Cloud9 - Data Foundation

To ensure success visualizing your data on Gaidge, ensure your practice 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. 

Please don't delete items before our data review as this will affect the accuracy of your historical data. You may want to mark them with a z at the beginning of their description.

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 (transaction types.)

Gaidge gathers your non-financial key practice indicators : Exams, Obs/Recall, Debands, Retention and Repairs/Emergencies, 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 for Full, Aligner, Phase 1, and Phase 2 treatment categories. We also use them to count patients as active, observation and between phases. 

Appointment Types or Transaction Types (Procedures)

Key Practice Indicators come from the treatment card,  in either APPT or PROC type selection box of treatment card.

Most of these can be performed in office or virtual.

• 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

Treatment Starts are counted when contracts are started. They are determined by transaction types with is contract checked. Gaidge has six categories plus sub-categories:

• Full (adult/child/Medicaid) 
• Aligner (adult/child) 
• Phase I (aligner/appliance/Medicaid)
• Phase II (aligner/appliance/Medicaid)
• Limited (Fixed Appliance/Aligner; child/adult)
• Other

We will add special transaction types for Origin of Start and Payment Arrangements (to be discussed during training)

Patient statuses

• Pre-treatment Observation and Between Phases (aka - interim, resting, phase II pending)
• Active: Full, Aligner, Phase I, Phase II, Limited, Other
• Retention (should have Is Retention checked)