Friday, January 22, 2010

2010 BC Fee Guide Update

s of February 1, 2010 the new BC College and Pacific Blue Cross will be in effect. As


a result we have created this newsletter which will provide you with step-by-step

instructions on how to update your office with the latest fee guides. In order to ensure

that the transition of updating your ClearDent with the latest fee guide is a smooth one

please keep the following suggestions in mind:

  • Try following the instructions in this newsletter first before calling ClearDent Technical Support.
  • Even though the new fees are not in effect until February 1, 2010 you mayupdate your office to the new fee guide prior to this date if your dentist is okay with charging patients at the new rates a few days ahead.
  • Try following the first few steps in the instructions a couple of days before February 1, 2010 to see if you are comfortable with self update. In fact you can go through step 1 to 20 first before Feb 1st 2010 to save some time. Feel free to call us if you are stuck in the process.
  • If you do require further assistance updating the fee guide and need to call ClearDent Technical Support expect a higher than usual call volume on January 29th and February 1st . Please kindly leave a message and we will get back to you as soon as possible.
Steps for Updating Fee Schedules:

  1. If you have the Internet, proceed to step 6, otherwise place the CD we have sent you into the computer.
  2. Open My Computer and double click your CD/DVD drive to display the contents of the CD. There will be 3 files, Procedure codes.xml, 2010_BC_GP_Schedule.xml and 2010_PBC_Schedule.xml.
  3. Select all three of the files with your mouse, press the right mouse button and choose the Copy option.
  4. Open My Computer ,then double click Local Disk (C:), Program Files, Prococious Technology Inc, ClearDent and lastly Fee Schedule.
  5. Click on the Edit menu and then Paste. Close the two windows you opened and move on to step 11.
  6. Open your web browser and navigate to www.cleardent.com.
  7. Scroll to the bottom of the page and click on Downloads
  8. Right-click on 2010 BC Procedure Codes and click Save Target As…(Save Link As…in FireFox).
  9. The Save As window will open up. Click on My Computer on the left, then double click Local Disk (C:), Program Files, Prococious Technology Inc, ClearDent and lastly Fee Schedule. Press the Save button.
  10. Repeat steps 8 and 9 for to download the 2010 BC College Fee Guide and 2010 BC PBC Fee Guide
  11. Open ClearDent, login and go to System->Configurations->Procedure Codes.
  12. In the lower left hand corner click on the Import button and then Procedure Codes.
  13. The Import from window should open already in the folder C:\Program Files\Prococious Technology Inc\ClearDent\Fee Schedule. Select the file named Procedure Code.xml that was saved in step 2 and press the Open button.
  14. A question will confirm that you want to import any new codes. Press Yes and an informational window will display any new codes that were added to the system. Press Ok and close the Manage Procedure Codes window.
  15. Go to System->Configurations->Fee Schedules.
  16. Press the Import button on the lower left hand corner. A window to choose which file to import will load.
  17. In the From drop down field select the old guide that is to be updated. (Ex. 2009 GP Schedule).
  18. In the To drop down select the new guide that was recently imported. (Ex. 2010 GP Schedule) and press the Update button. A warning making sure you want to make this change will appear, press Ok. All policies that were previously using the 2009 GP Schedule will have been updated to use the 2010 Schedule. Press the Close button.
To Set All Providers to Use a Particular Schedule
Highlight the new guide that your providers will bill from by default (eg. 2010 BC ADSC GP) and press the Apply ->To All Providers. A warning will ask if you want to make this change. Press Ok. All Providers will now be billing out of the new schedule.

Creating a Custom Schedule Based on the College Schedule
If your practice uses a Custom schedule based on the current college schedule (Ie. College schedule plus 10%) then you will need to use the Add button under System->Configurations->Fee Schedules to make a new schedule based on the latest schedule.

The Create Fee Schedule window will open. In the Based on Fee Schedule dropdown select the new guide (Ex. 2010 GP Schedule).

Enter a name for the custom schedule (Ex. Dr’s Name Custom Schedule 2010)

On the right hand side adjustments can be applied, such as a percentage increase on all fees, as well as rounding. After ‘Applying’ the adjustments press Ok to save the guide.


 Follow steps 12-14 to update anyone using the previous years Custom Schedule to the newly created one.

Why do the Accounts Receivables number keep changing each month?

You may notice from time to time when reviewing previous month end reports that your Accounts Receivables numbers are different from the last time you viewed them for that same month. 

For example, On January 1st, 2010 you decided to print off your Month End for December and your Accounts Receivable amount was $100,000.  Then on January 15, 2010 you decide to re-run the Month End for December and now your Accounts Receivable amount is $80,000.  Why are the numbers different you ask?

Backdating.  In ClearDent if you allow users to Backdate payments and transactions THIS WILL CAUSE YOUR PREVIOUS DAY AND MONTH END NUMBERS TO CHANGE.  In order to avoid this please disable all backdating rights from users other then the office manager or dentist.  If you do need to backdate for whatever reason then do realize that you will need to re-run that particular day end and month end report for that period as well.