Getting ready for 2021? We usually see a huge influx in calls to the Support line around this time of the year with offices asking how to get things set up correctly for the new year in Practice-Web. On this page, we’ll go over some of the most common start-of-year tasks dental offices perform and how to complete them, so you’re primed to thrive in 2021 and beyond.
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- Update Your Fee Schedules
- Update Hours of Operation
- Update Schedule Blockouts
- Update Pay Periods for Employee Time Cards
- Make Sure You’re Using the Latest Claim Forms
- Update to the Latest CDT Codes
- Set Lock Dates
- Run Year-End Reports
- Contact Patients with Outstanding Treatment and Insurance Benefits
- Make Sure You’re Running Backups
1. Update Your Fee Schedules
Chances are your office will be increasing your fees with the new year and insurance companies will probably have new fees as well. Watch the video below to learn about fee schedules or jump ahead to 14:38 to see the section dedicated to increasing and decreasing fees. You can also visit our Guide for written instructions.
2. Update Hours of Operation
Most practices keep their hours of operation set up at least six months in advance due to recall intervals, but if your office does it at the new year, now’s the time to get it set up. This will ensure you can use the “Make Recall” button and the system can help you find openings for patients easily. Watch the quick tutorial below or visit the Guide for written instructions.
3. Update Schedule Blockouts
Blockouts can help you manage your practice schedule more effectively. You can use them to note things like what type of appointments should be booked, to create downtime that cannot be booked over, and more. Like the hours of operation, most practices keep their blockouts updated in rolling fashion to keep up with recall schedules, but if you do yours at the new year, you’ll want to set yours now. Watch the video below for a quick tutorial or visit our Guide for written instructions on schedule blockouts.
4. Update Pay Periods for Employee Time Cards
Pay Periods are managed in a rolling fashion within Practice-Web too. You can watch the video below for a full overview of Time Card functions or jump ahead to 2:38 for the section on setting pay periods. Detailed written instructions for Time Card Setup are available in our Guide as well.
5. Make Sure You’re Using the Latest Claim Forms
While the ADA Claim Form has not changed since last year (it’s still the 2019 version), you may have other claim forms that need to be adjusted. You can view our written tutorial on updating claim forms in the Guide for help.
6. Update to the Latest CDT Codes
The latest version of Practice-Web has the 2021 CDT codes staged for you as of 12/21/20, but you’ll need to run the D Codes Tool to add them to your software. To do this, you’ll go to “Lists,” then select “Procedure Codes,” and then click “Tools” (not fee schedule tools). The “D Codes” option will be preselected and should say “Add any missing 2021 ADA codes…” If it says “Add any missing 2020 ADA codes…” you’ll need to update. Visit the Guide for more info on updating CDT codes or head to the Resources section of our website for details on upgrading your software.
7. Set Lock Dates
You should have set up Global Lock Dates as part of your initial Practice-Web setup. If you’re using the “Days” setting to lock editing a specific number of days after an entry is made, there’s no need to change anything. However, if you’re using the “Date” setting to prevent editing at the end month, year, or other period of your choosing, you’ll need to manually adjust this setting each time the period ends. To do so, go to “Setup,” then choose “Security,” and click “Global Security Settings.” You can visit the Guide for more info on Security Lock Dates.
If you’re using Practice-Web Accounting tools, you may also want to prevent editing after the year ends. To do so, you’ll go to the Manage Module, then click “Accounting,” and then choose “Lock.”
8. Run Year-End Reports
Your end-of-year-reports are found in the same section as the other reports you’re accustomed to running. Just select “Reports” from the toolbar at the top, then choose “Standard” and edit your date range on any report to span the full year.
If a report your office needs is not available in Standard Reports, it can usually be set up as a query. Visit our Guide to learn how to set up Queries.
9. Contact Patients with Outstanding Treatment and Insurance Benefits
Many offices will reach out to their patients in the final quarter of the year to remind those uncompleted treatment and insurance benefits remaining to come in before the year ends. This is a great strategy for getting a final push in production.
However, as the new year begins, offices tend to quiet down. You can use the same process to let patients know they have benefits to use again. The task always starts with Reports, but how you’ll contact patients depends on which tools your office is using in Practice-Web. Watch the video below to explore your contact options and learn how to get those reminders out fast—just be sure to use new year messaging rather than the end-of-year messaging as the video shows—or visit the Guide for written instructions on how to use the Treatment Finder Report.
10. Make Sure You’re Running Backups
Unless your practice is working with a tech specialist to automate your backup process, you MUST be performing backups manually. It may go without saying, but you can only restore data from your most recent backup, so it’s good practice to back up your data every day to avoid losing critical patient information and records. Watch the video below to see how backups are done in Practice-Web or visit the Guide for more information on traditional backups or details on how to set up cloud and automated backups.
Watch Our “Getting Ready for the New Year” Webinar Replay
We covered most of these tasks in a 30-minute December 2019 webinar. Check it out if you’d like a crash course in setting your office up for the new year.