Insurance Plan

Add new or edit existing insurance plans from the Edit Insurance Plan window.

In the Family Module, double-click an existing insurance plan.


Patient Information

This information is specific to the patient.

Audit Trail: Click to view patient level insurance plan audit trail information. This audit trail is accessible to all users.

For an audit trail of changes made to the insurance carrier, insurance plan, benefits, or employer, see below.

Relationship to subscriber: (required) If the patient is the subscriber, the default is Self. Otherwise there is no default.

Optional Patient ID: No longer used by most insurance companies in the U.S.

Note: In 2012, most carriers switched to each patient being their own subscriber with a subscriber ID. If the practice plans to send e-claims in 5010 format, patients may need to be dropped from their family's plan and recreate them with subscriber as self, using the patient ID instead of the subscriber ID.

Drop: Remove a plan when a patient changes carriers or no longer has insurance coverage. Dropping an insurance plan does not delete the plan; it will still appear in the Insurance Plans for Family window. See Drop Insurance Plan.

Patient Plan ID: A system generated unique identifier that is useful for third party reporting.

Order: Determines the order this plan will show in the Family Module (primary, secondary, or supplemental insurance). 1 = primary, 2 = secondary, etc. The number can be changed at any time.

Eligibility Last Verified: The date that patient insurance eligibility was marked verified (manually or using the Insurance Verification List). Click Now to insert today's date.

Pending: Informational only. Identifies insurance information that is incomplete or unverified. If the the insurance company name is unknown, create a dummy carrier called Pending, check the Pending box, then come back later and fix it.

Hist: View history for procedures completed outside of the office. This is useful when tracking insurance frequencies. See Insurance History.

Ortho: View patient-specific information about the next time an orthodontic claim will be automatically generated when using Ortho Auto Claims.

Adjustments to Insurance Benefits: Enter any benefit amounts that have already been used this year (e.g., if the patient had treatment done at another office, or if the practice has just had a data conversion). Click Add to adjust benefits for amounts used so far. The amount automatically clears when a new benefit year begins. See Adjustments to Insurance Benefits.

Plan Info Tab (Insurance Plan Information)

This information is specific to the insurance plan and can only be edited by users with the Insurance Plan Edit security permission. Carrier information can only be edited by users with the Carrier Edit permission.

Audit Trail: View changes made to the insurance carrier, insurance plan, benefits, or employer. This audit trail is accessible to all users.

Pick From List: Select an existing insurance plan from the Insurance Plans list. Requires the Change existing Ins Plan using Pick List security permission. Alternately, drop the insurance plan before picking a new plan.

Note: Users who do not have the Carrier Create security permission, must use Pick From List to assign a carrier to a plan.

Insurance Plan ID: A system generated unique identifier that is useful for third party reporting and to filter the Insurance Plan List.

Medical Insurance: Check this box if this is Medical Insurance rather than dental. Only visible if Medical Insurance is turned on.

Employer: Optional. Will also be added to the Employers.

Carrier: Required. Click [...] to pick an existing carrier from the Carriers list or enter carrier information manually. If a user manually enters carrier information that doesn't exactly match an existing carrier, or if the user changes carrier information, a new entry is automatically added in the insurance carrier list.

  • Carrier information will be grayed out if the logged-on user does not have sufficient permissions.
  • Carrier information can only be edited from by users with both the Carrier Edit and Insurance Plan Edit permissions.
  • If the logged-on user changes information in any carrier field, a new carrier is created. If a different user has a plan open with the same carrier, and carrier information is edited by that user, a new carrier is also created.

Electronic ID/Payer ID: Provided by the insurance company if they accept E-Claims. Enter the ID manually or click Search ID to search the Payor ID list. If the carrier does not accept electronic claims, there are two choices.

Send Electronically: Determines whether e-claims can be sent electronically for this insurance plan. Defaults to the setting for the carrier (see Carriers) but can be changed by insurance plan..

Group Name: Typically the same as the employer. Used to identify differences in plans (i.e., if the same employer has multiple plan options.)

BIN: Benefit Identification Number. Issued by the carrier. Only displays when EHR is enabled in Show Features.

Group Number: Issued by the carrier.

Other Subscribers: Indicates the number of subscribers who use or have used this plan. Click the down arrow to see other subscriber names.

Plan Info Tab (continued)

Plan Type: The type of plan.

For help choosing the correct plan type and setup, see: Insurance Flow Chart or Capitation Flow Chart. See Insurance Plan Types for additional information.

Fee Schedule: The fee schedule used by this plan. If none, the provider's fee schedule is typically used. The only exception is if a fee schedule has been set on the Edit Patient Information window (e.g., a discount/cash fee schedule); this overrides other fee schedules.

Use Blue Book: Only displays when Plan Type is set to Category Percentage. When checked, the plan will use Insurance Blue Book to determine estimates. When unchecked, the plan does not use Blue Book for estimates. A confirmation message will display when unchecking this box.

Carrier Allowed Amounts: Set the fee schedule for out-of-network plans. Only one may be set at a time.

Other Fee Schedules: See Types of Insurance Plans for more information.

Other Ins Info Tab

Use Alternate Code: Use alternate procedure codes when submitting claims (e.g., Medicaid). To associate alternate codes (Alt Code) with procedure codes, see Edit Procedure Code.

Substitution code options: These options determine whether or not estimated fees for procedures are downgraded based on substitution codes. Associate substitution codes to procedures in the Procedure Code List. Also see Estimate Downgrades.

Claims show UCR fee, not billed fee: Show the UCR fees of the treating provider on claims instead of the insurance fee. Set the default value for new plans in Preferences.

Hidden: Hide this insurance plan in the Insurance Plan List so it can't be copied for use by other subscribers. If this plan has multiple subscribers, and it should be hidden it for all subscribers, also select the Change Plan for all subscribers radio button.

Claims show base units: Check this box to show base units on claims. Usually applies to medical insurance claims only. Base units are entered on the Edit Procedure Code window.

Claim Form: The form used for printed claims. Set the default in Claim Forms.

COB Rule: Select a Coordination of Benefits ( COB ) rule option.

Filing Code: For e-claims. If the carrier has an insurance filing code, select it. By default Commercial Insurance is used. If the filing code is incorrect, then the carrier will reject the claim. See Insurance Filing Codes.

Filing Code Subtype: If the insurance filing code has a specific subtype, select it.

Billing Type: The plan's billing type. If the preference for New patient primary insurance plan sets patient billing type is checked, and this is a new primary insurance plan, setting a billing type here will also assign the billing type to the patient on the Edit Patient Information window. (If an existing plan's billing type is changed, it will not automatically change the patient's billing type).

Exclusion Fee Rule: Only for PPO plan types. Select an option for how procedures not covered by insurance are billed. Exclusions are defined using Other Benefits, or by setting coverage at 0%.

Zero Out Write-off Override: Choose if the insurance plan uses the default Zero Out Write-off settings or an override.

Ortho Tab

The Ortho tab shows when Show Auto Ortho in account module is selected in Ortho Setup. Use it to enter plan information for orthodontic claims. This information will also show in the Auto Ortho tab. Information can only be changed by users with the Insurance Plan Ortho Edit security permission.

Ortho Claim Type: Select how the carrier wants to receive orthodontic claims.

If Initial Plus Periodic is the claim type, the following fields are also editable.

Subscriber Information

The subscriber is set when first creating the insurance plan.

Name: Displays the subscriber name. Click Change to change the subscriber.

Subscriber ID: Required and cannot be blank. If the patient has Medicaid, use the Medicaid ID number, then also fill in the Medicaid ID on the Edit Patient Information window.

Effective Dates: The effective dates of the insurance plan. The effective start date is required when using waiting periods. The end date does not terminate the plan; A user must drop the plan if it is no longer in use. If using Automation, the effective end date is used for the Condition, Insurance Not Effective. Set benefit renewal dates (calendar year or service year) in the Benefit Information section (see below).

Release of Information: Check this box if the patient has signed a form that states that the patient consents to the use and disclosure of protected health information to the insurance company in order to carry out payment activities. Signature on File will show in box 36 of the claim form.

Assignment of Benefits: Determines whether insurance payments are paid directly to the patient or provider.

  • If this box is disabled, the user does not have permission to change this setting (see Permissions, Insurance Plan Change Assignment of Benefits.)
  • Changes made to Assignment of Benefits are logged in the audit trail.
  • If using clinics, this setting can be overwritten by the Clinic Setting, Always Assign Benefits to the Patient. When the clinic setting is checked, Assignment of Benefits is always enabled, regardless of whether checked or unchecked in this window.

Notes: Notes specific to the subscriber and associated family members. These appear in bold red in the insurance grid.

Benefit Information

Request Electronic Benefits: If the practice has signed up for Electronic Eligibility and Benefits with a clearinghouse, and a Subscriber ID is entered, click Request to request benefit information or History to view a history of requests.

Import Benefits:

Benefits Last Verified: Indicates the date that insurance benefits were last marked verified (manually or using the Insurance Verification List). Click Now to insert today's date.

Don't Verify: Check this box to always exclude this plan from the Insurance Plan Verification List. To also exclude patients with this plan, see Insurance Verification Setup.

Double-click the grid to enter Benefit Information.


Plan Note: Enter notes specific to the insurance plan. This note will show for all subscribers on the plan. These appear in bold red in the insurance grid.

Label: Print the insurance carrier name and address on an individual mailing label.

Delete: If the plan has only one subscriber, this will delete the plan (remove it from the Insurance Plan List). If there are other subscribers, the plan will only be removed from this subscriber and associated family members on the plan.

Changing a Plan vs Creating a New Plan

Two radio buttons in the lower right determine whether plan editing insurance plan information updates an existing plan for all subscribers or creates a new plan.

Changing benefit information will not trigger a new plan (with the exception of benefit year). Changed benefits are at the plan level and apply to all subscribers.

If an existing plan is selected, the radio button setting is Create New Plan, and changes are made to insurance plan information fields, close the Edit Insurance Plan window before adding or editing benefit information for the new plan. If the window is not closed first, and benefit amounts are edited, any benefit changes will apply to both the new plan and all subscribers of the original plan.

  1. Click OK.
  2. Reopen the new plan.
  3. Double-click to edit Benefit Information.

To make changes to an existing plan, see Change Insurance Plan Information for steps on how to change employers, carriers, or update plan information for all subscribers vs single subscriber, etc. This may help avoid duplication errors.

Note: If a new plan is needed for the dependents on a plan, a new plan must be created instead. The same plan cannot be split between the subscriber and dependents.


When adding a fee schedule, I get the following prompt:

When Blue Book is enabled, adding a fee schedule to a Category Percentage plan will delete the Blue Book data for the plan. Only click Yes if this change is intentional.