ADA Survey Here is what we can do for you!

Ease of Use and Functionality

Description Response
Tabs or special rapid access markings of the pages for easy locating
Y
Page forward and page backward functions provided for multi page screens (data entry and display)
Y
Printer support, backup, and restoration are handled by operating system
Y
Database is exportable/importable or has interchangeability so that other applications can use the data.
Y
Records lock when in use in order to prevent simultaneous modification
Y
In case the product is discontinued, the source code will be available by license for conversion/modification/continued support
Y
Error detection and correction employed to facilitate sound data (e.g., zip code templates).
Y
Screen layouts and transactions follow industry-best practices
Y
Archiving /Purging with verified printed output
N
Entry of information provided online with real-time updating of files
Y
Text fields support automatic word wrap for multi-line entries
Y
Display and data entry screens for all applications accessed via functionally grouped menus and submenus
Y
Page forward and page backward functions provided for multi page screens (data entry and display)
Y
Text fields support automatic word wrap around for multi-line entries
Y
Modularity of design for different components of the system which allow client to build a customized system
Y
Display and data entry screens for all applications accessed via functionally grouped menus and submenus
Y
Multi-Tasking
Y
Hot Keys, buttons, and jumps advance from one part of a patients file to another while retaining current patient
Y
Smart Caps, case sensitive input
Y
Display, utilities and processing activities for operations/functions accessed via functionally grouped menus and submenus
Y
Smart Data Entry features to enhance entry of data, reporting, letter writing, etc.
Y
Cursor movement is left to right, top to bottom
Y
Auto dialing from a confirmation list on screen
N
""Wizards"" or prompters for navigating through forms
Y

Data Structure and Formatting

Description Response
Alternate phone number allowed for each family member
Y
Dollar amounts formatted to accept $999,999,999.99
N
All date fields are year 2000 compliant
Y
Numeric fields right-justified and blank filled
Y
System prevents duplication of social security numbers
Y
Search by last name, date of birth, social security#, account#, chart#, unique insurance claim#, provider, appointment, etc.
Y
Patients can be entered as individuals or by family group, with responsible party identified
Y
Postal code automatically displays location (city and state)
N
Identifies member as a patient (in event guarantor is not patient)
Y
Accepts at least two dental insurance carriers and one medical insurance carrier
Y
Employer information allowed for uninsured patient
Y
Patient or family comments or specific instructions can be entered (such as nicknames or ""do not call at work"")
Y
Display and data entry screens for all applications accessed via functionally grouped menus and submenus
Y
Online patient profile inquiry screen available
Y
Patient profile includes demographic, financial, and commitment information
Y
Patient profile includes guardianship/conservator, nearest relative/emergency contact, and parent information
Y
All statistics and reports available by location of treatment, provider, or combination thereof.
Y
Family links (to guarantors), which changes one member of the families address or phone, allows changes in others if desired
Y

Interface Capabilities

Description Response
Database is exportable/importable or has interchangeability
Y
System has interface capabilities with third party word processor
Y
Can utilize input devices such as bar codes, a light pen, touch-screens, voice activation, optical scanner, or scantron
Y
Vendor provides systems interoperability requirements for: digital radiography, digital video, and periodontal probing devices
Y

System Documentation and User

Description Response
Online manual with context-sensitive search by subject
Y
Online help covers operating instructions for insurance functions, generating statements, payment plans, charting, etc.
Y
Online help which helps user to learn how to run, read, and interpret reports
Y
Online help includes an index, a table of contents, and complete coverage of all features and functions
Y
Tutorials that allow a user to practice using the program by guiding the user through the daily, weekly, and monthly functions
Y
Real time updates of master patient record data fields, current clinical data, and patient profiles-across the network.
Y
Error detection and correction employed to facilitate sound data (e.g., zip code templates)
Y
Hardware requirements
Y
Archiving /Purging with verified printed output
N
Backup procedures
Y
Removal from system
Y
List of files used and/or modified by the program
Y
Software overview
Y
Instructions for access and use of online help
Y
How to contact support and purchase supported forms
Y
Statements reflect estimated insurance benefit and patient balance; PPO, HMO coverage, processing and eligibility handling
Y
Personalized statement messages for individuals
Y
Does not show posting errors on statements
Y
Financial arrangements on statements
Y
Statements printed on request for single patient
Y
Print statements in user defined order
Y
Adding a statement comment to a patient group
Y
""Thank you for your payment"" or similar message printed on statement when a patient makes a payment
Y

System Securty

Description Response
Password protection with multiple security levels to limit access to the data
Y
Revision history provided upon request
Y
View, add, change, and delete options available on transaction screen relative to security level of user
Y
System records time and date of all changes to user authorizations
Y
System security audit trail for access corrections, changes and deletions of data (no changes may be made anonymously)
N
Communication log tracks correspondence through various media
Y
Add, change, delete capability available at field level with appropriate access
Y

Technical Support

Description Response
Service contracts available
Y
Vendor provides training on all features of the system. Training may be through video, on-site, tutorials, or in combinations.
Y
Support available by telephone during the prevailing work hours of dental offices in that geographical area
Y
Vendor supports hardware or informs the buyer of the hardware support mechanism to be used prior to purchase
Y
Vendor response to a critical problem within 24 hours
Y
Updates with documentation of all changes to the program
Y
Vendor informs client of bugs and possible solutions, including work-arounds until the next upgrade corrects it.
Y
Source Code protection. Source code will be available by license in case vendor goes out of business
Y

Online Scheduling and Confirmation

Description Response
Auto dialing from a confirmation list on screen
N
Online appointment booking
D

Patient Alerts and Preferences

Description Response
Alerts the user to medical concerns when capturing an existing appointment or when making a new appointment
Y
Patient preferences considered and stored
Y
Maintains appointment types database that tracks time used, intervals between appointments, expected revenue, preferences, etc.
Y
Database also contains patient contact information
Y
Alerts for financial and scheduling history concerns. (Both of these items tracked separately, but pop up when scheduling.)
Y

Production Planning and Projections

Description Response
Tracks lost production and unscheduled treatment from broken appointments
Y
Generates future production reports
Y
Maintains appointment types database that tracks amount of time, intervals between appointments, expected revenue, & appointment restrictions
Y
Time utilization reports which weigh planned time vs. actual
N
Track failed/canceled appointments, by provider/patient. System also: counts absences, and maintains an audit trail of modified appointments
*
Recall scheduling coordinating multiple patients, (e.g., families)
Y
Reactivation tracking and reporting for inactive patients in recall or recare. Active or inactive status determined by client.
N
Recall interval can be entered/modified
Y
System alerts if an attempt is made to schedule a recall in advance of 3rd party allowances
N
Lists patients (with phone #) due for recall by user-specified time period, provider or providers, or delinquency of account.
Y
Records notes from phone contacts, or attempts to contact
Y
Reminders, confirmation letters and/or cards, or phone call lists automatically printed at a client-defined time prior to recall.
D
Prompts to place the patient on recall at the treatment planning screen, when treatment is completed, or at current appointment
Y
Allows multiple recalls for discipline specific purposes (e.g., preventive, endo, prosth)
Y
Multiple types of recalls - e.g., three month perio check, six month denture check (patient defined)
*
Default appointment types such as six month recall
Y
Appointment card or letter printing
Y
Recall/Recare mechanisms of tracking and reporting for follow up and continuing care
Y

Schedule Management Features

Description Response
Generates schedules for individual provider(s), for groups of providers, or for an entire clinic (as determined by user)
Y
Alerts the user to medical concerns when capturing existing appointment or when making new appointment
Y
Ability to limit the number of hygiene exam hours assigned a doctor by monitoring the examining doctors hygiene patients
N
Alerts for financial and scheduling history concerns (Both items are tracked separately, but pop-up when scheduling)
N
Direct interface of schedule from treatment plan
Y
Patient financial requirements noted on scheduler viewing
Y
System tracks: date lab work is sent/due/returned, all overdue cases, all items sent to lab (e.g., articulators)
N
Identifies patients who have payments due that day
N
Appointment searching for specific requests such as Saturday AM Only
Y
Searching protocols such as block scheduling, pattern scheduling, percentage based scheduling
Y
Patient listing for confirmation of appointments (with comments on financial information if applicable)
Y
Broken, failed, or canceled tracking and reporting
Y
Override and create double booking
Y
Generates a new patient record from a new patient appointment
Y
Maintains an audit trail of modified appointments
Y
Tracks lost production and unscheduled treatment from broken appointments
Y
System tracks: date lab work is sent/due/returned, all overdue cases, and all items sent to lab (e.g., articulators)
N

Searching and Tracking Scheduling

Description Response
Manual or computer search for length of time needed by provider
Y

Clinical Record Features

Description Response
Allergy and medical health alerts
Y
Allows recording of all ADA approved descriptive and treatment codes
Y
Allows recording of anatomic site
N
Audit trail of modifications made to the record, by whom and when
N
Comprehensive display of treatment planned and completed
Y
Date stamps placed on all treatments, diagnoses, and conditions noted
Y
Historical comparisons of clinical observations (e.g., changes in periodontal data over a two year period)
Y
System has a prescription log
E
System has a prescription writer
E
System has a sedation log
N
Stores altered images with time/date stamp and markings denoting them as altered images
Y

Patient Health History

Description Response
A health history interview is provided as part of patient health history
Y
System allows the dentist to confirm any responses which may affect dental treatment
Y
System allows the dentist or specialist to customize the questions
N
Allow free form input of notes upon the affirmative or unknown response
Y
Dentist can comment on information presented
Y
Confirmed medication information is recorded in the clinical record
N
Patient health history can be updated at user-defined intervals
Y
Scheduler prompts for health history updates
N
Prior health history responses are retained
Y
Patient health history can be entered by patient
N
Family health history is shared among family members
N
Patient identification information is shared among modules
Y
Specific allergic reactions can be noted e.g. anaphylactic shock, hives or upset stomach
Y

Patient Information Security Features

Description Response
Altered information storage with time/date stamp and marked as altered information
Y
Audit trail of patient information disclosures, by whom, why, and when
N
(Our system will keep track of who changed the record and when, not why.)
Y
Complies with all applicable laws and security regulations
Y
Provide hierarchical protection of patient information to limit access
Y

Treatment Information Features

Description Response
Consent to treatment forms
N
Home care instructions
N
Medication orders and instructions
N
Patient education materials
N
Post-operative instructions
N
Post-sedation instructions
N
Provides comprehensive display of treatment completed and planned
N
Treatment plans can be constructed in phases
Y
Permits onscreen treatment planning - virtual charting
Y
Tracks procedures performed and pending
Y
Treatment plan broken down by visit with financial requirements, time spreads, & notes on a report for the patient
Y
Multiple treatment plans can be stored and generated for one patient
Y
Can identify and retain deleted and/or changed treatment plan items
N
Printed treatment plans indicate date, time, and user printing the treatment plan
Y
Explanatory notes can be stored with individual treatment plan items
Y
Dentist can utilize a ""status"" to be applied to any treatment plan or its items
N
Treatment plans can be sorted and reordered as needed
N
Can print incomplete treatment plans by: provider, procedure or user defined criteria
N
Can transmit treatment plans electronically to third party carriers for pre-determinations
Y
Can automatically calculate insurance benefits and patient financial liability when entering procedures on a treatment plan
Y
Treatment plans can be stored and billed as work is actually completed
Y

Collections Management

Description Response
Aging by the date of service on request
Y
Aging dates reflect current (under 30 days), 30-60 days, 61-90 days, 91-120 days, over 120 days
Y
Ability to charge interest on a finance fee
Y
Production and collection tracking for multiple providers
Y
Separate and combined aging by provider, insurance company, contracts, etc.
Y
Open item accounting for insurance billing and tracking
Y
Multiple cycles for billing statements (for example, aging date, alphanumeric by name, etc)
Y
Automatic generation of a fee upon entry of a procedure code
Y
Insurance aging and auditing of submitted, paid, non-submitted claims
Y
Insurance coverage breakdown per policy, employer, or company that list deductibles, maximums, % per category, etc.
Y
Reflection of primary insurance payment when secondary claim is sent
Y
Changes estimated insurance portion when entering charges
Y
Single screen posting of batch insurance payments
Y
Open item accounting for insurance billing and tracking
Y
Open item insurance estimation
Y
Secondary insurance processing generated by primary insurance response
Y
Employer tracking of employees benefits and office utilization (sort reports by employer)
N
Statements reflect estimated insurance benefit and patient balance; PPO, HMO coverage, processing and eligibility handling
Y
Online insurance adjudication
Y
Insurance forms printing for completed and planned services, including Medicaid and ADA standard dental claim form
Y

Insurance Information Management

Description Response
Insurance form duplication for resubmission
Y

Patient Billing Information

Description Response
Generates a routing slip providing all basic patient information plus user-defined data
Y
Inclusion of ""c/o"" and other such forwarding and routing information
Y
Multiple telephone fields for a cell phone, fax or e-mail address
Y
Ability to transfer old balances to another responsible party
Y
Ability to bill insurance under the providers name (not the patients regular doctors name)
Y
Statements reflect estimated insurance benefit and patient balance; PPO, HMO coverage, processing and eligibility handling
Y
Dunning statements generated for billing
Y
Day sheet generation for balancing the deposits and viewing billings for the day
Y
Patient demographic tracking and reporting
Y

Patient Walk-Out Statements

Description Response
Account balance broken down by: previous balance, todays treatment and fees, 3rd party coverage information
Y
Deductible and/or co-payment owed; remaining coverage; expected payment from 3rd party
Y
Next appointment; recall information
Y
Tooth number and surfaces, if applicable;
Y
Todays payment and date
Y
Statements printed on request for single patient
Y
Immediately displays walk-out statement (i.e., what is owed by patient and insurance)
Y
Personalized statement messages for individuals
Y
Financial arrangements on statements
Y
""Thank you for your payment"" or similar message printed on statement when a patient makes a payment
Y

Posting Payments and Fund Transactions

Description Response
Does not show posting errors on statements
Y
Payment tracked by ADA procedure code
Y
Electronic Funds Transfer - Reconciliation of Accounts
N
Enters transactions by different providers on the same screen
Y
Historical reporting of transactions by user defined date parameters
Y
Posting charges from the appointment book (if present)
Y

Production Analysis

Description Response
Transaction breakdowns which track: charges, payments, adjustments, discounts, refunds, writeoffs, finance charges
Y
Report showing Collection / Production ratio
Y
Production and Collection comparisons to previous periods
Y
Production reports indicate patients seen, production, collection, HMO/PPO/capitation income vs. office fee for similar service
Y

Reporting and Financial Analysis

Description Response
Average patient case fee (average production and collection per patient over a date range by provider)
Y
Referral report showing referred, treatment planned, treatment performed, fees and collections
Y
Quantifies the number of active patients using a practice-defined description of active patient
Y
Missed payment report
Y
Historical reporting of transactions by user defined date parameters
Y

Tracking

Description Response
Track financial arrangements, payment plans, coupons, and contracts
Y
Print capabilities for financial agreements and truth in lending forms
Y
Financial promise tickler file
Y
Payment plans, financial plans with and without interest
Y
Separate deposit slips possible by doctor, cash, check, charge, and EFT
Y
Goals comparison in scheduling, production, new patients, etc.
Y
User defined filtering and sorting of financial reports
Y
Receipt number/i.d
Y
Accounts receivable summary reports (patient and carrier) sorted by procedure codes w/aging (current, 30, 60, 90 days)
Y

Note: (*) Planned for future update, (D) In development, (E) Included with Electronic Service