Preparing for Gaidge - Cloud 9

To ensure success visualizing your data on Gaidge, ensure your Management Software is set up to help you track items as efficiently as possible. As part of our implementation process, we will share some best practice strategies.

Most of your financial information is automatically pulled from your system as that is standard for all users. We get counts for Treatment Starts, Origin of Starts, and Payment Arrangements from the contract screen.

Gaidge gathers your non-financial key practice indicators, Exams, Obs/Recall, Debands, Retention, and Emergencies, from the treatment card. They can come from either the appointment or procedure selection box on your treatment card. We will run some reports to determine which will give better data. We may need to call and discuss which would be the better option for capturing good data. If you do not have either of these fields on your treatment card, we will add Today’s Appt.

Future exams are gathered from Appointment Types on the schedule. Schedule statistics information, for example no- shows and completed appointments, is pulled via appointment statuses. We use Patient Statuses to determine patients over estimated completion date and for Treatment Efficiency calculations. We also use them to count patients as active, observation and between phases.

The focus of the data review is to look at your existing setup to determine the correct codes and statuses that will be mapped to Gaidge to collect this information. Our intent is to use the codes and patient statuses you are already using. Sometimes we find that some additional codes and patient statuses may need to be added into your system to accurately track information.

The steps below outline some basic data cleanup. We will go over these, but you can get a jumpstart on your Gaidge implementation by performing some or all of them now.

Data Preparation and Cleanup

You and your team may want to begin evaluating any data clean up, although it will not prevent us from uploading current and historical data to Gaidge. Cloud9 Support can assist you with determining the best method for gathering this information.

NOTE: Please don’t delete existing appointment types, transaction types or statuses as this may adversely affect your historical data.

Where We Pull Data

Appointment Types or Transaction Types
Procedures - must be entered in either APPT or PROC selection field of treatment card

New patient exams/consult – both child and adult
Observation/recall checks – both pre-treatment and between phases
Debands – by treatment type – full/phase II, aligner, phase I, limited/other
Emergencies/repairs
Retention checks

Transaction types – with is contract checked

Starts - Full (child/adult), Aligner (child/adult). Phase I, Phase II, Limited (Fixed/Aligner, child/adult), Other

Patient statuses

Observation and Between Phases
Active: Full, Aligner, Phase I, Phase II, Limited, Other
Retention

We will add administrative codes for Origin of Start and Payment Arrangements (to be discussed during training)

Typical Problem Areas

Charges not set to Affect Production
Active patients missing Estimated Completion Date or Case Start Date
Debanded patients missing Deband Date
Phase 2 patients categorized as Full Tx
Retention status - patient's status not changed at completion of treatment
Patients in Observation status - dead-weight never moved to inactive
Between Phases/Phase 1 Retention patients categorized as Observation (no prior treatment)
Delinquency - Insurance accounts not re-aligned with benefits
Contract type and patient status should correlate

NOTE: We do not validate data prior to your live date.