Setup Features Available in HTML5

“it just makes sense” April 2019

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Setup Cloud 9 gives you complete administrative control over setting up your practice information. The choices made during setup determines how your users view your practice information. Only users with administrative permission can make setup changes. Cloud 9 is transitioning administrative setup from Silverlight to HTML5.

Currently, the following setup options are available in HTML5:

• Appointment Classes

• Appointment Statuses

• Appointment Types

• Codes

• Employees

• Employers

• Insurance Billing Centers

• Insurance Companies

• Locations

• Patient Statuses

• People

• Question Categories

• Questionnaires

• Schedule Views

• Schools

• Transaction Types

• Treatment Codes

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For each setup option, you can add, edit, delete and restore setup items:

• Use Add, Edit and Delete to manage setup items for the selected category.

• Use Restore to restore setup items you deleted: 1. Select the desired setup category. A listing of the items displays.

2. Click ✓ Show Deleted. The deleted items for the selected category display.

3. Check the checkbox next to the items you want to restore.

4. Click Restore. The selected items are restored to the listing.

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Appointment Classes Classes are used to group specific Appointment Types together. All Appointment Types should be the same time length that belongs to a specific class. You can create as many classes as you need but remember if you have more than 15 classes, it might be difficult to place them all on a single day without constricting the day. Note: In HTML5, Cloud 9 now groups the selected appointment types at the top of the class. In Silverlight, selected appointment types were listed alphabetically so users had to scroll through the list to find what types were in a class.

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Appointment Statuses Appointment Statuses allow you to track the progress of a patient’s appointment in your practice. They work in conjunction with the Light Bar and the Patient Locator. Never change the Code of appointment statuses that are provided by Cloud 9. You can change the Description if desired, but the code must remain the same. If you change the code it causes the status to be omitted from the Patient Locator. If you create an appointment status, you can create your own specific code. Appointment Statuses can automatically trigger specific tasks based upon the current status.

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Appointment Types You should create Appointment Types based on your office procedures. You can use Appointment Types to setup your schedule templates as well as trigger specific tasks.

FIELD DESCRIPTION

Description Name of the appointment that displays on the schedule.

Code An abbreviated version of the description.

Gaidge If using Gaidge reports, create a unique tracking code.

Background Color The color that displays on the schedule template for the appointment.

Minutes The anticipated length of time for the appointment class.

Show on Summary of Activity Report

Checkbox to include this appointment type of the Summary of Activity Report.

Appointment Classes The available classes to attach the appointment type to if desired. If you do not use classes, nothing will be checked.

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FIELD DESCRIPTION

Patient Status Changes When the patient’s appointment status changes, what should the patient status become? Patient statuses are created in Edit menu > Setup icon > Patient Statuses.

Documents When the patient’s appointment status changes, what documents, if any, need to be added to the letter queue? Documents are created in the Document Editor.

Procedures When the appointment status changes, what are the standard procedures that should be added to the patient’s treatment card? Procedures are created in Edit menu > Setup icon > Transactions.

ToDos Create tasks for employees or positions when an appointment status change occurs. ToDos are created in Edit menu > Setup icon > To-Do Types.

Tracking New patient exams have the date automatically entered into the patient’s tracking tab. Tracking items are created in Edit menu > Setup icon > Tracking tab.

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Codes If your office performs additional procedures that are not strictly orthodontics, you can add CDT codes according to the ADA Dental Codes.

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Employees

This item controls how an office employee views Cloud 9 as well as what can be opened by a specific individual. The first tab, Logon/Permissions must be filled in for each employee. The left side of the window contains demographic information on the employee. The right side of the window contains the Login and Password along with permissions. Once the password has been created for the employee, it will not display. Check the permissions that an individual should have, along with how Cloud 9 opens for them. Note: If you want the employee to be able to send emails using their own email, fill in the E-Mail Server tab information.

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Employers Employers are used to select the correct insurance company and plan. It is easier to keep up on employer plans than it is on insurance company plans. Typically, an employer may have one, two or three plans available to their employees, based upon the size of the company.

For example, Ford Motor Company might have an executive plan, salary plan or an hourly plan for a total of 3 plans with different benefits. You would have Ford Motor Company in your database 3 times:

• Ford Motor Company/Aetna/12345 (or Ford Motor Company/Aetna/Executive)

• Ford Motor Company/Aetna/98765 (or Ford Motor Company/Aetna/Salary)

• Ford Motor Company/Aetna/57575 (or Ford Motor Company/Aetna/Hourly)

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Insurance Billing Centers An Insurance Billing Center is the address that claims should be sent. They can be added easily through the Insurance Tab in the Edit Patient window or through the Setup menu. Information should be verified when adding billing centers for accuracy.

Insurance Companies Insurance companies should be added in the Setup menu. As with employers, you can search to make sure the insurance company is in the database before you enter a new one.

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Locations This item is where all office locations for the practice are created. Before creating a new office location, contact our Support Team to ensure you correctly enter all information.

There are five tabs that may need to be addressed.

TAB DESCRIPTION

Insurance Licensing information would be insurance information

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TAB DESCRIPTION

XWeb

X-Web is used if you are using Open Edge for credit card payment processing

Patient Portal

Patient Portal used to customize the portal based on the patient’s location

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TAB DESCRIPTION

Images

Images need to have the logo specified for the specified areas and be in the jpeg format

Other

Other displays the House Doctor

Patient Statuses Patient Statuses are designed to have a ‘Parent’ and ‘Child’ relationship. As indicated by the flow chart, a new patient can be placed in several statuses. The exam could have been just scheduled, the patient might not be ready for braces or the patient might be deciding if they want to go ahead with treatment. You need child statuses setup properly to give you tracking abilities.

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FIELDS DESCRIPTION

Description The name of the patient status.

Code The unique identifier for the status.

Gaidge Codes Gaidge codes, if applicable.

Parent The name of the parent If the status you are creating is a ‘child’ status.

Default Months How many months are you expecting to remain in this status?

Progress Months How many months before a progress exam should be done?

Order The numeric order of the status.

Is Active Does this status indicate an active patient?

Is Case Start Does this status indicate a new start?

Is Inactive Does this status an inactive patient?

Is Retention Does this status place the patient in retention?

To-Dos Automatic To-Dos that should be associated with this status. Note: Add as many as needed.

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People Every person in your database can be found here. You can filter by last name or by profession. You can edit, delete or restore an individual from here to flow through all relationships.

FIELD DESCRIPTION

Personal Tab Used to enter demographic information of the person you’re adding.

Other Tab Used for notes about the individual added.

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Question Categories Categories help to group questions in a questionnaire. They are optional but will make your questions easier to categorize.

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Questionnaires Questionnaires are useful in storing information about your patient, and if desired, merging that information into a document. Some examples to consider in using a questionnaire are the Initial Exam, Progress Review, Financial Options, Insurance Verification or Medical History. As you can see, the options are limitless in storing important information for your patient.

FIELD DESCRIPTION

Name Enter a descriptive name of the questionnaire you are creating.

Number of Columns Indicate the number of columns you would like the Questionnaire displayed in when creating the answers.

Show on Patient Portal Check the box if you would like the questionnaire available on the patient portal interface. This allows patients to fill out the questionnaire on-line at their leisure once they receive their login and password information. This information is available on the edit patient window, relationships tab.

Questions Add the questions to be included in the questionnaire.

Order Column – The numeric order of the questions.

Deleted Column – Has the question been deleted, if so a number one appears in the column.

Question Column – The name of the question.

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FIELD DESCRIPTION

Category Column – The grouping of the questions.

Patient Portal To-Dos Once a questionnaire is completed, assign a list of To-Do items to be automatically assigned for a specific employee to complete.

To-Do Type Column – What type of a To-Do should be created?

Employee Column – Which employee should be assigned this specific task?

Text Column – Additional text for To-Do identification.

Questionnaire Column – The name of the questionnaire the To-Do is assigned to.

Documents Add the document(s) that are to be generated once a questionnaire is completed.

Schedule Views The Schedule View contains options on how a specific schedule is displayed. The Start and End Times as well as the Columns/Chairs are created in this setup. If you open another office location, this is where you specify the parameters for each location.

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FIELD ENTER/SELECT

Description Name of the schedule.

Minutes Per Row The timeframe unit desired.

Location The correct office, if applicable.

Start Time The opening time desired. It is normal to designate the opening time at least 30 minutes prior to opening so that you can add schedule notes for the day at the top.

End Time The closing time desired.

Time Zone The time zone of this location.

Order Which office displays first when clicking the schedule icon.

Background Color The schedule tab background color.

Foreground Color The schedule tab text color.

Hide From Schedule A schedule that needs to be hidden to keep from displaying when the schedule icon is clicked.

Columns/Chairs The chair information for your schedule. NEVER delete a chair without calling Support.

Schools If your practice keeps track of what school a patient attends, this is where you can create them. Schools are selected in the Edit Patient window > Patient tab.

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Transaction Types The transaction types window contains all types of payments, adjustments and charges that add monies owed and charges that are clinical procedures. Each group can be color coded to assist you in selecting the correct transaction when posting to a patient’s ledger or the patient’s Treatment Card. In order to add, delete or edit a transaction, you must have the correct privileges assigned.

When you add the transaction codes, the CDT code in the contract and on the claim form displays in the Code field.

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Treatment Cards Before you can start charting treatment notes for your patients, you must have a Treatment Card created with the information that you want to chart. You can create multiple Treatment Cards depending upon the type of treatment you offer, or just stay with one. If you are going to create a Treatment Card for the first time, it is advisable to have a list of the items that you want to chart before starting. This makes the creation a lot easier.