurance has agreed to pay.
Primary Insurance Portion: This box will display the portion that the insurance company will pay on behalf of the patient.
Primary Deductible: This is the Deductible that Insurance will charge based on what is set in the Insurance Reference.
Insurance Table: The Insurance Table will display the insurance information within the charge window. This information can be changed in the insurance tab of the patient's ability.
Charge Table: This box will show the arithmetic behind the charges, the insurance estimate and the patient portions.
Enter Payments After Saving Charges: Checking this box will automatically open the Payment window after saving the charges. This box can be checked by default within the MacPractice preferences.