Master Lists

The Master List section is used to create common data lists that can be accessed and maintained throughout the PerfectByte Program. This is where you would setup lists of Insurance Companies and CDT Codes for example. You should enter information in to the Master List area in order to streamline you data entry.

General Settings > Master Lists

Relationship Codes: are used when entering patient demographics information and designating the Primary and Secondary Billing Parties. These billing parties are the individuals who are responsible for a particular patient’s bill. For example: MOTHER, FATHER, STEP MOTHER, GRANDPARENT, ETC. Click Insert, Select the desired relationship code, Enter a description and click OK to save.

Places of Treatment: this is a required field on your ADA form. If your place of treatment is your office, please enter the information here. You can add additional places of treatment as applicable. Click Insert to add a new Place of Treatment, enter a place of treatment lookup code, complete all other applicable fields and click OK to save your work.

Fee Schedules are used to group particular insurances together that have common reasonable and customary fees. For example you can group all the BCBS carriers together OR if you wish you can just enter SELF PAY and INS as your fee schedules. Click Insert to enter a fee schedule; enter a code and description, then Click OK to save your work.

Insurance Companies: The trial contains a listing of common insurance companies and codes. You can enter new insurance company information as applicable. Click Insert to add a new insurance company and complete applicable fields; click OK to save your work. You can also modify an existing insurance company by clicking Change, or delete an insurance company by clicking the insurance company to select it and then clicking Delete. You can also Print a Label for a particular insurance company by highlighting the desired insurance company and clicking Print Label. [NOTE: Label printing requires a DYMO label printer]

Master Lists > Insurance Companies

Insurance Types: are used when submitting claims on the HCFA-1500 form. You can complete the information in this area as applicable. We have entered the default Insurance Types used on the HCFA form for you so you should not have to enter additional codes or change the existing codes in this area.

Patient status codes: can be used to indicate the different stages of a patient’s treatment and can be selected and modified in patient information. You can also apply colors to your status codes that will reflect on the main screen and on the EasyView screen for a selected patient. Click Insert to add a new status code, enter a code, and description and select a color [optional]; click OK to save your work. Click Change to modify an existing code, or Delete to remove a highlighted code.

Referral Sources: help you track where your clients heard about your practice. For example, the yellow pages or maybe a direct mailing you distributed in your area. [NOTE: Referring Doctors are tracked and maintained separately.]

Allergies and Medical Conditions: By creating this reference list you can quickly select this information in the patient information screen and access it from the patient information, EasyView or when scheduling an appointment for this patient. Click Insert to add a new Medical Condition, enter a code and description; as well as selection a Condition Type: either MEDICAL CONDITION or ALLERGY. Click OK to save your work.

Recall Types: Are used for quick selection when entering data for a patient who needs to return to the office. In addition, a default recall message can be associated with the recall type; which will translate to the recall cards. Click Insert to add a new Recall Type, enter a recall type description and default message [optional]. Click OK to save your work.

Doctor information stores your practice information, address, phone# and provider ID’s. Click Insert to add your Doctor Information and complete applicable fields. If you are a group practice each doctor in the practice should be entered in to this area. You can also create a default header for use in with Prescription Writer, Click the Rx Module Information Tab and enter information as you would like to see it reflect on your prescriptions.

Referring Doctors: can be entered, to create a list of doctors who refer patients to you. This information is selected in patient information as a default for that patient and changed in the visit information if necessary. Click Insert to add a new referring doctor, complete applicable fields, name address, contact information and ID#’s as applicable; click OK to save your work. You can also print an address label for a highlighted Referring Doctor by clicking Print Label. {NOTE: Label printing requires DYMO label printer]

Master Lists > Referring Doctors

Hygienists: Available in Dental and Enterprise Editions only. Hygienists can be entered to create a list; which then can be accessed in patient information and changed for a particular visit as applicable. Click Insert to enter a new hygienist, enter a look up code and the name of the hygienist. Click OK to save your work.

Assistants: Available in Orthodontic and Enterprise Editions only. Assistant information can also be stored and utilized at the patient or visit level. Click Insert to enter a new assistant, enter a look up code and the name of the assistant. Click OK to save your work.

Diagnosis Codes: This area is primarily used by our oral surgeons or other specialties requiring submission of claims on the HCFA or CMS 1500 form. A list of common Diagnosis codes has already been loaded in to your trial. You can Insert, Change or Delete these codes as applicable. You can access this list from the patients visit for quick and accurate data entry. Click Insert to add a new Diagnosis Code, enter the DX codes and Description. You can also select Display on Encounter Form to have a particular code print automatically on your customizable encounter forms.

Master Lists > Diagnosis Codes

Procedure Codes: Some default CDT codes are preloaded in to the PerfectByte program. You can Insert, Change or Delete these codes as applicable to your practice. You will also enter your default fees for particular CDT code in this area. This area can also be used for creating other codes like REFUNDS, DISCOUNTS or RECORDS fees. You can identify a particular code as being either a charge or an adjustment so that it will accurately reflect on your reports. You can also tag particular codes that you want to print on the customizable encounter forms generated in your PerfectByte program.

Click Insert to enter a new CDT code, enter the CDT Code and DentiCAL Code [if applicable]. Enter a Description. Enter Default Units [if applicable] and a Default Fee. You can set this code as a Charge, Adjustment, or Other using Code Type: [Adjustment would be used if this were a refund or discount code that you created for your own use].

Code Category: You can set code to BASIC, PREVENTATIVE, OR MAJOR to work in conjunction with different percentages that can be stored in your patient information based on their insurance coverage.

Default POS and TOS: Enter a default Place of Service and Type of Service for this code if you utilize the HCFA-1500 [aka. CMS1500] If you only do billing on the Ada form this field is not applicable to you.

Modifiers: Enter default modifiers for this code if applicable. This is only applicable if you are billing on the HCFA-1500, if you bill on the ADA form only you do not need to complete these fields.

Prompt to Change Patients Status: By selecting this option when this code is used for a visit it will allow you to change the patient’s status.

Print on Encounter Form: If you check this box the code will be added to your customized encounter form which can be printed from patient information, reports or the scheduler.

Do not Print on Statements & Receipts: Since you can use the CDT master list to create internal codes for various uses in your office you may want to supress them from printing on the patients statements or receipts. By checking this box any transactions using this code will not print on the statement or walk out receipt.

Do not Print on Insurance Forms: Since you can use the CDT master list to create internal codes for various uses in your office you may want to supress them from printing on the Insurance form. By checking this box any transactions using this code will not print on the ADA of HCFA form.

Fee Schedules:

To add additional default fees by fee schedule, click Insert under Fee Schedules, select the desired fee schedule and enter your Approved and Expected fees, click OK to save your work.

You can also select a customized document to print when this code is used on a visit. Select the Document Name using the look up folder , this will access you customized documents area, select the desired document and click Select. Click OK to save your work.

Master Lists > CDT Codes

CDT Groups: can be created to speed up data entry even further. Click Insert to add a CDT Group, enter a Code and Description and, select a default diagnosis code, if applicable. Then choose up to 12 CDT codes as part of the group. This CDT group can then be selected when entering a visit and will automatically complete it with the selected codes and prices making data entry quick and easy. Click OK to save your work.

Master Lists > CDT Groups

Zip Codes: can also be entered as a list for quick accurate data entry in your patient information. Click Insert to add a Zip Code, enter Zip Code, City and State. Click OK to save your work.