Code [ ]

The Code is a short name for the service and is used extensively throughout EXACT to identify/select the service.

It can be a combination of letters, numbers and special characters, e.g. EXM, XLA.

Once created the Code cannot be changed.

Services are frequently displayed in alphabetical code order.

Description [ ]

The Description is used on the charting screen to help in recognising the codes. For example the description for XLA may be “Extraction using local anaesthetic”.

It prints on patient invoices, estimates and statements.

Pricing Method

The pricing method dictates how the fees for a particular service will be calculated.

Select the pricing method from the dropdown list:

IMPORTANT:
When creating a service item you can load the usual fee. The price can usually be changed while creating a treatment plan by the Provider. However, some pricing methods will not allow the Provider to change the price while charting, regardless of security permissions, so only use these pricing options for fees that will not need to be adjusted.
The Pricing Methods that lock fees are By Jaw | By Tooth | Filter by Group | Per Appointment | Per Plan

Descriptions for each available pricing method are listed as follows:

Per Item

The same default price will be charged each time this service is charted, e.g. $15 per exam.

Location

Different prices can be allocated to work done depending on the location of the work in the mouth, based on Incisor/Canine, Upper Premolar, Lower Premolar or Molar.

Different prices can be charged for each location.

Surfaces 1

This option allows pricing by the number of tooth surfaces involved. This method is generally used for fillings or restorative services.

Surfaces 2

This provides different prices depending on the number of surfaces and whether they include an incisal + MO or DO.

By Jaw

Selecting the By Jaw method allows a service to be charged per jaw, e.g. root canal.

Treatment fees may vary depending on the number of teeth to be treated per jaw.
The rows in the By Jaw price structure are as follows:

Up To:

The Up To column allows a limit to be set on the price charged for a given number of services performed within either the upper or lower jaw.

Examples:

The fees charged for 1 root canal treatment on the upper jaw would be $400,

the second would be zero (as the fee is the same for 1 or 2),

the third one would be $100 (to total the limit set of $500).

Additional:

Any additional services charted on the same jaw will be charged at the price entered in the Additional row.

An additional service is defined as any service charted after the maximum number in the Up To column is reached.

In the example above the 4th service would be charged at the additional rate.

Max. Additional:

This is the maximum amount for all additional services that can be charged. Once this maximum has been reached, any more additional services will not be charged for.

Examples:

Additional services are priced at $ 125 each.

If we set a ‘Max. Add’. of $300 the 4th Root Canal would be $125 as would the 5th.

The 6th however would be $50 as we have reached our Maximum Additional Fee.

Any further Root Canals would be charged at $0.

Total Maximum:

This is the maximum total price this service can be charged on any one jaw. This is the most the patient would ever have to pay.

By Tooth

This charges for the service depending on the number of Services being applied to one tooth.

This pricing structure works exactly as the 'By Jaw' method except that the prices are for one particular tooth.

It uses the ‘Up To’, ‘Additional’, ‘Max. Additional’ and ‘Total Maximum’ as above but is in relation to 1 tooth instead of a jaw, e.g. up to 2 pins in 1 tooth.

By Group

This charges for the service on an ‘up to’ basis.

For example, treatment of up to 3 teeth at once may be a set price; whereas the price may go up for 4 or more teeth.

Bridge Unit

This option allows charging based on the number of units in the bridge, where Units are the number of teeth in the bridge.

It uses only the ‘Up To’ column to specify the price based on the number of units involved, e.g. a 3-unit bridge is $300, a 4-unit bridge is $400.

Per Appt.

Prices can be structured depending on the number of services within an appointment.

This pricing structure works exactly as the 'By Jaw' and 'By Tooth' method except that the prices are for one particular appointment.

It uses the 'Up To', 'Additional', 'Max. Additional' and 'Total Maximum' as above but is in relation to 1 appointment instead of a jaw or single tooth.

This method is often used for extractions, e.g. the more extractions per appointment, the lower the cost.

Per Plan

Prices can be structured depending on the number of services within a Treatment plan.

This pricing structure works exactly as the By Jaw, By Tooth and By Appointment method except that the prices are for per Treatment plan.

It uses the Up To, Additional, Max. Additional and Total Maximum as above but relates to a particular Treatment Plan instead of a jaw, single tooth, or appointment.

By U/L Jaw

A fee can be set based on whether the service is in the upper or lower jaw.

Per Hour

An Hourly Rate can be entered. When charging this item a prompt will ask for the actual time taken. A fee will then be calculated for the service.

Example: For an hourly rate of $100, if we set the Actual Time to 30 minutes EXACT calculates a fee of $50.

The fee can still be rounded up or down as required.

Per Time Unit

This utilises the Treatment Timer clock at the top of the Treatment Planning area, to allow charging by portions of time.

It is important that the timer be used consistently to ensure equitable charging. For example, if a rate of $250 per hour was assigned to a type of treatment and the timer started, the program would begin logging the elapsed time.

If the timer was stopped by marking the appointment complete after 15 minutes, and the treatment ‘Charged’, EXACT would charge the treatment out at $250 x 0.25, or $62.50

Per Gram

For services where the patient is charged for the quantity of materials used, e.g. billed separately for the gold in a gold crown at a cost per gram.

At the time of entering the treatment, specify how many grams were used and the appropriate fee would appear.

[ ] Ask for Quantity

Tick this box to be prompted for quantity each time the item is selected.

This is useful for service items that are charted in volume (e.g. Xrays - x 2) or services charged per time units.

For example, scaling = $40 per 15 mins therefore 2 quantities would be $80 for 30 minutes.