Fee Tools

Fee Tools

There are two primary ways to update fees in Practice-Web:
  1. If you need to edit the fee for a single procedure code or received a new fee schedule from an insurance company and need to update the fees accordingly, you'll do it through the Procedure Codes List. See our Fee Schedules help guide entry for instructions.
  2. If you want to make large-scale changes, such as copying the fees from one Fee Schedule to another or increasing all your UCR fees by a certain percent, you'll use the Fee Tools as explored on this page.
It's best practice to make a copy of the Fee Schedule you're editing before making changes with Fee Tools. There's no option to undo or roll back changes after you've made edits.
Updates made via Fee Tools only impact new procedures added to treatment plans and ledgers. Fees on existing treatment planned procedures will not automatically update after your Fee Tools edits. For more information on updating fees on diagnosed treatment, see the "Updating Fees on Treatment Plans" section at the end of this page.

Accessing Fee Tools

To access Fee Tools, select "Lists" in the main menu, then choose "Procedure Codes" from the dropdown menu. The Procedure Codes - Fee Schedules window will open.


In the bottom right corner, click the Fee Tools button. The Fee Tools window will open.


Copying Fees From One Fee Schedule to Another

Sometimes it's helpful to copy fees from one Fee Schedule to another. For example, let's say you're creating a discount or membership plan for patients, and you want to start with your UCR fees, then take 25% off. Or, you might set different fees for each provider or clinic, but want to use your general UCR fees as the basis. To do these types of actions:
  1. In the Select Fees section in the top left, choose the Fee Schedule that you'd like to duplicate from the Fee Schedule dropdown menu. 
  2. If you're copying fees from a specific clinic, choose which clinic in the Clinic dropdown menu. If not, leave it set to "Default." Note that this option is only available if your office has the Clinics feature enabled.
  3. If you're copying fees from a specific provider, choose which provider in the Provider dropdown menu. If not, leave it set to "Default."
  4. In the Copy To section, choose the choose the Fee Schedule you'd like to copy the fees to from the Fee Schedule dropdown menu.
  5. If you're copying fees from a specific clinic, choose which clinic in the Clinic dropdown menu. If not, leave it set to "Default." Again, this option is only available if your office has the Clinics feature enabled.
  6. If you're copying fees from a specific provider, choose which provider in the Provider dropdown menu. If not, leave it set to "Default."
  7. Click the "Copy" button. A warning dialog box will open.
  8. Click OK to proceed.
In this example, we're copying our UCR fees over to our new In-House Membership Fee Schedule.

Increasing or Decreasing All Fees on a Fee Schedule by Percent

There may be times you want to increase all fees on a fee schedule by a certain percentage. For example, practices often update their UCR fees on an annual basis to keep up with rising costs and inflation. In this case, you might want to increase your overall UCR fees by 2-5%. Or, as was the case in the example, we've made a new membership plan and will be giving patients 25% off. To complete this action:
  1. In the Select Fees section in the top left, choose the Fee Schedule that you'd like to edit from the Fee Schedule dropdown menu. 
  2. In the Increase by % box, add the percent. Include a minus sign if you're reducing fees and leave it without if you're increasing fees.
  3. Choose your preferred rounding option. Many practices prefer to round to the nearest dollar, which is selected by default, but you can also round to the dime or penny.
  4. Click the Increase button.
  5. A warning dialog box will open. Click OK to proceed
In the example below, you can see we've selected our In-House Membership Fee Schedule and are reducing all fees by 25%.


Updating Fees on Treatment Plans

Because practices typically honor fees on treatment plans for 30-90 days after a treatment plan is signed, updates made through Fee Tools are not automatically reflected on existing treatment plans. Instead, offices usually update individual plans as they reach their personal threshold (such as 30 or 90 days) and then do a global update after the window closes for all patients. 

For example, let's say our current UCR fee for a crown is $999, and next year we'll be charging $1,099. Our patient visits in December and their treatment plan quotes them at $999 and says that the estimate is good for 90 days. When he visits in January to have the crown done, we still want to honor the $999 fee. If you do nothing, Practice-Web will automatically do this for you.

But, let's say your patient was actually diagnosed in October and they return in February. Four months have passed and we'll be charging the new fees. We'll want to update the individual treatment plan.

Equally, because our practice only honors estimates for 90 days, we also know that we can do a global update on April 1 that changes all the fees for everyone using that Fee Schedule. 

Your practice may have different policies and windows, but the process in Practice-Web for handling individual updates and global updates will be the same as detailed below.

Updating Fees on an Individual Treatment Plan

This method updates all treatment planned fees and insurance estimates for the selected patient only.
  1. Select the patient in Practice-Web.
  2. In the Treatment Plan module, select the Treatment Plan you'd like to update fees on.
  3. Click the Update Fees button.
  4. A dialog box will open. Click OK to update the fees.

Updating Fees on All Treatment Plans (Globally) 

This method applies the fee schedule updates for all procedure fees and all fee schedules at once. It does not impact insurance estimates.


  1. Locate the Global Updates section in the Fee Tools window.
  2. If your office uses the Clinics feature, choose the clinic you'd like to update.
  3. Click the Update Fees button.
  4. A dialog will open. Click OK to proceed. 



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