The Art of Practice Management Dental Pearls - March 2014


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An insightful and informative newsletter from the Art of Practice Management. A dental practice management consulting company that focuses on revenue and collection systems, front desk systems and forms, dental insurance processing, medical/dental cross-coding systems and employment-law compliance.

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The Art of Practice Management Dental Pearls - March 2014

  1. 1. CMS-1500 (02-12) Instructions ONLY $25 Enjoy this Newsletter? Please Like Us on Facebook! A dental practice's business office is just what the name implies – BUSY! But in addition to being busy, it's also where we realize that the varied duties of the business office demonstrate that a dental practice is definitely a business. The many business staff duties reflect that and, if they are not handled efficiently, it can definitely result in lost business and financial losses. One of the most important business office duties for most dental practices is handling insurance. Insurance is growing more and more complicated and if you also implement a cross coding program it becomes much more difficult. Insurance, if handled correctly, is what contributes to keeping the practice financially solvent. My focus in these newsletters is to offer helpful facts and ideas to make the dental business office run more efficiently. In this newsletter, I want to share some information on a great system that can help dental practices deal more easily and effectively with their insurance systems. Dr. Charles Blair's Practice Booster is an online system that can be the key to maximizing reimbursement but at the same time it can be a big help in minimizing risk. Practice Booster includes the following sources of help:  Dental Code Advisor – enter a CDT code and the subscriber reads instructions on what that code is used for, how it should be used, cautionary remarks about the code, limitations for its use, and tips regarding the code.  Newsletter – a search button is available where the subscriber enters a topic and articles from past issues of Insurance Solutions Newsletter will display.  Resources – a list of some of the most popular articles from Insurance  Solutions Newsletter is displayed but other resources such as a question and answer tab, information on PPO/Fee Decisions, narrative tips, and many forms and checklists are all available.  Member Forum  Information on consulting services  Events – Upcoming seminars  Practice Booster Store  A contact us tab The end results of using Practice Booster are:  Maximizing legitimate reimbursements  Protecting your practice and your license SPECIAL OFFER Together we will create a practice Masterpiece Articles Simplify Insurance Processing Marianne Harper Take the guess work out of claim form completion All of the details on the new formatted CMS-1500 claim form Order before April 15, 2014 ORDER NOW!
  2. 2. Download your FREE Hygiene Department Analysis 10% OFF SALE!! Every Product in our Store Use Code MARCHMEZ In your shopping cart until April 15th at  Keeping pace with the shift to PPOs  Streamlining insurance administration  A stop to leaving money on the table It makes a lot of sense to have such a strong knowledge base available for your insurance systems, both dental and medical. Membership includes a paper copy of each newsletter in addition to support from the call center. To order Practice Booster, please click on the link below. Practice Booster Order Form ATRIDOX: Application technique Colleen Rutledge, RDH Atridox ( is 10% doxycycline hyclate in a gel form that is placed subgingivally in infected periodontal pockets 5 mm or greater. It's a great adjunct to non-surgical periodontal therapy cases and known for its capacity to treat multiple sites. It is an excellent locally-applied product choice, especially in this economy. With the proper training, one Atridox can treat 15, 20, even up to 30 pockets! Hygienists and dentists alike often think placing Atridox is too difficult. Many try it once and use too much material, making for a very frustrating experience. This is a common mistake. When I first placed Atridox back in 1999, I also used too much. The trick is to use very little material – much less than you think! It's amazing what a little "over-the-shoulder" training can do! Look at the photo below and see the difference. The first application was in the morning training session. As you can plainly see, Atridox was placed on the lingual of teeth #7 and 8. You can see how the Atridox is bulky and thick, and extends about 2 mm above the gingival margin. In the afternoon session, with some minor technique adjustments and much less material, the same hygienist placed Atridox on the lingual of teeth #9, 10, 11. Amazing! The Atridox is tucked neatly and completely under the gums. By just the second application, she perfected what took me months of trial and error! I developed an easy and efficient application technique protocol that makes placing Atridox easy, fast and fun! If you are interested in a copy of Atridox Placement Technique Tips, email me at 10% OFF SALE on every product in our store until April 15, 2014! Use code MARCHMEZ in your shopping cart. Please visit to shop now!
  3. 3. Dental – The 2014 CDT code changes provided dental practices with some new codes for Cone Beam technology.  D0393 – Treatment simulation using 3D image volume  D0394 – Digital subtraction of two or more images or image volumes of the same modality to demonstrate the changes that have occurred over time  D0395 – Fusion of two or more 3D image volumes of one or more modalities If your practice submits claims for cone beam, it is very important that you stay up to date on these coding changes. Accurate coding is crucial to obtaining optimum benefits for the patient and this can substantially affect practice profitability. See below in the January 1, 2014 time line for a link to Coding With Confidence, my recommendation for obtaining the best answers to your coding questions. Medical – The newly reformatted medical claim form, CMS-1500 (02/12) is the form that must be used effective April 1, 2014. There are some major and minor changes to the form. One of the major changes is that the new form provides spaces for up to 12 diagnosis codes. If your practice submits medical claims on paper, you will need to purchase these forms. I purchase mine from Make sure to choose the 02/12 version and you can buy as little as 100 forms. If your practice files medical claims electronically, you will need to make sure that your claim completion software is configured correctly for this form and that the clearinghouse is also prepared for the change. Take advantage of my special offer for the instructions on how to complete this 02/12 claim form. September 23, 2013 – HIPAA Omnibus Final Rule – The updates to this rule were published on January 25, 2013. The compliance date was September 23, 2013. Make sure that your practice is compliant. January 1, 2014 – The updated cross coding manual is available with the codes for 2014 in addition to instructions on completing the new medical claim form. Please go to the following link to order your update: 2014 Code Update January 1, 2013 – Updated CDT codes. If you haven't already purchased your CDT manual, please do so ASAP. My recommendation is Practice Booster or Coding with Confidence. To order "Coding with Confidence" and/or Practice Booster, download the Coding with Confidence Manual Order Form. April 1, 2014 – All medical claims must be submitted on the 02/12 version of the CMS-1500 form. If you purchased the 2014 paper update to CrossWalking – A Guide Through the CrossWalk of Dental to Medical Coding, the instructions are in the update. If you don't have that update, please click on the link below to order the instructions. CMS-1500 (02/12) Instructions April 4, 2014 – Marianne's Abra-Code-Dabra course in Houston, TX. For more information and to register April 15, 2014 – Marianne's ICD-10 for Dental Practices webinar through Audio Educator. For more information and to register October 1, 2014 – The beginning date for ICD-10 implementation. Time Line Insurance Alert
  4. 4. Favorite Quotes: "Take the attitude of a student, never be too big to ask questions, never know too much to learn something new." – Og Mandino Tips – For our Patients: Time management is difficult in a busy dental practice. Email becomes a big time user and maybe waster. If you use Outlook, there are tools within Outlook to help you manage it in a more time efficient manner. For the next seven newsletters I will provide one tip. Try each one out to see how much it can help you. Then look for the next one in each subsequent newsletter. Tip #1 – How quickly you approach your incoming email can add efficiency to your work. Try out the following:  Quickly delete all of the email that is of no importance.  Create a "To Do List" and move the information from the email that you will not be able to act upon immediately to the "To Do List".  Delegate email to other staff who are qualified to handle the matter. Points of Interest: Have you ever wondered how the routine of handing out those little bags of peanuts on airline flights ever got started? The tradition began a long while back in 1936 when Colonial Airlines became the first carrier to sell beer and cocktails. They decided that giving out peanuts would make people thirsty and that would lead them to buying the alcoholic beverages. Now that was pretty smart and apparently has worked well for many airline carriers since then. From Uncle John's Triumphant 20th Anniversary Bathroom Reader, p. 15 Is there someone you think would be interested in this newsletter? Please feel free to forward this email to them. Thank you! The Art of Practice Management 2217 Fox Horn Road • New Bern, NC 28562 • Phone: 1-252-637-6259 • Perio-Therapeutics & Beyond 724 Fitzwatertown Road • Glenside, PA 19038 • Phone: 267-241-5833 • Please do not reply to this message. If you have any questions, please contact us by clicking the following link: Contact Us. About us | Privacy policy | © Copyright 2014 - Marianne Harper The contents of this publication reflect the opinion of the authors only. This publication is for informational purposes only. Any reference to a company or product is done only to provide information about the same and does not reflect any connection between the authors and the company.