Spring (or anytime) Cleaning

It’s a great time to check your Gaidge setup and make sure your software is set up to help you track items as efficiently as possible. If you are making changes, please make sure your Gaidge mapping is updated as well! 

Do you have users on Gaidge who no longer work for you? Consultants you’re no longer working with?

From any screen on Gaidge click on the gear icon, then Settings and go to Practice Management.

On the left-hand menu click on Users under the Users section,and remove any users who no longer need access.

Next click on Consultants and review roles or remove access by clicking on the X as needed.

Next let’s look at your practice management system. We track our data from different areas depending on your software.  Here’s what matters to Gaidge by software: 

Uses Gaidge Codes to tell Gaidge what to count where:

• Appointment Types (or Transaction types) - New patient exams, Observation and Between Phases checks/exams, Debands, Emergencies/Repairs and Retention - these come from treatment card entries.
• Starts – these are your transaction types marked Is Contract
• Patient statuses - Observation and Between Phases, Active (full, aligner, phase1&2,, limited…) and Retention
• Referrals – these come from Relationships – all must have a Gaidge code assigned.

Be sure that all transaction types (charges and production adjs.) have Affects Production checked!

Uses mapped adjustments, appointments, appointment statuses, patient statuses and treatment types.

• Adjustment Types – discounts and writeoffs
• Appointment Types new patient exams, emergencies/repairs, retention checks
• Patient Status – Active, Observation, Between Phases and Retention (by tx type)
• Treatment types – Full, Aligner, Phase1, Phase 2, Limited, Other – plus sub-categories

Make sure all Charges, Treatment Discounts and Adjustment types affect production (if an option) 

Any changes must be mapped under Edit → General → Category

Uses Procedure Codes and Patient Statuses to track key practice indicators.

• Procedure Codes - Exams, Observation and Between Phases checks, Starts, Debands, Retention checks and Repairs (emergencies)
• Patient Statuses – Observation, Between Phases, and Active

All changes must be mapped in Setup.

• Appointments – Exams, Observation and Bewtween Phases checks, Repairs and Retention checks
• Phase – treatment starts based on classifications
• Status – Observation, Between Phases, Active and Retention
• Transaction Types (Adj) – Discounts and Writeoffs

Adjustments and Phases must be classified, appointments and statuses must be mapped. Make sure deband appointments prompt to update Actual Appliance Removal

• Schedule Procedures – Exams, Observation and Bewtween Phases checks, Repairs and Retention checks
• Treatment – treatment starts based on classifications  
• Status – Observation, Between Phases, Active and Retention
• Transaction Adjustments – Discounts and Writeoffs

Adjustments and Treatments must be classified, schedule procedures and statuses must be mapped. Make sure deband appointments prompt to update Actual Appliance Removal