Import, Add, or Manage Fee Schedules – CareStack

Fee schedules are lists of charges for specific dental services that are set by the practice. They are crucial for generating the appropriate fees for patients based on their insurance plans or the providers delivering the service. Fee schedules can be customised and assigned to specific insurance carriers, plans, providers, specialties, or locations within the practice. This ensures that the correct fees are applied to the services rendered, which is essential for accurate billing and reimbursement.

Let's see how to import a fee schedule, add a new fee schedule, or manage existing fee schedules according to your preferences.

To view and manage fee schedules, perform the steps below.

Navigate to the System Menu > select Practice Settings > Fee Tables > Fee Schedules.

You can view the fee schedules by Fee Schedule, Code, or Provider.
Utilise the search bar to find the intended fee schedules from the list.
Click View History when you View by Fee Schedule or View by Code to see the history of the insurance plans.

Import a Fee Schedule From your PC

To import a fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click Import on the top right.

Select Browse from the Fee Schedule Import slide-out and locate the file on your computer.

Drag and drop the intended fee schedule file to the dedicated box on the slide-out.
Once the file has been selected, it will be displayed under the Import File Details section.

Select the Import as New option as the Mode of Import.

Tip: If you do not want to create a new fee schedule, you can choose to Merge With Existing fee schedule or Replace Existing.

Note: While importing the Excel file, ensure that the Procedure Code and Fees are listed at the top. Anything besides the Procedure Code and Fee columns will cause an error in CareStack. A maximum of 25 files can be imported at a time.

Enter the following details after choosing the file:
- Name: New name for this fee schedule.
- Description: Add a description of the fee schedule, if necessary.
- Notes: Include any relevant notes as needed.
- Click Apply for All to apply the entered details for all imported files.
- To remove a file, click on the trash icon.
Click Import.

Add a New Fee Schedule

To add a new fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click +Add Fee schedule on the top right.

On the 'Add Fee Schedule' slide-out,

Enter the Name and Description for the fee schedule.
Add any relevant Notes, if needed.

Choose the Category of the codes from the left to see the corresponding codes.
Select the required Procedure Code to add.

Note: If you need to import Procedure Codes from an existing Fee Schedule, click Import from existing fee schedule > select the required Fee Schedule from the drop-down menu. The codes will be automatically selected for you.

Enter the Fees.
- Add Future Fees and the Effective Date of the new fees, as required.
Click Save.
- To save and close the slide-out, click Save & Close.

Manage Fee Schedules

To edit a Fee Schedule:

Select the desired fee schedule from the left.
Click Edit.

On the 'Edit Fee Schedule' slide-out, you can edit the following details:

Enter or update the fee schedule Name.
Apply Undulation: To update fees, choose if the undulation should apply to the Current Amount or the Future Amount.
- Specify the Percentage change.
- Choose if the fee should Increase or Decrease.
- For Future Amount, choose the Effective Date.
- Select the Round off checkbox to round off the entered value.
- Click Apply.

Category and Procedure Codes: Select the category and check or uncheck the required codes to add or remove them.
Fees and Future Fees: Enter the fees and future fees for each procedure code.
Effective Date: Enter the date when the fee schedule should be applied and the fees that should be reflected.
Description and Notes: You can add or edit the description and notes as needed.
Click Save after making the changes.

Download / Print Fee Schedule

Users can download or print fee tables and insurance data to a .CSV spreadsheet as needed. Items like Fee Schedules, Tables of Allowance, Fee Registers, Employers, Carriers, and Plans can be downloaded. This action depends on relevant permissions, so if you are unable to do it, check with a Super Admin at your practice.

Select the required fee schedule.
Click Print or Download as required.
- This will provide the entire grid area, including all the columns (except history information) and their corresponding column headers.
- A timestamp will also be included in the file name.