Lining up your daily bank feed with daily practice payments is an easy task if you understand the basics. Bank reconciliation should be done each day so errors are picked up and investigated straight away. With bank feeds via MYOB or XERO this should be a quick task which takes no more than 2 minutes.
Regular reconciliation makes end of month calculations a simple quick task.
1. Send all your income to the one bank account and set up another account for payments. This makes it clean and easy to see. (If this is not your current practice then set up the second account for payments and leave your income coming into your existing account.)
2. Print off a bank statement and look at the entries. Become familiar with how and when you are paid. The following relates to NAB but will be similar for any bank. These are the credit entries in my online bank transaction area in NAB:
2.1 Deposits – this is our total of cash + cheques together. If these are banked daily life is easier. (Banking of cash and cheques is done the day following the payment.)
2.2 Eftpos – this is banked daily via our hicaps terminal which settles at 8.45 pm each night and is banked on the day they are processed at our practice (Practices can manually select to “settle” if they want a different time.). Note: refunds are not processed until the following day and are separate to credits.
2.3 Hicaps – this is banked the day AFTER they are claimed by our practice. If a reversal is made then this is included in that days’ claims. Claims made after about 9pm may not appear until the day after.
2.4 DVA – Vet Affairs are claimed online by our staff and are paid in 1-2 days usually. The bank entry will have the provider number in the bank entry. The totals are somewhat unpredictable but always just for a single dentists. Once paid the statements can be accessed from the HPOS or PRODA accounts.
2.5 CDBS – This is paid per practitioner and will be paid 2 hrs to 2 days. Usually the next day. The bank entry will have the provider number in the bank entry. Payment or refusal reports are available at HPOS or PRODA accounts.
3. Oasis software – Closing off of banking
Closing off of banking is a process undertaken by reception. It clears off that part of banking and payments which is considered correct and “finished with”.
[Learn how to “keep” and “release” banking in Oasis – you can do this for individual transactions and for whole pages of transactions. You can also set a default for each type of banking. Learn how to only view certain types of banking in Oasis e.g. find only cash and cheques.]
3.1 Deposits – Cash and cheques are “released” and closed off each end of day (Oasis task). The money and cheques are put in a deposit slip/envelope and our petty cash is counted to make sure no errors have occurred. A deposit slip is printed.
The deposits are checked the next morning and then taken to the bank and deposited with a teller. This is done via tellers because we got tired of disputed amounts when we placed money in “night banking”. Our staff need to be accurate when they are standing with a teller! Daily banking helps with reconciling Oasis and the bank. If you banked less frequently you would NOT close this off until you were ready to bank it.
3.2 Eftpos – This is closed off with Cash and Cheques at the end of the day. If a reversal has occurred during the day this MUST be released and closed off separately. Staff are NOT permitted to do a reversal except on the day it occurred. e.g. they can not have the HICAPS password.
3.3 HICAPS – This is closed off the next day. (first thing before we start with patients). Staff go onto the HICAPS website and print off the relevant days transactions and compare it to our HICAPS total and if it is the same the HICAPS is released and closed off.
3.4 DVA – any invoices to Veteran Affairs are held in the Marked Payment area of the Veterans Affairs account in Oasis. As the payment appears on the bank feed the payment is marked off as a DirectDebit. This direct debit can then be closed off as a distinct payment.
3.5 CBDS – These payments appear in the Oasis banking screen for Eclaims but are always placed on KEEP until they appear in our bank feeds as paid. As long as CDBS payments are NOT released from Oasis they can be altered. e.g. if they don’t get paid we can alter then and then they do not appear as incorrect on individual dentists monthly summaries.
As CDBS payments appear on our bank feeds they are “released” and closed off. Closed off totals must match a bank feed entry. i.e. Dr X get paid $240 from CDBS in one bank entry and Dr X gets paid $47 in another bank entry. Each of the bank entry totals are closed off separately so $240 is closed off, then $47 is closed off. This way we can relate each bank entry with a Oasis close off.
After the HICAPS close off each morning staff also print off the Daily Oasis Bank summary for the previous day and this is used for bank reconciliation. Except for Cash and Cheques (totaled together), each figure is entered as a separate sales amount in MYOB and it will be matched with a separate bank feed entry. (takes about 2 minutes. Remember to put them in as Paid Sales or the bank feed in MYOB wont find them)
PRODA (Provider Digital Access) for the dental practice
Now you will need a PRODA login* to claim payment immediately for Child Dental Benefits Schedule and Veteran’s Affairs. Online claiming is easy and brings enhanced cash flow to your dental practice. At our practice all our receptionists have become familiar with HPOS, checking out CDBS eligibility and claiming payments straight away from the government.
[Go to the Dept of Human Services web site now to find out more]
SmartDentist is helping dental practice get their the new PRODA system up and running.
Record your PRODA ID in your staff profile on Smartdentist AND Smartdentist creates a PRODA ID list that can be printed or emailed so people can easily ‘delegate’ to each other. This is a great place to keep these details and as staff come and go you don’t have to try and remember where you placed your PRODA ID.
SmartDentist Staff Profile also allows you to record an additional email address.
We use this additional email address for the PRODA 2 step verification (so reception staff don’t need their mobile phones or to access their home email while working at reception). The SmartDentist Staff profile allows me to let the staff know what email address they should setup for their PRODA login.
Creating individual staff emails using your domain name (email aliases)
For those practice managers unfamiliar with creating an “email alias” you can actually have firstname.lastname@example.org, email@example.com, and firstname.lastname@example.org all as email aliases for email@example.com. e.g multiple email names for the same email address.
Depending on your email system it may cost up to $7 per user per month for additional emails, but not if you are using an email alias!
*PRODA login for the HPOS on the Dept of Human Services site is not compulsory yet but the USB connections for our reception computers have been damaged by “USB stick in – USB stick out” and we want our system up and running BEFORE they close down the PKI certificates.
The ADA is wanting feedback and they have engaged a firm to survey members.
What happens when you give feedback to an organisation?
Have you ever asked others for feedback? Before you start asking employees or customers, patients or family for feedback think about the reaction others give to your wise feedback.
A wise friend of mine advised me to always classify ‘feedback’ into ‘Coaching‘ or ‘Criticism‘. Take onboard coaching and ditch criticism.
There are great lessons to learn in watching reactions of others to feedback (because we aren’t very good in seeing this in ourselves)
- No-one wants to know what they don’t know they don’t know.
- Feedback creates ‘push back’ so what you complain about becomes more exagerated than ever. You just reinforced the action that you criticised
What feedback would I offer the ADA?
I believe the ADA is at a Cross Road.
The ADA needs to refocus and reinvent itself.
In the past the ADA was the source of information and knowledge. Knowledge gave the ADA power – both over its members and for its members. The internet has changed all that. It is faster and better and more accurate to gain knowledge from the internet. You can find the original source of information e.g. Look up the Privacy commissioner report on sending original radiographs in the mail. It is surprisingly different to the ADAVB slant in its news bulletin report.
I find the ADA’s view and way of addressing issues somewhat negative with an old fashioned “professional superiority” point of view.
For example, suggesting that dentists ensure that patient bear the consequences of deficiencies or difficulties in the new Child Dental Benefits scheme.
What is your experience as an ADA member? Have you ever tried to give feedback to the ADA?
I don’t think there is evidence-based research to show that member surveys ever resulted in any meaningful change! 🙂
Child Dental Benefits Scheme
3.4 million children will be eligible
Are you prepared or would you like some help?
- Are you aware that a patient can come back to you any time after treatment and ask you to re-bill them as eligible for the Child Dental Benefits Scheme? NO?
READ this NEW important additional information
As patients can make a claim later it seems very important to get things ‘right’ from the start.
- For my own practice I have developed and laminated:
a) a page for the receptionists; so they can learn what they need to do in our practice with the CDBScheme.
b) a page for receptionist to give to parents of children so they can read it in the waiting room and check out whether they are eligible.
What have you got working in your practice?
Accreditation and your website
I also make general websites for Dental practices and I manage and update all the information. For more information and examples of my websites see www.localdentist.com.au. I can work with your own graphic designer.
My local dentist websites include the following features to help with Accreditation standard compliance
- Complaint and compliments form (Standard 1.15.1)
- Information about the Australian Charter of healthcare rights (Standard 1.17.1 & 1.17.2)
- Information about infection control for patients and safety and quality in dental practice (Standard 3.19.1)
- Meaningful consumer information (Standard 2.7.1) – the whole of each site (all developed and update by local dentist.com.au)