Charting Features in Pediatric HTML5 October 2020

The Charting window helps you record details about a patient’s dental health and other relevant

information. This includes:

• Displaying existing conditions and treatments on the teeth on the odontogram

• Managing treatments

• Documenting and viewing clinical notes

• Tracking conditions

• Monitoring continuing care

• Viewing patient images

Employee Permissions to Access Charting and Treatment Planning The Dental Chart window consists of charting and treatment planning. To get access to the Dental

Chart window, including charting and treatment planning, you must be granted either the View

Treatment Planning or View Charting employee permission. When you select one permission, the

other permission is automatically selected, too.

You cannot have only ‘Charting’ or only ‘Treatment Planning’ access.

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Charting Window

The Dental Chart window provides everything you need for charting. For documentation purposes,

we’ve divided the window into the header and 6 sections:

Section Access to…

Header Treatment Plan/Provider/Responsible Party/Numbering System/ Recalculate Fees/Print Patient Route Sheet

A Options to choose: Status; Region; Set/Toggle Teeth; and Surface

B Relationships and Patient’s most current Front Facial Smile (FFS) Note: If there is no FFS, this section will be blank.

C Customizable Tool Palette, Codes and Conditions

D Treatments, Clinical Notes and Conditions related to the patient

E Continuing Care, Images and Notes

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Header

Fields

Treatment Plan Provider Responsible Party Numbering System

Field Name Description

Treatment Plan Cloud 9 automatically creates a default plan. You can begin treatment planning by using this default plan and continuously growing the plan. You may also create additional plans (e.g., per doctor or per visit) from the Treatment Planning tab, if you choose. You can rename plans on the Treatment Planning tab.

Provider The default provider is the provider entered in Edit Patient window. Before beginning the treatment plan, Cloud 9 recommends changing the provider to the pediatric dentist. Once you make this change, the pediatric dentist will remain as the provider on the chart until you change it again.

Responsible Party The default responsible party is the first one assigned. You can change the responsible party for the treatment plan, but you usually do not need to.

Numbering System Select the corresponding numbering system: Universal, Palmer or International

Buttons

Button Description

Recalculate Fees If you update or change the patients benefits or insurance max, click this button to recalculate.

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Button Description

Note: Fee schedules will NOT be calculated on the fly like in Silverlight. If you go into Silverlight and open Treatment Planning, the fee schedule will automatically update the fees and cause issues when you switch to HTML5.

Print Patient Route Sheet Click this button to print the Patient Route Sheet from the Report Viewer.

Section A – Charting

Left of the odontogram

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Status Region Set Tooth

Surface

Under the Charting tab Allows you to…

Status Select the treatment status; common options are Treatment Planned, , and Referred Out. Note: These are customizable for color, terminology, and order under Edit > Setup > Treatment Status.

Pick a Region to Apply Select the region being serviced.

Set Tooth Update how the patient’s teeth display on the odontogram.

Surface Picker Select the surface being serviced. Note: Mesial and distal surfaces are not displayed on the odontogram for all displays of the tooth.

Overlays

Overlays display on the odontogram and provide a quick visual of the treatment for each tooth. You

can customize overlays using patterns and colors via Edit > Setup > Transaction Types and Edit >

Setup > Treatment Status.

You can assign the following fill patterns:

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Large and Small Checkerboards Diagonal and Vertical Lines

Custom Overlays are also available; below are common custom overlays:

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Custom Overlays Image on Odontogram

Sealant

Bilateral

Unilateral

Root Canal

Extract

When you delete a planned extraction or invalidate a completed extraction, Cloud 9 removes the X

overlay and restores the tooth to its state prior to the extraction.

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In the following example, an extraction is planned for Tooth A and an extraction was completed for

Tooth T.

When you… Then Cloud 9…

Delete a planned extraction treatment (Tooth A)

Removes the X overlay and restores the tooth to its previous state

Invalidate a completed extraction treatment (Tooth T)

• Displays the Reverse Group Charge dialog box to reverse the charges; and

• Removes the shaded overlay and restores the tooth to its previous state

Prior to Invalidate/Delete

After Invalidate/Delete

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Section B – Relationships and FFS

On the Dental Chart, the patient’s relationships display in the upper right-hand corner. An icon or

no icon displayed next to the name indicates the type of relationship.

Icon Relationship

Financially Responsible

Patient Only

No Icon Non-Patient and Non-Responsible Party, such as a doctor

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Here are more details about each of the above icons.

Click Relationship Cloud 9 displays the…

Financially Responsible and NOT a Patient Family Ledger and Family Payment

options

Click Relationship Cloud 9 displays…

Financially Responsible and a Patient Full Patient Header

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Click Relationship Cloud 9 displays the…

Just a patient Full Patient Header

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Section C – Tool Palette, Codes and Conditions The tool palette, codes and conditions give you quick access to apply a transaction, code or

condition to a tooth.

Tab Provides you with…

Tool Palette

Everyday codes that you utilize. You will set up your tool palette with buttons that will help you to chart efficiently. You can set up and customize the buttons in four ways:

• One off button;

• Drop down list;

• Explosion code and

• Intuitive code.

Note: You can customize Tool Palettes by going to Edit > Setup > Tool Palettes.

Codes

Every code within your URL so that you can add them to the treatment plan at any point. You can search by description and code.

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Tab Provides you with…

Conditions

The ability to mark and condition separately from treatment.

How to apply treatments from the tool palette, codes and conditions to a tooth

From the Tool Palette

1. From the Charting window, select your planned/a planned treatment status.

2. Select the affected tooth or multiple teeth requiring the same treatment.

3. Click the corresponding button on the tool palette, if displayed. Note: If the treatment is not displayed on the tool palette, select the Codes tab to locate the treatment.

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The treatment displays on the treatment grid and the corresponding overlay displays on the

tooth.

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From the Codes Tab

1. From the Charting window, select your planned/a planned treatment status.

2. Select the affected tooth or multiple teeth requiring the same treatment.

3. Click the Codes tab and locate the treatment; you can search by diagnostic code or treatment name.

4. Select the desired treatment and click (Add Treatment with a selected transaction type). The treatment displays on the treatment grid and the corresponding overlay displays on the tooth.

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From the Conditions Tab

1. Select the affected tooth or multiple teeth.

2. Click the Conditions tab and locate the condition you want to apply to the tooth/teeth.

3. Select the desired condition and click (Add Condition with a selected condition type). The condition displays on the Conditions grid and the corresponding overlay displays on the tooth.

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Section D – Treatments, Clinical Notes and Conditions This section overs treatments, clinical notes and conditions related to the patient.

Treatments

This section covers locating treatments, changing rankings and updating treatment entries

Locate treatments

There are several ways to find treatments on the treatment grid:

• Filter treatments to show in the grid: Click the hamburger menu to access the following dropdown list:

• Find a tooth or region: Enter either the tooth or region you’re looking to find in the search

field

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• Sort treatments: Position the cursor on a column header. Once the cursor turns into an

arrow quad , click the column header, which sorts the treatment entries by that column header. Note: Since you can search for specific teeth, the sort tooth column is not available.

Change treatment rankings on charting

You can rank treatments on a patient’s chart after you add them to the chart. For example, if the

doctor says s/he wants a treatment to be completed first, you can then easily move that treatment

up in the ranking by using the arrow buttons. Each treatment status is assigned a color as part of

setup.

Update treatment entries

To update the treatment that was previously charted:

1. Highlight the treatment that was completed.

• If all treatments are charted next to each other, a) highlight the first item and b) hold Shift and select the last treatment item. Result: All treatments in between the selections will also be highlighted.

• If a treatment is separated between treatment and you did not complete it today, you can hold CTRL and select each treatment completed while skipping over treatment not completed.

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2. After all treatments are highlighted, click the corresponding button for the desired action:

Button Action

Set Complete*

Change Status – Existing-In Office; Existing-Other; Planned Treatment Note: These are the commonly used statuses. Statuses can be customized by going to Edit > Setup > Treatment Statuses.

Remove treatments or invalidate them if they are completed treatments

Note: Any treatment status change or addition/deletion of treatments on the Dental Chart are

tracked. To see these changes for a patient, go to Edit Patient > History.

*IMPORTANT: When you complete a treatment on a patient’s Dental Chart, the Post Charge

window displays.

The completed treatment displays on the Post Charges window.

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When you click Save on the Post Charges window, Cloud 9 returns you to the patient’s Dental

Chart, marks the treatment’s Status as ‘Complete’ and enters the date under the Completed

column.

Note: If you complete multiple treatments at one time, those treatments display on the Post

Charges window.

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Clinical Notes

From the Dental Chart window, you can add, edit and delete clinical notes.

Note: As for deleting clinical notes, your administrator must grant you permission to do so. If you

have permission, deleting is only available for 24 hours after you save the note. Past 24 hours, the

delete button is not active – becomes shaded.

The Clinical Note section has three sections: Time Tracking; Note Section; and Templates and

Questionnaires options.

Print

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Note: The Clinical Note section refreshes and updates between HTML5 users when they are on the

same chart. The clinical note will also lock when it is being edited by a user.

Adding a New Ad Hoc Clinical Note

1. From the Dental Chart window in the Clinical Notes section, click Add New Clinical Note

. The date and time displays and the ‘notes’ section is ‘open’ to add comments.

2. Enter the note.

Note: You can edit or delete (if you have permission) a clinical note for 24 hours. If the note was saved at 2 pm on Monday, it can be edited or deleted until 2 pm on Tuesday.

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Adding a Clinical Note from a Template or Questionnaire

1. From the Dental Chart window in the Clinical Notes section, do the following:

a. Click on the dropdown a category.

b. Select the desired template or questionnaire. The item becomes highlighted and the ‘Add selected clinical note template.’ button becomes active.

c. Click .

2. Do one of the following:

If you selected a…

Then…

Template The content of the template displays in the Note section. You can customize the template, as needed.

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If you selected a…

Then…

Questionnaire The questionnaire displays. Enter the responses and click Save. The appropriate content displays in the Note section.

Editing and Deleting a Clinical Note

You can only edit or delete a clinical note within 24 hours after it was created. If the note was saved

at 2 pm on Monday, it can be edited or deleted until 2 pm on Tuesday.

1. Select the clinical note to be edited or deleted.

2. Do one of the following:

Click… Then…

Edit a. Place the cursor in the Notes section and make your desired edits.

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Click… Then…

b. Click ‘Save Changes to Clinical Note Currently Under Editing.’

Delete if you have permission

The Confirm Deletion box displays and click Yes.

Printing a Clinical Note

1. Click Print . The Print Clinical Notes dialog box displays.

Note: If there are no clinical notes, the Print button is unavailable.

2. Enter the From Date and To Date OR check All Clinical Notes.

3. Click OK. The Print dialog box displays with the selected clinical note(s) displayed in the Report Viewer in the background.

4. Select your print settings and click Print. The clinical note(s) are printed.

Conditions

Conditions are charting types that are carried throughout all treatment plans. This tab does not

affect your treatment plan numbers. Note: In Silverlight, conditions were referred to as caries.

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Once you chart a condition, the condition displays on the Conditions grid and the corresponding

overlay displays on the tooth.

Section E – Continuing Care, Images and Notes

Continuing Care

Note: Prior to using continuing care for your patients, your administrator will need to set up

continuing care treatment transaction codes and link the appointment types to the corresponding

continuing care treatments.

Cloud 9 provides you the ability to manage continuing care

treatments – preventative and maintenance treatments –

performed periodically by dentists. Examples of continuing care

include bitewings, prophylaxis, an exam, fluoride and x-rays.

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If the continuing care procedures are…

Then the continuing care treatment name will be:

Due on the date displayed Black

Over Due Red

Once you mark the continuing care treatment as ‘Set Completed’ and post the charge, Cloud 9

automatically updates the date to indicate when the continuing care treatment is next due. If there

are multiple continuing care treatments that are not due, Cloud 9 lists them in alphabetical order.

TIP: You can manually change the dates and review time frame. In the example below, let’s say you want to manually change the Bitewings date from 3/22/2020 to 3/22/2021. You can type over the date or select the new date by clicking the calendar icon.

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Once you make the edit, Cloud 9 updates the continuing care treatment date and due status.

You can also manually edit the review time frame within a patient’s chart. This manual edit is for this patient only.

Images

This tab shows an image series along the side of the chart.

You can double click an image to open the Images window.

From the Images window, you can import, view, edit and

export a patient’s images. Images are stored in a series using

standard or custom layouts.

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Notes

This tab provides quick access to the clinical notes. Once you add/edit/delete a clinical note, Cloud

9 updates the Notes tab.