Treatment Plan – A pop-up warning when exceeding the number of allocated treatments or claims older than 12 months

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  • Updated 3 years ago

Firstly thank you for the integration of the treatment counter this has helped some.  But unfortunately we still have the issue of exceeded treatment plans even using the ‘Treatment Plan Counter’ and the ‘Alert After’ functionality. 

The other issue we have are treatments claims being rejected by third-party healthcare providers because the date between the clients ‘first visit to the practice’ to ‘the current date’ is older than 12 months. 

I think we need a more definitive approach which could include a ‘pop-up warning’ when trying to ‘book an appointment’ or ‘process a billing payment’ to a client who’s treatment plan is about to exceed  the number of allocated visits or is older than 12 months.  This warning could say something like ‘You are about to exceed the number of allocated visits for this client!!’ - The user then has to acknowledge by clicking ‘Yes or No’.  If they do choose to exceed the plan by clicking ‘Yes’ then they must add a note as to their reason why they have chosen to exceed.

For a busy practice the loss of money from ‘exceeds and older-than 12 month treatments’ can be in the thousands, a huge finical loss that could have easily been prevented had a warning been programmed into the Front Desk software.

Can you please advise on the possibility of such a warning/s being developed?
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Kelly McAllister

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Posted 3 years ago

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Gerry, Senior Application Developer

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Hi Kelly

Thank you for your feedback. Currently, Front Desk will warn you if the patient is about to exceed their number of allocated treatments, and it will continue to warn you once this number has been exceeded. How soon this warning is displayed can be controlled by modifying the Treatment Plan's "Alert After" setting.

It sounds like you need another option in addition to this, which would allow you to set the Treatment Plan's duration. In the example you gave this would be 12 months, although there may be other situations which would require a shorter or longer duration. We would be interested to hear feedback from other users regarding this.

As a workaround, if you're not already using the Referring Doctor field, this can be used to set an expiry date which will display a warning when the referral is about to expire.
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Celia Young

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We would love to be able to have a warning added to the treatment plan when 12 months has been exceeded.  At the moment we put the date on the account tab but this can be easily overlooked.  An alert that 12 months is up would be far more efficient
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Kelly McAllister

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Hi Gerry,

We are running the latest version of Frontdesk as are some of our colleague here in NZ. On our system and theirs we can control the 'Alert After' x number of treatments in the 'Treatment Plan' settings  - using this functionally only displays a warning one time!! 

For example (allocated treatments 16 - alert after 14 treatments) set up this way a warning will appear only one time on the '15th visit' there are no warnings for the 16th treatment or when exceeding the plan on the 17th treatment and thereafter.


I believe this is where the issue lies.  

If you were to develop into the system multiple warnings from the time the 'alert after' function was set; and an 'Exceeded' pop-up warning to appear with 'compulsory notes entry' when a user tries to process a billing payment on an exceeded plan then I believe this would stop the issue of exceeded plans.

Best regards,

Kelly
(Edited)
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Timothy, Business Care Manager

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Hi Kelly. I have tested the treatment plan alert features in Front Desk and can confirm that a warning is shown at the chosen alert value and will continue to be shown on any future occasions when billing to the account after the chosen alert value has been reached. If you could please retest this in your system, and if you still require assistance, please open a support case at www.smartsoft.com.au/support
(Edited)
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Timothy, Business Care Manager

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For other community users, we have contacted Kelly's practice and can confirm this feature is working correctly :)