Friday, December 21, 2012

2013 Fee Guides Available

The 2013 fee guides for Alberta, Manitoba, Ontario, Quebec and Saskatchewan are now available for download.

Please contact technical support to get the fee guide uploaded to your system!

ClearDent Support Hours

Phone: 1-866-253-2748 x 2
Hours: Monday - Friday, 5:45 AM to 5:00 PM PST (8:45 AM to 8:00 PM ET)
Christmas and New Year's Support Hours

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Tuesday, December 18, 2012

Season’s Greetings - A Reflection on Over 10 Years of ClearDent

The ClearDent team would like to wish you a very happy and festive holiday season.

This year has been a very special year for ClearDent as we celebrated our 10th anniversary!

ClearDent’s History

On September 22nd, 2012, ClearDent (Prococious Technology Inc.) marked its 10th anniversary! On behalf of ClearDent, we would like to express our deepest appreciation to our customers and our team.

No business becomes successful overnight. ClearDent had a humble beginning in 2002, when a group of passionate Simon Fraser University graduates realized that there was a demand for modern and innovative dental software in Canada.

Like many developers of the technology world, where legacies started in a basement (or a garage) and with recycled computers, ClearDent had its basement year and Frankenstein computer (pictured below) during its inception. 

Our founders pushed on, firmly believing that, by blending their passions with their work, they would be able to introduce a new kind of thinking and innovation to how dental professionals relate to the software they use.  They simply believed paperless was what the dentists needed long before the industry caught up.

Today, both ClearDent (the software) and Prococious Technology Inc (the company) are well respected among industry peers, customers, and by technology companies in other industries.

Stay Innovative
In 2010, ClearDent introduced ClearConnect (Automated Contact Manager) We believed that we could make the patient experience paperless as well.  With ClearConnect, dental practices can communicate with patient through text message, email and phone.  Patient responses are directly synchronized into ClearDent, reducing administrative overhead and improving patient loyalty and office productivity.

In 2011, ClearDent integrates its dental digital imaging and electronic charting components with companies such as Vatech (Grey Falcon), ImageLevel (CADI) and Carestream Dental (Kodak), just to name a few.  This deep integration allows us to offer dentists the ability to use 3D CBCT that’s fully integrated with our paperless workflow model, where you can see the CBCT studies, patient charts, clinical notes, and documents all together in one place.  We have also integrated our ClearConnect and Scheduler with companies such as Clinicbook, HealthAware, and others to enable online booking and various integrations with social media for dental practices interested in providing such functionalities to the patients.

And finally in 2012, we introduced our mobile components beginning with the KIOSK with more components to come into the mobile space.  Our innovation continues.

Giving Back to Our Community
We also recognize the importance of contributing to the dental communities, and we chose to donate our software to recognized dental organizations that provide dental services to the less privileged.

To-date, we have donated our software and provided parts of our service for free to:

  • H'ulh-Etun Health (Chemainus BC)
  • Qwemtsin Health Society (Kamloops BC)
  • Skwlax Welness Center (Little Shuswap BC)
  • South Fraser Community Services (Surrey BC)
  • Smiles Plus @ Machray School (Winnipeg MB)
  • Mount Carmel Clinic (Winnipeg MB)
  • Faculty of Dentistry’s Centre for Community Oral Health (CCOH), University of Manitoba (Throughout Manitoba and Northern Ontario)
  • Simcoe Muskoka Health Region (Muskoka ON)
  • Peterborough Health Region (Peterborough ON)
  • Saskatoon Public Health (Saskatoon SK)
  • The Aga Khan University Hospital (Nairobi, Kenya)
We also run fundraising campaigns at trade shows and conferences. Instead of just giving away prizes, ClearDent makes a donation for each ballot filled out by visitors. This season, we are supporting AboutFace, a not-for-profit organization for people with facial deformities needing treatment.

ClearDent & AboutFace at TAD Winter Clinic (from AboutFace Facebook)

As the leader in the dental practice management software, we are committed to and strive for excellence in software development and services.  We hope to grow with your dental practice for the next 10 years and beyond.

With thoughts and reflections on our achievement, we sincerely invite you to help us become better by sending us your thoughts and comments when you can.  You can connect with us via our presence on social networks, visit our feedback page, or simply give your rep or our support a call.

Happy Holidays from the entire ClearDent team!

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Monday, December 17, 2012

Restart Your ITRANS to Resume Electronic Claim

As of 6:00am PST (9:00am ET), the ITRANS service was interrupted and not resumed until about 9:30am PST (12:30pm ET).

Unfortunately, due to some technical circumstances, the ITRANS client software, called iCA, which is responsible for encrypting and transmitting the claims from your practice to the insurance companies through ITRANS could not automatically resume itself.

You will need to restart your iCA manually by following the instruction in this article.

Wednesday, December 12, 2012

2013 Ontario Fee Guide Available

The 2013 Ontario Fee Guide is now available. Please contact technical support to get the fee guide uploaded to your system.

ClearDent Support Hours

Phone: 1-866-253-2748 x 2
Hours: Monday - Friday, 5:45 AM to 5:00 PM PST (8:45 AM to 8:00 PM ET)
Christmas and New Year's Support Hours

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Tuesday, December 11, 2012

Christmas and New Year’s Support Hours

Photo credit: Erica's Sweet Tooth blog

 Please note that ClearDent’s technical support will be closed on the following days.

5:45 am – 5:00 pm PST / 8:45 am – 8:00 pm ET
Monday, December 24th
 Wednesday, December 26thFriday, December 28th
Monday, December 31st
Wednesday, January 2nd

Emergency support available
9:00 am – 5:00 pm PST / 12:00 pm – 8:00 pm ET
Saturday, December 22nd and 29th

Tuesday, December 25th
Tuesday, January 1st

We will come back to the office on Wednesday, January 2nd to answer your phone calls and emails.

Wishing you good times, good cheer and a happy new year!

ClearDent Team

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Monday, December 10, 2012

ClearDent Tip of the Day #4: How to Check Electronic Response

More and more insurance companies are sending electronic responses via CDAnet and ITRANS to dental offices.  These responses are typically for claims that could not be adjudicated in real time because they are more complex or require supporting documentations such as x-rays, lab invoices, etc.

In ClearDent, when you send a claim and the "Status" field in the Claim Acknowledge response reads "Held - Electronic Response Will Be Sent Back Electronically," you can use the feature "Request for Outstanding Transaction" a few days later (usually the next business day; sometime the next week) to get the response after it has been reviewed by the insurance company.  This way, you will know if a claim that was not adjudicated at the time of submission will be paid or not sooner.

Also, the response may contain further instructions to help you get the claims adjudicated quicker.  To check:

1. Go to Transaction > EDI Manager
2. Go to Wizard 

3. Then select > check mailbox for outstanding transactions and CDAnet emails* 

4. On the next screen, you will need to select proper provider for CDAnet Emails and CDAnet Network. We will select itrans in this case and click Next. 

5. Once you click Next, it will connect to itrans (EDI) and will download outstanding responses from Insurance agencies. It might take some time to download all the responses.

6. Once it downloads all the responses, you will see a screen like this with responses from insurance agencies below. You will be able to see information such as number of responses and if it was rejected or accepted. We would suggest to check every day for outstanding Email/EDI response from itrans to keep your office up to date. 

Do you have questions?

Contact ClearDent Technical Support today!  

Phone: 1-866-253-2748 x 2
Hours: Monday - Friday, 5:45 AM to 5:00 PM PST (8:45 AM to 8:00 PM ET)

Your Feedback is Appreciated

Do you have any suggestions and feature requests? Please visit our Feedback page so you can share your ideas with us! 
Want to keep up-to-date with what’s new and have tips and tricks delivered to you automatically?  Subscribe to our blog or follow us on social media. 

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Tuesday, November 27, 2012

ClearDent Tip of the Day #3: Composite on Molar Issue

The phrase “composite on molar” typically refers to when insurance will not pay for white filling (composite) on molar tooth.  Instead, the insurance will only pay the cost of silver filling material. Thus, even when the coverage is set to 100%, in practice, it’s actually 100% of the lower price (silver filling), and the difference will be charged to the patient.

Let’s illustrate how it can be setup in ClearDent.  Before we start, one thing to keep in mind is that ClearDent has already preset this rule for major insurance companies such as Pacific Blue Cross, but as this configuration is changeable by the user, if it somehow is not working as you expect, you can follow the example below.

Composite code (corresponding silver code)
23321 to 23325 (21241 to 21245)
23511 to 23515 (21121 to 21125)

To set it up, you need to create additional customized fee guide, and name it accordingly, such as naming it with the phrase “Composite" at the end of the fee guide name to differentiate it from standard fee guides.
  1. System > Configurations > Fee Schedule

  2. Add new fee schedule > choose current standard fee guide as base so all the codes and prices will be copied to this new fee guide

  3.  Write down prices for 21241-21245 and 21121-21125, and enter those prices into their corresponding codes in the range of 23321-23325 and 23511-23515 (as described above), save it. You can close fee guide configuration windows now.
  4. Go back to that patient's insurance policy, modify it, on the left hand side, you will see that you can choose that new guide you created as the price guide line this insurance policy follows.
  5. You are done. In the future, you can use the same fee guide for any policy that follows this same coverage rule, just repeat step 4 for those policy. (Note: You will need to re-create these new custom fee guides every year after we update your system with new fee guides, such as for 2013.)
Once setup, office will bill 23321($135), but even with 100% coverage, insurance is only responsible for $102 (price of 21241), and patient will be responsible for $33.

NEW in ClearDent Version 8.4
As you can see, the method above is simple to follow, but it does require going to a couple different windows to do the setup.  In version 8.4 and later, the process has been vastly simplified and you can enter “composite on molar” or any other types of exceptions right where you setup a patient’s new insurance.

To illustrate the flexibility, let’s look at another common insurance rule – coverage for scaling and root planing are different.

Example: Root Planing is at 80%, but Scaling is at 100%.

You can Enter 80 in SC/RP first.

Next go to exception tab and enter range of 11111-11117 (meaning from code 11111 to 11117) that is covered at 100%

Your Feedback is Appreciated

Do you have any suggestions and feature requests? Please visit our Feedback page so you can share your ideas with us! 
Want to keep up-to-date with what’s new and have tips and tricks delivered to you automatically?  Subscribe to our blog or follow us on social media. 

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Thursday, November 22, 2012

Effective Communication Strategy with Patients

No More Paper Waitlist

When I went to an Italian restaurant few months ago, no tables were available and we were told we had to wait for 30 mins. The host asked for a  cell phone number to text when our seat was ready. We went for a coffee and enjoyed a good chat. This is what I received from the restaurant.

The restaurant was using No Wait. This communication tool saves customers time as well and restaurants organizes their wait list much more effectively. Goodbye paper wait list!
I was impressed.  Your patients can be impressed, too.

Paperless and Patient Communication Tools in Dental Industry

Maintaining good relationships with patients is a crucial aspect of a dental practice and many dental offices have started using e-newsletters to promote special offers and encourage referral  They are also using it to  e-mail/automated calls/SMS to remind next appointments etc.

Using these patient communication tools will result in profitable practice as well as better patient care.

For example, ClearDent offers ClearConnect which is secure, robust patient communication system that is totally integrated within the ClearDent software. When patient confirms the appointment, confirmation status will be updated automatically in ClearDent.

How to Take Advantage of Technology

How do you avoid no-shows, late cancellations, losing patients? It’s time to revisit your communication strategy and take advantage of online patient communication system – a new and exciting development in the dental field.

Contact ClearDent representative and out how ClearConnect - automated patient communication management tool helps you focus on patient care easily.

Until December 31, 2012, you can enjoy special pricing on the ClearConnect setup fee – call your local representative or the general line at 1-866-253-2748 x 1 to get more information today! 

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Tuesday, November 20, 2012

What's New in ClearDent Version 8.4 and New Release Webinars

We are excited to announce that ClearDent 8.4 will be available on November 30, 2012. Version upgrades are always FREE and can easily be done by scheduling a time with us so we can connect to your computers and perform the upgrade.

Please do note that to upgrade, you need to ensure your computers meet the specifications.  If we determine that your computers are not capable enough, we will decline the upgrade in your best interest until you have the opportunity to upgrade them.

This upgrade will take time and you will not be able to use your computers during the process. Time required to complete the upgrade will depend on the number of computers you have. Therefore, in order to ensure that the upgrade completes during your planned down time, such as over lunch time or on a day that your office is closed, contact Technical Support at least a week ahead to schedule.

ClearDent Technical Support: 1-866-253-2748 x 2 
Hours: Monday - Friday, 5:45 AM to 5:00 PM PST (8:45 AM to 8:00 PM ET)

The new version includes a lot of new features and enhancements that have been requested by you! We'd like to thank you for your continued support and feedback.  You can submit new feature requests on our website

Here's a sneak peek at ClearDent version 8.4.
  • You can add individual exceptions to patient's dental coverage
  • Built-in chart audit report that helps be on top of patient's oral healthcare cycle
  • Improved workflow in treatment planning and scheduling
  • New Charting and Imaging integration
  • New conditions and drawings in Charting
  • Encrypted emails for images and documents in compliance with new privacy guideline
  • And more...

FREE Webinars for Customers: The New Features that Let You Do More in Version 8.4

To ensure that you know how to take advantage of the new features, and also to celebrate the inaugural launch of our training webinars, we will offer the following two webinars for FREE when you register by Nov 26th.

Space is limited so register early! 

Part I - Front Desk
Thursday, December 6, 2012
9:00 am - 10:30 am PST (12:00 pm - 1:30 pm ET)
Registration is full — Sign up for the waitlist

Part II - Operatory
Thursday, December 11, 2012
11:00 am - 12:30 am PST (2:00 pm - 3:30 pm ET)
Registration is full — Sign up for the waitlist

Cost: FREE when registered by November 26, 2012

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Monday, November 19, 2012

Keep Patient’s Data Safe and Private

ClearDent Advantage #218: Encryption on Emailed Information To maintain compliance, dental offices must encrypt images and documents that are sent electronically for chart transfer or referral to a different dentist. Until now, there haven’t been a lot of options, let alone an easy-to-use option.

The process of encryption can be challenging. Join us to see ClearDent's solution and how we're able to make it a one click process.

See ClearDent's resolution in our Webinar Series this November 20 & 27. Register for free, and learn about all the ClearDent Advantage.

Or contact ClearDent for a personalized consultation in person

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