How to Use Multiple Procedure Lists / Fee Schedules

Related Training
Adding Fee Schedules Recorded Class

You can maintain multiple Procedure Lists for your practice, enabling you to use different treatment and fee options when scheduling, planning, or completing work in different contexts (such as, in different locations, by different providers, for different patient populations).

Use the Procedure List and Fee Schedule window to create and manage your lists (Administration > Procedures & Fees > Procedure List & Fee Schedule). The for field in the banner displays the default or currently selected list. Use the arrow to select from multiple lists.

Note: The default (original) list is named CDT Procedures in the US, and NHS Procedures in the UK. You can rename this list by selecting the list, clicking the Pencil  icon, and entering a new (unique) name, but it is recommended that you leave the name as-is.

Creating a New Procedure List

When you create a new list, you can select the default or other existing list to copy the procedures into the new list. After you create the list, customize it by creating new procedures or editing procedures in the list for Status (Active/Inactive), Resets Recare (Y/N), Minutes, and Fees.

In the US:

You can assign a new list to a provider. Whenever a patient’s default doctor or hygienist (designated in the Patient Record) matches that of a procedure list, it will be the default list presented for procedure-based workflows (e.g., treatment planning). You can also assign a list to a specified location. 

Note: The provider and location selected here are overwritten by the default selected in the patient record, provider team member settings, and the practice location settings. See Setting a Default Procedure List / Fee Schedule for more information.

To create a new procedure list:

1. Select Administration > Procedures & Fees > Procedure List & Fee Schedule. 
2. Select the icon at the top of the screen by the procedure list drop-down list. The Create Procedure List window is displayed.
3. Enter a Procedure List Name, and then select the existing list from which to copy the procedures.
4. Select a provider and/or location for this list (US Only). 
   Note: For UK practices, you have the option to select a scheme in the Assign to Scheme drop-down list. 
5. Click Yes next to Use Procedure List / Fee Schedule as Practice Default if you want to make this procedure list the default for your practice.
   Note: You can only set one list as the practice default. When the default procedure list is selected in the for field, a message is displayed that the selected list is the practice default. 
6. The Status defaults to Active, but you can change it to Inactive.
7. Click Create.

Note: You can save time by copying the procedures from an existing list. 

Once your new procedure list is created, it is automatically selected and displayed in the Procedure List and Fee Schedule window. From here, you can create and add new procedures to the list, edit existing procedures that were copied to the list, or deactivate existing procedures to prevent future use.

Important: All changes made to procedures in the currently-selected list (such as new procedures, fee changes, etc.) apply only within the currently selected list. Procedures updated in one list are not automatically updated in another.

Note: Practices in the UK can select from available private fee schedules/procedure lists when planning, scheduling, and completing non-NHS work. See NHS Treatment Planning for more information. 

Updating a Procedure List

To update the procedures and fees within a list:

1. Select the list in the for field. The included procedures are displayed.
2. To edit a single procedure, click the office code, enter your changes, and click Update.
3. To bulk edit, select the procedures you want to update (or click the checkbox at the top to select all), and then click Edit Selected Procedures. The Edit _(number)_ Selected Procedures window is displayed.
   
4. Use the Batch Edit by Procedure Property controls to adjust a certain feature for the selected procedures.
5. For Status or Resets Recare you can manually adjust each line item, or click Adjust All to give all the selected procedures the same value (Active/Inactive or Yes/No).
6. For Fees, you can manually adjust the amount in each line item, or click Adjust All to display the Adjust Fee Amount for Selected Procedures control.
   
   -- Click % and enter a percentage to increase (7) or decrease (-7) the existing fees, OR
   -- Click $ to enter a dollar amount to increase or decrease the existing fees for the selected procedures.
   -- Select the Round Fee to Nearest Whole Amount option if you want the updated fees to be set to full dollar amounts.
   -- Click Apply.
7. Click Save Changes. The updated values are applied whenever this Procedure List is selected for a provider or location. 

Note: Click the Pencil icon at the top of the screen by the selected procedure list to update the name, associated provider, location, status, or scheme for a list.

Setting a Default Procedure List / Fee Schedule

The system uses the default procedure list / fee schedule (e.g. CDT Procedures) for procedure-based workflows such as when scheduling appointments, posting charges to a patient's ledger, creating treatment plans, etc. 

When determining which fee schedule to use when selecting procedures, Sensei Cloud begins with the most specific (patient default setting), and moves on to the most general setting:

1. Patient setting (Patient tab > Patient Record > Edit Patient Record > Patient Preferences > Default Procedure List / Fee Schedule > Save Patient)
2. Doctor / Provider setting (Administration > Team > Team Members > Edit Selected Team Member > Professional Information > Default Procedure List / Fee Schedule > Save Team Member)
3. Location setting (Administration > Locations > Practice Locations > Edit Selected Location > Business > Default Procedure List / Fee Schedule > Update)
4. Practice setting (Administration > Procedures & Fees > Procedure List & Fee Schedule > Procedure List / Fee Schedule > Update)

The system prioritizes and uses the most specific assignment, beginning with the default fee schedule assigned in the patient's record. If there is not a schedule assigned in the patient record, the system uses the provider's schedule instead. If the provider does not have a default schedule set, then the system looks to the location setting, and then finally, if none of the preceding areas have default fee schedules assigned, the system uses the practice default. 

To set a Procedure List / Fee Schedule as the practice default:

1. Select Administration > Procedures & Fees > Procedure List & Fee Schedule.
2. Select the list in the for field. 
3. Click the Pencil icon at the top of the screen next to the procedure list drop-down list. The Update Procedure List window is displayed.
4. Click Yes next to Use Procedure List / Fee Schedule as Practice Default, and then click Update. When you access the Procedure List and Fee Schedule window (Administration > Procedures & Fees > Procedure List & Fee Schedule), this procedure list is displayed by default.

Deactivating a Procedure List

Sensei Cloud enables you to deactivate procedure lists that are no longer in use. 

Note: You must have one list set as the practice default before you can deactivate a list. The procedure list that is set as the practice default cannot be deactivated. 

To deactivate a procedure list:

1. Select Administration > Procedures & Fees > Procedure List & Fee Schedule.
2. Select the list in the for field. 
3. Click the Pencil icon at the top of the screen next to the procedure list drop-down list. The Update Procedure List window is displayed.
4. Click Inactive next to Status, and then click Update.  You are prompted to confirm the action.
5. Click Deactivate.
   Note: You can use the Inactive filter to view and reactivate a list at any time.

Deactivating a procedure list only prevents the list from being used going forward; anything already selected from the list (e.g. fees entered in scheduled appointments, existing treatment plans, etc.) still applies.

For UK practices:
The use of schemes still applies and is based on NHS and private pay schedules. You have the ability to deactivate private fee schedules that are no longer needed. Non-NHS practices can deactivate and hide the NHS Procedures list. 

Any procedure lists that are linked to schemes cannot be deactivated. For these procedure lists, the Active/Inactive options are grayed out.

Using Group Procedures

Group procedures, which function as "explosion codes" or "procedure templates," are now
associated with procedure lists.  (Administration > Procedures & Fees > Manage Group Procedures)

As in the Procedure List and Fee Schedule window, you can select the procedure list in the for field in the banner. When creating and managing group procedures, you can only select items (codes) from the associated procedure list.
Note: Copying the procedures from an existing list will not create copies of that list’s associated group procedures.

Printing Procedure Codes / Fee Schedule

The Procedure Code and Fee Schedule window contains an option to Print Selected Procedure. Select the procedures you want, and use this option to create a report, in .PDF format, of the codes currently displayed and selected in the list. The title of each report will reflect the name of the list displayed in the for field at the top.

For more information, see How to Create or Edit Group Procedures and How to Increase Office Fees for Procedures.