DIAMOND DENTAL REPORTS
This report displays account Balance, Amount Due Now, and aging amounts which are current, over 30, 60, and 90 days past due, and the last patient payment date and amount. Next to the Patient Report, this is the most flexible and useful report in Diamond Dental. It has many filters and functions that enhance its usefulness. For example the ""Delinquent Accounts Only"" filter will limit the report to just accounts that are late in paying, and then further limits it to only over 30, 60, or 90 days late. This report has several output formats. These include the report itself, mailing labels, Microsoft Word custom letter integration, or emails. Therefore with this report you can generate customized collection letters to your delinquent accounts with mailing labels for mailing, or send them emails.
Like the Accounts Receivable report discussed above, the Accounts Receivable History report will display Balance, Amount Due Now, and aging amounts which are current, over 30, 60, and 90 days past due. However this report will display that information for a date you select from the past.
The Audit Trail report displays all transactions that were deleted, as well as all transactions that were modified subsequent to their original posting. The report also tracks procedures that were posted with a date other than the date that appears on the Main Menu (for example back dated procedures). This will protect the practice from those who might have malevolent intentions and also allows you to trace transactions that no longer exist, or exist in a different form, or are simply hard to find.
The Bank Deposit report details the checks and cash that will be taken to the bank for deposit. The Bank Deposit Slip is the actual slip that you will turn in to the bank with your checks and cash.
Whenever a billing statements are generated entries for those statements are recorded into the Billing History table. The Billing History report will display the contents of this table in report form. The report will display the balance numbers (including Due Now and aging amounts) at the time of billing along with the date the bill was generated. Use the Date Range option to limit the report to a particular billing date or range of dates.
The Chairside Overview report gives an overall synopsis of a patient's record and treatment history and treatment that has been proposed for the future. It is designed to quickly bring the doctor up to speed on the patient who is about to be treated. It is designed to be presented to the doctor prior to entering the operatory. You add patients to a Chairside Overview list and then print out all their reports in one batch.
The Routing Slip is used by the doctor at chairside to quickly check off the procedures that have just been performed. This paper is then given (routed) to the person at the computer to enter the selected treatments into the patient's electronic record. Routing Slips are customized to fit the needs of a particular office.
The Comprehensive Payment report fills a gap in payment reporting that is not completely addressed in either the Day Sheet or the Bank Deposit reports. This report displays your payments for whatever date range you select. Complete detail for each payment is displayed and totals are shown at the bottom of the report. What is unique about this report is that bulk payments are displayed and under each bulk payment, the individual payments linked to that bulk payment are listed. These individual parts of the bulk payment are then subtracted from the bulk payment total. If every element of the bulk payment was posted the Remainder should be zero. If not, there is a possibility that a payment was missed.
When you generate an electronic claim there is not a paper copy by definition. If you would like an abbreviated paper claim copy to place in the chart you may print the Electronic Claim Detail reports. This will be a single sheet report for each claim showing significant claim data and a detailing of the procedures that were included on the claim. They are printed in a batch that matches the electronic claims that have been transmitted.
The Day Sheet is a detailed report listing what was posted and on whom, for a particular day or date range. The full detail of charge, payment, or adjustment is displayed. It is common to print a Day Sheet daily and to keep the hard copy as a permanent record of the office activity.
The Day Sheet Summary is more commonly used for a date range as opposed to the Day Sheet detail which is most often limited to a particular day. The summary display only totals.
Diamond Dental generates professional looking Excuse Slips for your patients. The Excuse Slip can be generated from the Appointment Scheduler, in which case the appointment date and time will be entered for you. It can also be generated from the Reports menu, in which case the date and time will simply be the current date and time. The doctor’s name, patient’s name, date, and time can all be edited before printing if desired.
The Fee Schedule Comparison report will compare what was actually charged using one fee schedule with what would have been charged had an alternate fee schedule been used. For example, if you have a special Medicaid fee schedule for your Medicaid patients and you are curious to know how much those same charges would have been if your regular office fees were used, just set the date range you are interested in, set the Actual Fee to Medicaid, the Alternate Fee to Office, and click OK. The Total Charges and Total Procedures Posted for each schedule will display. The report can be limited in various ways including date range, single doctor, single hygienist, procedure codes, and patient type.
The Lab Tracking report is part of the overall Lab Tracking Module. It contains all the pertinent lab tracking information including the entire comment that was entered for the case. The report can be sorted in numerous ways, and has several report filters including: All Patients or Single Patient, Date Sent Date Range, Date Due Date Range, All Doctors/Single Doctor, All Labs/Single Lab, Received Only, Not Received Only.
The Missed Appointment report will search the Transaction table for missed appointment entries and will list the offending patients. A patient will be listed as many times as he or she has missed appointments.
One purpose for the report is to see how frequently a particular patient has missed appointments. For example, if the patient has missed three times, he will be listed three times on the report. You will also have the option of including only those patients with missed appointment dates that fall within a particular date range and missed amount.
This report is designed to list the new patients who have come into your practice. A useful option for this report includes the First Visit Date Range. For example, if you want to print a listing of the new patients for May, create a date range from May 1 to May 30. You may also limit the report based upon Assigned Doctor, Referral Source, Patient Type, and Patient Age Range.
The purpose of the Patient Progress report is to give the referring doctor a progress report for the patients that he or she referred to you. It is therefore designed for the specialist.
The Patient Referral Thank You is designed to be used with Microsoft Word to create Thank You Letters. This letter is to the patient who referred someone else, not to the patient who is coming in for the first time. The only options for thank you letters is the date range and the document selection. The date range refers to the referred patient’s first visit date to the office.
The Patient Report is the premier report of the Diamond Dental program. It has filters and output methods that are too numerous to mention here. Suffice it to say that you will find the Patient Report to be an important tool in analyzing your patient information and in communicating with your patients.
This report will list patients for whom prescriptions have been written within a particular date range. Details of the prescription are also displayed.
This report will list patients who have treatment posted as ""Proposed"". This means that the treatment is going to be performed but has not as yet been performed. An important use of the report is to fill gaps that you may have in your schedule. The gaps might exist due to cancellations, or for any other reason. One of the filters for this report is ""Available for Standby"". Patients who have indicated they would be available to be called if an opening becomes available would be on this list if they have procedures that are proposed. Another useful filter is ""Specific Procedure Codes"". This allows you to further limit the report to patients who have particular types of procedures proposed. So if you want to fill your opening with a root canal or a crown, you can limit the report to just those patients. You can also bypass patients with delinquent balances.
This lists patients who are set on recall. If is usually important to use the Recall Date Range filter to display patients whose recall dates fall within this range. Details of the recall are also displayed on this report. This report can also be used to display patients who do not have a recall set.
Patients come to your office, as opposed to the zillions of other dental offices, because something or someone caused them to show up. They might have been referred by another person, or their medical doctor or another dentist. They could be a walk-in. Maybe you placed an ad that they are responding to, or they found you in the Yellow Pages (are there still Yellow Pages?), or maybe the Mayo Clinic is sending you patients or maybe you left your card on a cork board at the car wash. Whatever caused them to end up in your office, we call these causes ""Referral Sources"". It is important to know where your patients are coming from, and Diamond Dental has a battery of Referral Reports to analyze your referrals from several different perspectives.
Diamond Dental allows you to place patients on time payments, with or without interest. The Time Payment module prints a Time Payment Contract that can be placed in the patient's chart. It lists the details of the time payment and has a place for the patient to sign, proving that they understand the terms of the time payment agreement.
The Transaction Frequency report lists the number of instances for each procedure code that has been performed within a particular date range, and the resulting production per procedure code. You can print the report for all codes or select one or more codes you are interested in.
Whenever an item is posted or an insurance claim generated, a line item for that item is added to the patient's posting ledger. You have the option to write a memo for any line item if you desire, and it can be for any purpose you may have. The Transaction Memo report will list the details of the line item along with the memo that is linked to it for a particular selected date range.
The purpose of this report is to find patients whose treatment plans are not complete and also have not been in for an appointment recently. You will enter the value of X days. For example, if you set X to 60 days, the report will find patients whose treatment is not complete, yet have not been in the office for 60 days or more. These people would need to be called for rescheduling.
This report is used to track insurance claims that have been generated. Its most import use is to find claims that have been sent out but have not been responded to by the carrier within a certain number of days. These claims would require investigation.
This report will list all insured patients who have procedures that are completed and yet not billed to the insurance. The purpose of the report is to create a list of patients who need insurance printing performed. Even one un-billed procedure will cause the patient to be included on this report. It is your protection that insurance revenue will not ""slip through the cracks."" A unique filter on this report is ""Work Completed Patients Only"". This choice will cause only those patients who have been designated as ""Treatment Complete"" to be listed. Patients showing on this list would definitely need their insurance processed.
When an insurance payment is received you have the option to simply post it and be done with it. However, for offices who desire more precision the program has EOB tracking. With tracking you can enter exactly how much the insurance carrier actually paid for each procedure that has been posted. If you have an issue with how much the insurance carrier paid for a particular procedure, you can mark that procedure to ""Follow-Up"". You can also enter a note as to why this procedure has been marked to Follow-Up. This is done while you are entering the EOB values. the EOB Follow-Up report will display the procedures that have been mark to Follow-Up and can be used as a calling list to call the carriers. The Follow-Up marked procedures will continue to appear of the EOB Follow-Up report until the item is unmarked on the EOB screen.
These reports generate listing of the three types of entities.
This report will list your entered insurance carriers and the amount of charges and payments credited to each carrier. Payments of course are easy to credit to an insurance carrier, however the charges are calculated based upon the patients who are insured by a particular insurance carrier. The report is limited by a date range. You may also limit the report to one or more insurance carriers.
This report works exactly like the Carrier Payment / Charges report discussed above except we are using ""Benefit Plans"" instead of Insurance Carriers. What is a Benefit Plan? Every insurance subscriber is linked to a Benefit Plan, and every Benefit Plan is linked to an insurance carrier. The Benefit Plan is a creation of Diamond Dental. The Benefit Plan is a collection of certain items of information that are used to process insurance forms and calculate automatic benefits. It is not an actual entity like an employer or a carrier. For example, Apple Computer might use Delta Dental for their insurance carrier. However, their hourly employees might have one set of benefits, and their salaried employees might have another. So we could have two Benefit Plans, one called Apple Hourly and the other called Apple Salaried. They might have completely different maximums and deductibles, and one might be based on UCR and the other might be based on a Schedule of Benefits, but they are both using the Delta Dental insurance carrier. So one carrier might have many Benefit Plans, and they usually do.
This report will give the amount of remaining benefits for insurance patients selected for Automatic Benefit Calculation whose treatment is not complete. Benefits include the sum of primary and secondary insurance. To qualify for this report the patient must be set up for Automatic Benefit Calculation and they still must have treatment that needs to be completed.
Each account has three important member groups: the Guarantor, the Patients, and the Insurance Subscribers. Various Diamond Dental Software reports access data concerning the Guarantor such as the Accounts Receivable report, and numerous reports access data related to patients such as the Patient Report. The Insurance Subscriber report is the only report that focuses specifically on Insurance Subscribers.
This report is very useful for giving you the information needed to check a patient’s eligibility for benefits. The report lists the subscriber name, social security number, group number, employee ID (if entered), The employer name, address and phone number, and the insurance carrier name, address, and phone number are also displayed. The report can be limited in various ways including by insurance carrier, employer, single account, and single responsible doctor.
This special purpose report is used to display insurance payment totals whose associated Dates of Service falls within a particular date range. This report was designed for offices whose associate providers were paid based on their collections rather than their production.
This is a report for today's appointment schedule. It is in the format to look like the appointment schedule screen which is a colored jigsaw type arrangement. It is designed to be pinned up on the wall of the operatory, thus the name.
The Schedule Report, unlike the Pin-Up Report, is in the format of a typical report and not a graphical representation of the screen. The big advantage of this report is that it can be used for emailing patients to remind them of their appointments. Usually you would print up tomorrow's schedule and send out an email blast to all the people coming in the next day. You could also use it as a call list to call patients to remind them of their appointments.
Any appointment that you set in the appointment scheduler can be deleted. When you delete an appointment, you are allowed to select a reason for the deletion. These include:
- No Show
- Last Minute Cancellation
- We Call Them Back to Reschedule
- They Call Us Back to Reschedule
- Patient Moved Because of Standby
The reason for the deletion is included in the report. The report has many options but one use is to quickly see patients who repeatedly cancel appointments. This knowledge is important when considering whether or not to reschedule this person again.