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Creating an ACC Treatment Plan for a patient
Open a new ACC Treatment Plan for a patient
Add ACC Service Codes to the Treatment Plan
Complete the ACC Treatment Plan
Send Claims to ACC
Confirm that an ACC Payment has been received
To create an ACC Treatment Plan for a patient
Open a new ACC Treatment Plan for a patient:
Select [+1] button (new treatment plan) on the patient’s Chart Tab to open the Create Treatment Plan window.
Select ACC in the Payor field on the Create Treatment Plan window, and click OK.
This will create a new treatment plan with a header that clearly identifies it as “ACC”.
Usually the treatment plan will be a distinct colour (often red) which is different from Private Treatment Plans.
Add ACC Service Codes to the Treatment Plan:
If you’ve created a custom ACC Service List, select it to display just the ACC codes in the Service List.
See also Option - Create a custom ACC Service List Category
If you don’t have a custom ACC Service List, simply scroll to display the ACC service codes (EXACT prefixes them with “ACC”) in the list.
From the Service List select relevant ACC Treatment codes to apply them to teeth and/or list them under the Treatment Plan at left.
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Complete the ACC Treatment Plan:
As with a Private Treatment Plan, tick the ACC Service Codes that you have completed, and select Charge.
This will allocate the ACC charges to the Payor ACC file in EXACT.
Send Claims to ACC:
Complete ACC Claim forms either by hand, writing onto provided ACC Forms, or by entering details onto the ACC website.
Confirm that an ACC Payment has been received:
Select the ACC desktop:
If you have it set up in the workspace bar, select the Payors icon > ACC:
- or -
Select File > Payors to open the Payors desktop, then select the ACC code:
Select the View Payor Transactions [$] button, or press Ctrl-T to open the View Payor Transactions window:
Confirm details on the Payor Payment window:
Date - Confirm the Date the payment from ACC was received as per the Practice bank account records.
Provider - Confirm the Provider for the ACC Claim.
Payment Amount - Confirm the amount received from ACC.
Payment Method - Confirm the payment was from either ACC (if you have ACC setup as a payment method) or AP – Automatic Payment.
Finally tick the ACC invoice that relates to the payment.
Select OK.
You will see a record of the payment back in the View Payor Transactions window:
Adding a Patient Fee to the ACC Treatment Plan
ACC allows the Dental Practice to charge a Patient Fee on top of the ACC fees.
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Click the [+1] button below the Service List, then create a new Service Code in the Add Service Item window, giving it a descriptive name such as “ACC Patient Fee”.
Add this Service Code as a line in the patient Treatment Plan:
Double click this line and update the Fee field as required:
Tick this Service code along with the rest of the ACC Service Codes completed today, then Charge when ready
Confirming an ACC Payment when ACC has not paid the full amount claimed
Follow the payment procedure instructions as outlined above.
Payment Amount - Confirm the amount received from ACC - even if this does not match the amount claimed.
Payment Method - Confirm that the payment was from ACC.
Tick the ACC invoice that relates to the payment
Select OK
The difference between the amount paid and the amount due will display on the Amount Open column on the Payor Transactions screen:
This situation needs further action to address the shortfall.
Transferring an outstanding balance back to the Patient
(ACC has not fully covered their treatment and further payment for the treatment is required)
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1. | Select the ACC desktop: If you have it set up in the workspace bar, select the Payors icon > ACC:  - or - Select File > Payors to open the Payors desktop, then select the ACC code:  >  |
2. | Select the [$] button to open the View Payor Transactions window. |
3. | In this window select the applicable transaction. |
4. | Select the [Transfer] button to open the Transfer Transaction window. Use this to confirm from which Invoice the Amount is being transferred. |
5. | If not displayed, type the Patient Code of the Patient on the Invoice. |
6. | Type the amount to be transferred. |
7. | Select the [OK] button. |
8. | Send the Patient an invoice and letter to confirm that the ACC has not fully covered their treatment and further payment for the treatment is required. |
Option - Create a custom ACC Service List Category
Create an ACC Service Category for selection in order to conveniently display just the ACC services when creating an ACC Treatment Plan:
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From the Chart Service List pane, select the Configure [Spanner] button to open the Service List Setup Wizard:
Tick the option to Create new service categories… (as shown above)
Select the Next > button to move to the next wizard page.
In the Select the services required in each category… page, proceed as follows:
Click the selector box to open the View Service Categories window.
Click the [+1] button to open the Add Service Category window.
Type “ACC” as the Description and tick the checkboxes as required.
Click OK to return to the View Service Categories window.
Note that at this point you will be prompted… select OK to continue:
Click OK to return to the wizard page.
With “ACC” selected as the Category, now tick all services that you want to see in this Category:
Select Finish.
The ACC category should now be available for selection in the Service List dropdown.