Manually Fix 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|
|AppointmentCompleteWithTpAttached||Completed appointments with treatment planned procedures attached||Completed appointments have treatment planned procedures attached.||Manually delete the procedures, set them complete, or detach them from appointment.||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.|
|AppointmentScheduledWithCompletedProcs||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 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.|
|BenefitsWithPartialDuplicatesForInsPlan||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.
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.||
After an insurance payment has been finalized, a user has re-opened the insurance payment window and manually adjusted the Ins Pay amount so that it no longer matches the sum of payment amounts from the attached claim(s). Edits to insurance payments are logged in the audit trail under Permission InsPayEdit.
|ClaimPaymentsNotPartialWithNoClaimProcs||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.|
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.|
|ClaimProcStatusNotMatchClaim||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.|
|ClinicNumMissingInvalid||Clinic Number is missing or invalid||One or more patients are assigned to clinics that do not exist in the database.||After running a DBM fix, go to Lists, Clinics. Update clinic name and information as needed.||A bug in the system created an invalid clinic.|
|DepositsWithIncorrectAmount||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.|
|TransactionsWithFutureDates||Future dated transactions||Transactions in the Account module have future dates associated.||Go into the transactions and edit the date.|
|Payments with amounts that do not match the total split(s) amounts.||There are payments with pay splits attached but the total amount of all pay splits do not match the total payment amount.||Go to the patient's account and manually edit the payment amount or pay splits 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.|
|PaySplitAttachedtoDeletedProc||Paysplits attached to deleted procedures||Patient payments with pay 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.|
|PaySplitAttachedToInsurancePaymentPlan||Paysplits and/or ClaimPayments are attached to payment plan with the incorrect type.||Find problem payments and detach them from payment plans.||Paysplits or ClaimPayments accidentally got attached to a payment plan with the incorrect type.|
|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 pay split (transfer) and delete it.||In past versions we allowed you to delete prepayments that were allocated.|
(moved to Old Tab)
|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.|
|ProcedurelogTpAttachedToClaim (moved to Old Tab)||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).|
|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 entries for the same recall type.||Go into each account's Family module and delete the duplicate pay split 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.|
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.|