Import, Add, or Manage Fee Schedules – CareStack

Fee schedules are lists of charges for specific dental services that are set by the practice. They are crucial for generating the appropriate fees for patients based on their insurance plans or the clinicians delivering the service. Fee schedules can be customised and assigned to specific insurance carriers, plans, clinicians, specialities, or locations within the practice. This ensures that the correct fees are applied to the services rendered, which is essential for accurate billing and reimbursement.

Let's see how to import a fee schedule, add a new fee schedule, or manage existing fee schedules according to your preferences.

Topics Covered

Import a Fee Schedule From your PC
Add a New Fee Schedule
Manage Fee Schedules

To view and manage fee schedules, follow the navigation path given below.

Navigate to the System Menu > select Practice Settings > Fee Tables > Fee Schedules.

Utilise the search bar to find the intended fee schedules from the list on the left.
You can view the fee schedules by Fee Schedule, Code and Clinician.
Click View History or History icon when you View by Fee Schedule or View by Code to see the history of the insurance plans.

Import a Fee Schedule From your PC ⌵

To import a fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click Import on the top right.

Select Browse from the Fee Schedule Import slide-out and locate the file on your computer.

Drag and drop the intended fee schedule file to the dedicated box on the slide-out.
Once the file has been selected, it will be displayed under the Import File Details section.

Select the Import as New option as the Mode of Import.

Tip: If you do not want to create a new fee schedule, you can choose to Merge With Existing fee schedule or Replace Existing.

Note: While importing the Excel file, ensure that the Procedure Code and Fees are listed at the top. Anything besides the Procedure Code and Fees columns will cause an error in CareStack. A maximum of 25 files can be imported at a time.

Enter the following details after choosing the file:
- Name: New name for this fee schedule.
- Type: Choose whether this is a UCR fee schedule. (A UCR is usually your standard office fee that is charged at your location. A UCR can also be set up for a specific clinician or speciality at your practice as well.)
- Description: A description of the fee schedule, if necessary.
- Notes: Any necessary notes in the pop-up.
- Colour: Choose a colour for the fee schedule.
- Click Import.

Add a New Fee Schedule ⌵

To add a new fee schedule, perform the steps below.

Select the View by Fee Schedule tab.
Click + Add Fee schedule on the top right.

On the 'Add Fee Schedule' slide-out:

Enter the Name and Description for the fee schedule.
Select the Type for the new Fee Schedule.
Add any relevant Notes, if needed.
Choose a Colour for the fee schedule.

Choose the Category of the codes from the left to see corresponding codes.
Select the required Procedure Code(s) to add.
Enter the Fees.
- Add Future Fees and the Effective Date, as required.

Note: If you need to import Procedure Codes from an existing Fee Schedule, click Import from existing fee schedule > select the required Fee Schedule from the drop-down menu. The codes will be automatically selected for you.

Click Save.
- To save and close the slide-out, click Save & Close.

You will receive a toast notification stating 'Fee Schedule added successfully'.

Manage Fee Schedules ⌵

To edit a Fee Schedule:

Select the desired fee schedule from the left.
Click Edit.

On the 'Edit Fee Schedule' slide-out, you can edit the following details:

Name and Description of the fee schedule.
Apply Undulation: To change fees gradually, choose if the undulation should Increase or Decrease.
- Add the percentage.
- Click Apply.
Procedure Codes: Check or uncheck the required codes to add or remove.
Fees, Future Fees, and Effective Date: Add or edit the required fees to the corresponding fields against the procedure codes.
Notes: You can edit the notes or add if empty.
Colour: Update the colour of the fee schedule, if needed.
Click Save after making the changes.

Download/Print Fee Schedule

Users can download or print fee tables and insurance data to a .CSV spreadsheet as needed. Items like Fee Schedules, Tables of Allowance, Fee Registers, Employers, Carriers, and Plans can be downloaded. This is based on permissions, so if you are unable to do it, check with a Super Admin at your practice.

Select the required fee schedule.
Click Print or Download as required.
- This will provide the entire grid area, including all the columns (except history information) and their corresponding column headers.
- A timestamp will also be included in the file name.