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Contracts Features Available in HTML5 “it just makes sense” August, 2018
Contracts Features Available in HTML5
“it just makes sense” August, 2018
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Contracts Features Available in HTML5 As part of the 5.2 SP1 release, the Contracts functionality is now available in HTML5 and provides the same functionalities that are also available in Silverlight:
Contracts Overview
• Creating Contracts with No Insurance
• Creating Contracts with Insurance
Create Auto Payment Plans
• Create a Manual Auto Payment Plan
• Create an OpenEdge (XWeb) Auto Payment Plan
Change Contract Amounts
• Changing the First Monthly Charge
• Changing All Monthly Charges
Updating Contracts
• Correcting Out of Balance
• Changing an Auto Payment Date
• Canceling an Auto Payment Plan
Contracts Overview
Contracts, also referred to as payment plans, help patients finance orthodontic expenses. Patients with insurance coverage can apply their insurance payment and set up a contract to offset the uncovered expenses. In some cases, patients may have more than one financially responsible individual and be covered by multiple insurance plans. A common example would be children who are covered under their mother and father’s insurance. To access the Contract window, click Contracts from the patient’s ledger.
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Pre-requisites to creating contracts Before creating contracts, a financially responsible individual must be set up in Cloud9 before creating a contract. And, if a patient has insurance, the insurance plan must also be set up in Cloud9 prior to creating the contract. Pre-requisite #1: Verify financially responsible individual(s)
a. From the Home menu, click Edit Patient.
b. From the Edit Patient window, click the Relationship tab.
c. Verify that ‘True’ displays under the Financially Responsible column for those individuals
responsible for payment.
Note: The following graphic indicates that both Sally and Bob Kelly are responsible for payment.
If only Sally was responsible, ‘False’ would display for Bob.
d. Do the following:
If the financially responsible individual(s) is/are…
Then…
Listed Proceed to creating the contract
Not listed Click Add to add the missing financially responsible individuals.
Pre-requisite #2: Verify insurance
a. From the Home menu, click Edit Patient.
b. From the Edit Patient window, click the Insurance tab.
c. Verify insurance has been entered. If not, then see Add Insurance (Patient Management).
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d. Do the following:
If the insurance is… Then…
Listed for all financially responsible individuals
Proceed to creating the contract
Not listed for each financially responsible individual
Click Add to add the missing insurance.
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Creating Contracts with No Insurance When a patient starts a contract and doesn’t have insurance, the financially responsible individual section displays in the bottom have of the window. If there are more than one financially responsible individual on the contract, everyone will have their own section.
Fields for contract and financially responsible individual sections
Field Description
Patient The patient’s name the contract is for.
Plan Status The status of the contract plan.
Plan Description The contract description is an optional field. Enter text that describes the plan, Full Braces, Invisalign, etc.
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Field Description
Treatment Fee Charge Type
Select the appropriate treatment fee that was created in the transaction type window. The amounts can be overridden in the treatment fee amount field.
Discount Type Select the appropriate discount offered to the patient. These were created in the transaction type window.
Posting Location Select the location desired.
Expected Contract Start Date
If not starting the contract immediately, but the patient wants to take home a financial letter to review, enter in the EXPECTED start date so that the field can be used in a letter template. This date does NOT start the contract.
Expected First Chg. If not starting the contract immediately, but the patient wants to take home a financial letter to review, enter in the first EXPECTED monthly charge date so that the field can be used in a letter template.
Treatment Fee Amount
Fills in automatically based upon your setup selections. You can change this number by highlighting and entering in a different amount.
Discount Amount Fills in automatically based upon your setup selections. You can change this number by highlighting and entering a different amount.
Contract Sub-Total The contract total after any discounts have been applied.
Initial CDT Code Insurance code that displays on the initial claim form. This code is generated based on the treatment fee charge type selected. Use the lookup button to select a new initial CDT fee code.
Payment Plan Totals
This field remains red until the plan amount field equals the payment plan sub-total. The payment plan total is the sum of the plan amounts fields.
Plan Amount The amount the responsible party is expected to pay.
Start Date Start date, which automatically fills when the start button is clicked.
Down Payment The amount of money that the responsible party is paying to start treatment.
# of Payments The number of payments to complete the plan.
Frequency The timeframe of the contract charges. Note: The default day is always the first of the following month.
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Field Description
Future Due The total amount remaining that the responsible party is expected to pay after the down payment has been deducted from the plan amount field.
Auto Pay this contract
This checkbox to designate an autopayment set up. Note: This option is only available after starting a contract.
Buttons on the Contract Section
Button When clicked…
Start
Starts the contract
Close
Saves and closes the contract
Cancel
Cancels the contract entries
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Buttons on Financially Responsible Section
Button Description
Calculate
Performs calculations based on amounts entered on the payment section on the contract
Fill
Automatically fills selected options from the Fill dialog box: Date; Amount; Auto Pay and Auto Pay Date
Coupons
Currently unavailable
To create a contract without insurance 1. Verify the financially responsible individual(s) have been set up in Cloud9.
2. From the patient’s ledger, click Contracts. The Contracts dialog box displays.
3. Click Add. The Contract window displays.
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4. In the Treatment Fee Charge Type field, click Lookup. The Choose a Treatment Fee Charge Type
dialog box displays.
5. Select the desired treatment fee charge type and click Select. The corresponding fields
automatically fill on the window.
6. If a discount needs to be applied, click Lookup in the Discount Type field, select the desired
discount and click Select. The discount amount displays in the Discount Amount field and is
applied to the contract sub-total.
7. Do the following:
If there… Then…
Is only one financial responsible individual
a. In the Plan Amount field under the financially responsible section, enter the amount specified in the Contract Sub-Total field and then click anywhere on the contract. Cloud9 automatically calculates and populates the # of payments field and the charges in the table. Also, the Payment Plan Totals field is filled and no longer red
b. In the Down Payment field, enter the amount the
responsible individual is going to pay to start treatment and then click anywhere on the contract. Cloud9 automatically adjusts the charge amount based the # of payments.
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If there… Then…
c. In the # of Payments field, adjust the number if the financially responsible individual wants a different # of payments. Cloud9 automatically adjusts the charge amount based the # of payments.
d. In the Frequency field, enter the timeframe of the
contract charges. Cloud9 automatically adjusts the charge amount based the # of payments.
Are more than one financial responsible individual
Complete above steps – a through d – for each additional financially responsible individual.
Note: If you are not planning to start the contract but want the patient to take home a financial letter to review, enter the Expected Contract Start Date and the Expected First Monthly Charge Date fields. These fields can be used in letters for the “Expected” information without starting the contract.
8. Do the following:
If you want to… Then…
Start the contract a. Click Start. The Charge Date column is now filled in and many fields cannot be modified.
b. Click Close. The contract is started and saved. The contract window closes.
NOT start the contract Click Close. The contract is saved, but NOT started. The contract window closes.
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Creating Contracts with Insurance When a contract includes insurance, the insurance section displays on the lower right-hand side of the financially responsible individual section.
Insurance Fields
The fields for contract and financially responsible individual sections are the same as contracts with insurance. Below are the additional fields for the insurance section.
Field Description
Plan Amount The amount the insurance is expected to pay.
Start Date Start date, which automatically fills when the start button is clicked.
Down Payment The amount of money that the insurance is paying to start treatment.
Cont. Code The periodic contract ADA code that displays on the claim form.
Initial checkbox Checkbox checked if to have an initial claim generated automatically based upon specific dates.
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Field Description
Continuation checkbox
Checkbox checked if the insurance company requires continuation of forms generated automatically based upon specific dates.
Future Due The total amount remaining the insurance is expected to pay after the down payment has been deducted from the plan amount field.
Initial Claim The amount displayed on the initial claim. Note: If no amount is specified, the claim form will display $0.00.
# of Claims The number future claims that should be automatically generated for the patient.
Frequency The designated timeframe for generating the claim – monthly; quarterly; semiannually or annually.
Buttons on Insurance Section
Button When clicked…
Initial Claim
Opens the initial claim and provides opportunity to review it before submission Note: The Initial Claim check box must be checked to see this button.
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Button When clicked…
Calculate
Calculates the form and ledger amounts
Fill
Automatically fills selected options from the Fill dialog box: Date; Form Amount and Ledger Amount
To create a contract with insurance 1. Verify that the responsible parties have been identified as financially responsible.
2. Verify the insurance information has been set up.
3. From the patient’s ledger, click Contracts. The Contracts dialog box displays.
4. Click Add. The Contract window displays.
5. In the Treatment Fee Charge Type field, click Lookup. The Choose a Treatment Fee Charge Type
dialog box displays.
6. Select the desired treatment fee charge type and click Select. The corresponding fields automatically
fill on the window.
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7. If a discount needs to be applied, click Lookup in the Discount Type field, select the desired discount
and click Select. The discount amount displays in the Discount Amount field and is applied to the
contract sub-total.
8. Under the Insurance ledger, enter the insurance benefit in the Plan Amount field.
9. In the Down Payment field, enter what the insurance company is expected to pay to start treatment.
10. In the Initial Claim field, put the Treatment Fee Amount that displays on the Initial Claim Form.
Note: This amount is typically the amount displayed on the Contract Sub-Total field.
11. In the # of Claims field, enter how many claims should be generated.
12. In the Frequency field, select the appropriate frequency of claim submission. • The Number of Charges and the Amount are automatically calculated for you based on the
selections you made in the Down Payment and # of Payments fields. • The Future Due is divided into equal monthly charges. • The Payment Plan Totals field displays red as the patient’s contract has not yet been filled.
13. Do the following regarding Continuation of Benefits Claim:
If the insurance company does…
Then…
Require a Continuation of Benefits Claim
a. In the first Form Amount cell, enter in the amount you want the claim form to display. For example, If the payment percentage is 50%, double what the amount is in the Ledger Amount column.
b. Highlight the line if needed, click Fill.
c. Check the Form Amount checkbox.
d. Click OK. The amount you entered in the first cell is now is all the Form Amount cells.
NOT require a Continuation of Benefits Claim
Go to the next step.
14. Do the following regarding Financially Responsible Individual(s)
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If there… Then…
Is only one financial responsible individual
a. In the Plan Amount field under the financially responsible section, enter the amount specified in the Contract Sub-Total field minus the Plan Amount under the Insurance section and then click anywhere on the contract. Cloud9 automatically calculates and populates the # of payments field and the charges in the table. Also, the Payment Plan Totals field is filled and no longer red.
b. In the Down Payment field, enter the amount the
responsible individual is going to pay to start treatment and then click anywhere on the contract. Cloud9 automatically adjusts the charge amount based the # of payments.
c. In the # of Payments field, adjust the number if the
financially responsible individual wants a different # of payments. Cloud9 automatically adjusts the charge amount based the # of payments.
d. In the Frequency field, enter the timeframe of the
contract charges. Cloud9 automatically adjusts the charge amount based the # of payments.
Are more than one financial responsible individual
Complete above steps – a through d – for each additional financially responsible individual.
Note: If you are not planning to start the contract but want the patient to take home a financial letter to review, enter the Expected Contract Start Date and the Expected First Monthly Charge Date fields. These fields can be used in letters for the “Expected” information without starting the contract.
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15. Do the following:
If you want to… Then…
Start the contract a. Click Start. The Charge Date column is now filled in and many fields cannot be modified.
b. Click Close. The contract is started and saved. The contract window closes.
NOT start the contract Click Close. The contract is saved, but NOT started. The contract window closes.
Create an Auto Payment Plan Once a contract has been started, you have the option to create an Auto Payment Plan for the patient.
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There are two ways of auto payments can be set up:
• Manually; not integrated with Cloud9 for offices not signed up to partner with OpenEdge or
OrthoBanc
• Via OpenEdge (XWeb); fully integrated with Cloud9
IMPORTANT: While auto payments can be set up in HTLML5, you need to process auto payments in Silverlight until this functionality is available in a future HTML5 release. Silverlight: Financial menu > Post Auto Payments.
Create a Manual Auto Payment Plan
Pre-requisite: The patient’s contract needs to be set up and started to have access to the auto pay option for the contract. If your office chooses NOT to sign up to partner with OpenEdge or OrthoBanc, you are still able to post payments all at once. Keep in mind the following important tips:
• It is your responsibility to get notifications through your credit card or ACH processor’s portal if the payment has cleared to post the payments.
• Remember: If you process payments more than once or twice in a month, this could turn into a very labor-intensive process. The fewer dates you offer to your patients, the less complicated it is for the staff to keep up with. Most offices give the 1st and 15th only.
• If selecting a Manual Auto Payment Plan, you need to go into your processor’s portal and enter the payment information, amounts, dates, and whatever else is required by your processor.
To create a manual auto payment plan
1. Access the patient’s contract:
a. Access the patient’s ledger.
b. Click Contracts.
c. Select the contract and click Edit. The patient’s contract displays.
2. In the responsible party’s section, check Auto Pay this contract.
The Select Auto Payment Type dialog box displays.
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Reminder: If you cannot check the Auto Pay this contract checkbox, you must start the contract.
3. In the Provider field, select None.
4. Select Manual.
Note: The Post Dated Checks option is used for Canadian offices.
5. Select the Payment Type.
6. Click Save. The Contract window displays with the following updates:
• The Auto Pay field is populated as same as the Amount field.
• The Auto Pay Date field is populated with the Charge Date.
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7. In the first row, enter the charge amount in Auto Pay field.
8. Select the Auto Pay Date.
9. Click Fill. The Fill dialog box displays.
10. Check Auto Pay and Auto Pay Date check boxes and keep Date and Amount checked.
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11. Click Fill. Cloud9 automatically fills the remaining Auto Pay and Auto Pay Date fields.
12. Click Close to close and save the contract.
Create an OpenEdge (XWeb) Auto Payment Plan
Cloud9 is fully integrated with OpenEdge Technologies for setting up Auto Payment Plans. The plan is the same as a manual plan, except:
• Your practice needs to sign up with OpenEdge for a credit card account, ACH (Automated
Clearing House) account or both.
• If you have both a credit card and ACH account, you need to select the appropriate one based on
the patient’s preference.
Notes:
• OpenEdge assigns accounts to specific locations but will default to the Cloud9 assigned
location listed on the Edit Patient window.
• If a patient has OpenEdge and their location is changed, Cloud9 prompts you to update the
auto payment to the new location.
To create OpenEdge (XWeb) auto payment plan
Pre-requisite: The patient’s contract needs to be set up and started to have access to the auto pay
option for the contract.
1. Access the patient’s contract:
a. Access the patient’s ledger.
b. Click Contracts.
c. Select the contract and click Edit. The patient’s contract displays.
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2. In the responsible party’s ledger, check Auto Pay this contract.
The Select Auto Payment Type dialog box displays.
Note: If you cannot check the Auto Pay this contract checkbox, you must start the contract.
3. In the Provider field, select XWeb. The XWeb field automatically displays Practice.
4. Do one of the following:
Select the payment type … Then…
Credit Card The Set Up Auto Pay dialog box displays.
a. Enter the Card Number and Expiration Date. b. Click Submit.
Bank Account The Set Up Auto Pay dialog box displays.
a. Enter the Bank Account Number. b. Click Submit.
5. Enter the appropriate information for the credit card or bank account.
6. Click Save. The Contract window displays with the following updates:
• The Auto Pay field is populated as same as the Amount field.
• The Auto Pay Date field is populated with the Charge Date.
7. In the first row, enter the charge amount in Auto Pay field.
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8. Select the Auto Pay Date.
9. Click Fill. The Fill dialog box displays.
10. Check Auto Pay and Auto Pay Date and keep Date and Amount checked.
11. Click Fill. Cloud 9 automatically fills the remaining Auto Pay and Auto Pay Date fields.
12. Click Close to close and save the contract.
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Change Contract Amounts After the contract has been started, patients may want to change one monthly charge amount or all monthly charge amounts.
Changing the First Monthly Charge
If a patient wants to pay a larger amount the first month, you can easily change that one monthly charge. As a result, the balance of the charges is to be paid at a slightly reduced amount.
1. From the patient’s contract, enter the monthly amount in the Amount field on the first row.
2. Select the row and click Fill. The Fill dialog box displays.
3. Make sure the Date and Amount checkboxes are checked. Note: If this contract has
autopayment, also check the Auto Pay and Auto Pay Date checkboxes.
4. Click Fill. Cloud9 automatically calculates the new # of payments and updates the number of charge rows.
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5. Click Close to close and save the contract.
Changing All Monthly Charges
If a patient decides that they want to pay a different monthly amount, you can adjust the monthly payment amount. For example, the patient decides to pay a higher amount each month to pay off their contract quicker.
1. From the patient’s contract, enter the new monthly amount in the Amount field on the first row.
2. Select the row and click Fill. The Fill dialog box displays.
3. Make sure the Date and Amount checkboxes are checked; if this contract has autopayment, also
check Auto Pay and Auto Pay Date checkboxes.
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4. Click Fill. Cloud9 automatically calculates the new # of payments, updates the number of charge
rows and fills in the new amount for each charge.
5. Click Close to close and save the contract.
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Updating Contracts Once contracts are started, you may need to make the following updates:
• Correct an out of balance between the future due and the sum of future transactions
• Change a payment date
• Cancel autopayment
Correcting Out of Balance
Contracts are out of balance when the Future Due amount does NOT equal the Sum of Future Transactions for a specific financially responsible individual or insurance. You receive a warning message when the contract is out of balance. After clicking OK, the contract window displays as red.
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1. Determine what the correct ledger balance should be.
2. Complete a contract balance adjustment. Cloud9 updates the ledger to reflect the adjustment and the Contract window is no longer red. Notes:
• The Contract Adjustment value may be a positive or negative amount.
• A negative amount to indicate a credit, such as an overcharge.
• A positive amount to indicate a debit, such as an undercharge.
• In the Comment field, provide an explanation of the adjustment; e.g., ‘Fixing contract out of balance’. This is a required field.
Example: Due Now shows $0.00, Future Due is $0.00 and the Total Due $376.00, but it should be a $0.00 Total Due. You'll want to start a Contract Balance Adjustment and put a ($376.00) amount in the Due Now field to adjust the Total Due to $0.00.
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Changing an Auto Payment Date
If your practice processes auto payments on certain days of the month, you may need to update the auto pay dates to be consistent. You can change the Auto Pay Date to match a day when your practice processes the auto payments.
1. From the patient’s Contract, select the row of the charge that you want to update from that
point on until the end of the contract. The row is highlighted.
2. Enter the new date in the Auto Pay Date column.
3. Click Fill . The Fill dialog box displays.
4. Check the Auto Pay Date checkbox.
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5. Click Fill. Cloud9 updates the Auto Pay Dates after the charge row with the updated Auto Pay
Date.
6. Click Close to close and save the contract.
Canceling an Auto Payment Plan
If you make a mistake on an auto payment plan, you can cancel that plan and start a new plan.
1. From the Contract window, uncheck the Auto Pay this contract checkbox. Cloud9 clears out the
content in the Auto Pay and Auto Pay Date fields.
2. Check the Auto Pay this contract checkbox. The Select Auto Payment Type dialog box displays.
3. Continue setting up the contract.
4. Once the new contract is set up, click Close to close and save the contract.
