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Manually Fixing DBM Errors 

When you run a Database Maintenance check, some errors need to be fixed manually. These cases are indicated clearly in the log results.  Below are examples of results, how to fix errors, and why they may occur.

Database Maintenance
Check Name
Open Dental Text Explanation Manual Fix Why it Happens
AppointmentComplete
WithTpAttached
Completed appointments with treatment planned procedures attached Completed appointments have treatment planned procedures attached. Manually delete the procedures or set them complete. You have opened completed appointments, highlighted procedures, then clicked Cancel instead of OK. Cancel does not undo the selection of procedures, so they may remain treatment-planned.
AppointmentScheduled
WithCompletedProcs
Scheduled appointments with completed procedures attached

Scheduled appointments have completed procedures attached.

If the Appointments are in the past, manually set each appointment complete or set each procedure's status to treatment planned.
-completed apps = completed procedures
-scheduled apps = treatment planned procedures

If the appointments are in the future, the procedures will detach from from the appointment once the notification is received. Manually revisit each appointment and reattach the procedures.

Someone set procedures complete from the Chart but never completed the appointment they are attached to.
BenefitsWithPartial
DuplicatesForInsPlan
Insurance plans with partial duplicate benefits found

Multiple benefits on a single insurance plan are nearly identical except they have differing Percent or MonetaryAmts

In Lists, Insurance Plans double-click the matching insurance plan to open it, then double-click benefit information to open the Edit Benefits window. Check that the box in the top left called "Simplified View" is unchecked, then look through the benefits list to find any duplicates, double clicking and deleting them.  Click OK twice to close the windows.

Either a duplicate benefit was entered manually, or in an older version a bug sometimes created a duplicate benefit when adding a plan to a patient and changing benefit information.

ClaimPaymentCheckAmt

Claim payment sums found incorrect

Insurance payments amounts do not match the amounts of the claims they are attached to. Edit the claim's "Ins Pay" or insurance payment amount so that they match.  
ClaimPaymentCheckAmt Deposit sums found incorrect Deposits amounts do not match the payments they are attached to. Edit the deposit so that its amount matches the payments it is attached to.

 

ClaimPaymentsNotPartial
WithNoClaimProcs
Insurance payments with no claims attached that are not marked as partial Insurance payments are not marked as Partial, yet they have no insurance claims attached. In the Manage module, click Batch Insurance. Find the insurance payment and delete it.  
ClaimProcPreauth
NotMatchClaim

ClaimProcs for preauths with status not preauth

Insurance estimates attached to a preauthorization do not have a status of "PreAuthorization". Find the preauthorization and open it. Click OK. A message should appear saying, "Status of procedures was changed back to preauth to match status of claim." The status of the insurance estimate was manually changed.
ClaimProcStatus
NotMatchClaim
ClaimProcs with status not matching claim found Insurance estimates attached to a claim have a status that does not match the claim status. In the Account module, double click the claim. If the claim is marked as received but the insurance estimate isn't, click OK to mark all procedures as 'received'. If the claim isn't marked as received, open the insurance estimate and change its status to match the claim. The claim has a 'received' status, but not all procedures in the claim have a 'received' status. In most cases, the status of the insurance estimate was manually changed.
ClaimProcWriteOffNegative Negative writeoffs found Patients with procedures have negative writeoff amounts. Go to the patients listed and manually correct the writeoff amounts on the insurance estimates. A negative writeoff amount was entered.

PaymentAmtNotMatch
PaySplitTotal

Payments with amounts that do not match the total split(s) amounts. There are payments with paysplits attached but the total amount of all paysplits do not match the total payment amount. Go to the patient's account and manually edit the payment amount or paysplits so that the amounts match.  
PatientsNoClinicSet Patients with no Clinic assigned The office has clinics enabled, but there are patients with no clinic set. Edit the patient's info to assign them a clinic. No clinic was assigned to the patient.
PatientPriProvHidden Hidden providers with patients There are patients whose primary provider has been marked as hidden from the list of providers. Either unhide the provider, or go to Lists, Providers to move all patients from the hidden provider to another provider. Someone hid a provider without reassigning their patients.
PatPlanOrdinalDuplicates PatPlan duplicate ordinals Insurance plan entries for a patient have the same ordinal. Go into each account's Family Module, double click the secondary insurance plan and set Order to "2".  
PayPlanChargeProvNum Pay plans with charges that have providers missing Payment plan charges do not have a provider set. Open the payment plan, and double click on the charge. Set the provider on the charge.  
PaySplitAttached
toDeletedProc
Paysplits attached to deleted procedures Patient payments with payment splits are attached to a procedure that was deleted. In the Account module, double click the payment. Find the payment split in the grid and double click it. detach the payment split from the procedure or delete the payment split. In past versions we allowed you to delete procedures that were still attached to patient payments.
PaySplitWithInvalidPrePayNum Paysplits attached to deleted prepayments. A prepayment was deleted after it was allocated to a pay split. In the Account module, double click the allocated paysplit (transfer) and delete it. In past versions we allowed you to delete prepayments that were allocated.
ProcedurelogMultiple
ClaimProcForInsSub
Procedures with multiple claimprocs for the same insurance plan Procedures have multiple insurance estimates for the same insurance plan. Go into the account's Chart Module, double click the procedure, double click the duplicate estimate at the bottom, delete duplicate estimate. There were additional estimates added to the procedure manually. Or in some cases, insurance was added to the patient after the procedure was already completed.
ProcedurelogTp
AttachedToClaim
Procedures attached to claims with status of TP Procedures with the status of treatment planned are attached to an insurance claim.

Option 1: Go to the Chart module, double click the procedure, click Edit Anyway, then change the status to Complete.

Option 2: If the procedure should have a status of treatment planned, it needs to be detached from the claim. Either delete the claim or split the procedure into its own claim then delete the split claim.

Procedure status is changed after it is attached to a claim (using Edit Anyway button).

ProcedurelogNotCompl
AttachedToComplLabCanada

 

Completed lab fees with treatment planned procedures attached Treatment planned procedures have Canadian lab fees attached that are marked as completed. These statuses do not match. Fix manually from within the Chart module. The status was manually changed.
RecallDuplicatesWarn Number of patients with duplicate results Patients have duplicate recall entires for the same recall type. Go into each account's Family module and delete the duplicate Recall item. A recall was manually added to in the Family module, Recall area. Open Dental automatically creates recalls based on recall types. There is no reason to manually create them.
UserodDuplicateUser

Users with duplicates

Multiple user accounts that are not hidden have the same username. Go to Setup, Security and hide all but one of each unique user. Duplicate user accounts were created but one of them was not hidden.

 

 

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