Definitions

Definitions

Working with the definition lists is quite easy. Once an item has been added to a Definition Category, it may never be deleted because of referential integrity. Instead, the item is moved to the bottom of the list and the hide option is checked. It will no longer show as an option on any lists. Depending on the definition, it can still display properly where it was previously used. The order of the items in the list has nothing to do with their function. You can freely move them up and down with no worries about corrupting data, which depends on these definitions. If there is an item you no longer wish to have on one of the lists, you can hide it from the users without having to delete it, thus ensuring the integrity of all data. 

For most definitions, if you change the names or abbreviations of items on the list, those items will be changed wherever that definition was used. For instance, you would not want to change the names of fee schedules, which were tied to insurance plans unless you really want that fee schedule to have a different name. On the other hand, some lists are very simple, such as Medical notes and Service notes. Those two are just lists of commonly used words for the medical and service notes areas such as "allergies," "medications," "blood pressure," etc. When these are used in the program, the text is just copied into the patient chart so you don't have to type as much. Therefore, changing items in those categories does not affect any patient records at all. Since each category is a little different, there is an area below the list that displays guidelines specific to each category.

User-Created Definitions

In the upper left of the Practice-Web Dental screen, click on Setup Menu. A drop-down menu will open.

Click on "Definitions" and the Definitions dialog will appear.  This is where all the user-defined lists are set up.  


To add or edit an item within a Definition Category, click on a category from the list on the left. The items within the selected category will appear on the right. 

At the bottom, under "Edit Item" of the selected category there will be a Guideline section containing important information about the selected category. 

To edit an item, double-click on the selected item. The "Edit Definition" dialog will appear.   


Make the desired changes and click on the "OK" button. Depending on which category you are editing, you may have slightly different options available. If Color is one of your options, you can single-click on the colored block to bring up the Color dialog:  Click on the desired color and click on the "OK" button. 

Definition Descriptions 

Definitions control background, text, and notification colors; list and type options; and categories used throughout Practice-Web.  Below is an explanation of each definition and what it controls.

Account Colors

Text color of different entry types in the Patient Account.
  1. Default:  Text color when a line item is not an Adjustment, Discount, or Payment
  2. Insurance:  Claims with a status of "waiting to send" or "sent"
  3. Comm
  4. PayPlan
  5. Insurance Payment: Insurance Payments that have been "received"
  6. Received Ins Claim: Claims with a status of "received"
  7. Received Pre-Auth: Preauthorization with a status of "received"

Adj Types

The options that show as Additions and Subtractions on the Adjustment window. You can only define + or-  when you add a type. Not allowed to edit a definition +/ - because changes affect all patient accounts.
  1. + Increases patient balance/added as Additions option
  2. - Decreases patient balance/added as Subtractions option

Appointment Colors

Colors used in the Appointments schedule.  
  1. Background colors that indicate practice open/closed times, when an appointment is complete, holidays
  2. The background color of completed appointments. (Appointment colors are determined by Provider)
  3. Patient Note

Appt Confirmed

The confirmed status options are available for appointments and associated notification colors.  Color determines the color of the circle that shows in Appointments when an Appointment View is set to show Confirmed Color.

Apt Procs Quick Add

The procedure combinations listed in the Quick Add list on the Edit Appointment window. Enter a custom name, then enter the procedure codes to group together, separated by commas with no spaces (e.g. D0150, D0274, D0330) The procedure codes cannot require a tooth number. These combinations can be freely edited without affecting any patient records.

Billing Types

The billing types available as Billing Options. We recommend using as few billing types as possible. Types are useful when running reports to separate delinquent accounts but can cause 'forgotten accounts' if used without good office procedures. To create a billing type that is e-mailed, enter “E” in the Email Bill field. Then, when you send statements from the Billing List, accounts with this billing type will be automatically e-mailed.  Changes affect all patients.

Blockout Types

The types of Blockouts available, and associated text and background colors.

Chart Graphic Colors

Colors used on the Graphical Tooth Chart. Procedure status colors appear as choices on the Chart module, Draw tab. 
  1. Treatment Planned, Complete, Existing Curr Prov, Existing Other Prov, and Referred Out refer to procedure status.  Colors selected for these options (and 'light') will also show as default choices on the Chart - Draw tab.  
  2. Main Background:  Background color of the tooth chart.
  3. Text:  Color of tooth number text
  4. Highlighted: Color of tooth number text when tooth is selected.
  5. Highlighted Background: Background color of tooth number when tooth is selected.
  6. Background on TPs:  Tooth chart background on signed and printed Treatment Plans.
  7. Text on TPs: Tooth number text color on signed and printed Treatment Plans.
  8. Condition (light): Color used to chart conditions. See Enter Treatment.

Claim Custom Tracking

Custom claim tracking options that appear under the Misc tab on the Edit Claim screen. Some offices may set up claim tracking statuses such as 'review', 'hold', etc.

Commlog Types

Type options on the Commlog screen. Changes affect all current commlog entries.
In the second column you can optionally set the default commlog type for certain situations.  Assign one default per type.  Of more than one default is set, the program will default to the matching item that is closest to the top of the list.
  1. APPT: The default commlog type when Comm is clicked on the Edit Appointment window.  This type will also be highlighted yellow in the Communications Log area, making it easy to see appointment commlogs at a glance.
  2. FIN: not used in the program.
  3. RECALL: The default commlog type when commlog entries are entered from the Recall List.
  4. MISC: The default commlog type when commlog entries are entered via the main Toolbar.

Contact Categories

Category options for Contacts.  Changes affect all current contact records.  The category at the top of the list is the default.

Diagnosis

BE VERY CAREFUL.  Changes affect all patients.

Diagnosis options available when entering a Procedure or Entering Treatment.   The abbreviation is shown in the progress notes.  Move frequently used options to the top of the list; move lesser-used options to the bottom. 

Image Categories

Categories/folders in the Images module (tree view). If you hide a category, images in that category will also be hidden, so only hide a category if you are certain it has never been used. Changes affect all patient records.  The order of categories affects the tab order in the Chart module.

To access categories in other areas, select a Usage checkbox. 
  1. Show in Chart module: The category can be accessed directly from Chart module lower tabs. Can select multiple categories.
  2. Show in Patient Forms: The category will show on the Pick Sheet for Patient Forms.
  3. Patient Pictures, Statements and Graphical Tooth Charts: Select only one category for each. 
  4. Patient Pictures: Images in this category/folder will show in the Family module and on the Appointment.
  5. Statements: When printed, a PDF copy of statements is placed in this category/folder.
  6. Graphical Tooth Charts: When the tooth chart is saved in the Chart module, the image file is placed in this category/folder.

Insurance Payment Types

Payment Type options available when entering an Insurance Payment. By default, Check and EFT are options.  Types marked as "N" will not show on Deposits. The option at the top of the list is the default.

Letter Merge Cats

Categories for Letter Merge. You can safely make any changes.  The option at the top of the list is the default.

Misc Colors

  1. Family Module Coverage:  Background color of insurance subscriber information in the Family module.
  2. Perio bleeding, suppuration, plaque, calculus: Colors that identify each item in the Perio chart.
  3. Chart Module Medical: Background color of medical information in the Patient Info area of the Chart module.
  4. Chart Today's Procs: Background color for today's procedures in the Chart module.
  5. Commlog Appt Related: Background color of comm log entries on the Edit Appointment window
  6. Family Module Referral: Background color of Referred To/Referred From cells in the Patient Information area of the Family module.

Payment Types

Payment Type options when entering a patient Payment.  Changes affect all patients.  The option at the top of the list is the default.

Pay Split Unearned Types

Options in the Unearned Type dropdown on Edit Payment Split window. Changes affect all patients.
Proc Button Categories Categories used to group Procedure Buttons.  The category at the top of the list is the default.

Proc Code Categories

Categories used to group Procedure Codes. They do not have to follow ADA categories. There is no relationship to Insurance Categories. Changes do not affect any patient records.

Prog Notes Colors

Text and background colors for various Progress Notes entry types in the Chart module.

Prognosis

Prognosis options when entering a Procedure or Entering Treatment in the Chart module.

Recall/Unsched Status

Status options on the Edit Recall window. Abbreviation must be 7 characters or less. Changes affect all patients.

Supply Categories

Category options when ordering Supplies. The category at the top of the list is the default.

Treat Plan Priorities

Priority options when entering a Procedure or Entering Treatment, and priority text color in the Progress Notes. Priority options can be simple numbers or descriptive abbreviations 7 letters or less. Changes affect all procedures where the definition is used.


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