Cloud 9: Transaction Type Setup

Keywords: transaction types, charge, adjustment, payment, CDT code, fee schedule, contract, edit library items, transaction type setup, fore color, is contract, affects production
Summary
This article reviews how to add and configure transaction types in Cloud 9, including charges, adjustments, and payments. It walks through a full setup example and provides a complete reference of every field and checkbox available in the Transaction Type setup window.

Overview
Transaction Types in Cloud 9 include all payments, adjustments, charges, and clinical procedures. How they are configured directly affects how they interact with ledgers, treatment cards, reports, and other areas of the software. While some transaction types are hard coded, such as adjustment types visible in the balance adjustment window, you also have the flexibility to create and customize your own. This article walks through how to do that and explains what each option means.

To accurately post charges or a specific payment type to a ledger, such as CareCredit, the appropriate transaction type must be configured in Edit > Setup > Transaction Types.

Navigating the Transaction Types Menu
Similar to other areas within Cloud 9 and the Edit > Setup menu, this section features a series of buttons located in the upper left corner. The blue + Add button allows you to create a new transaction type, while the white Edit button enables you to modify an existing transaction type. Additionally, there is a red Delete button for removing a transaction type.

On the upper right side, you will find a category dropdown menu that allows you to filter transaction types by category, enabling you to view charges, adjustments, or payment transaction types exclusively. Furthermore, a search bar located adjacent to the dropdown can be utilized to search within the category or within all transaction types for a keyword or keywords.

Next to the search bar, there is a Show Deleted button. When selected, this option will display deleted transaction types. By clicking on a deleted transaction type, you will have the ability to edit or restore it.

Creating a New Charge Transaction Type
Once you have navigated to Edit > Setup > Transaction Types, you can add a new transaction type by clicking the blue + Add button. This brings up the Edit Transaction Type dialogue box, where you can customize your new transaction type. In the example below, I will be adding a new contract type: Aligners Phase I Treatment. The first tab we will be working in is the one that says Transaction Type. This is where the main Transaction Type Details will be added. We will review the upper half first in the below steps.

Transaction Type Tab (Tab 1)
Step 1: Type Code
Fill out the first field called Type Code. This code should be a unique identifier for the transaction. No two codes in Edit > Setup > Transaction Types should be the same. For this example I will add TX-ALIGN-I. If you are creating a charge that adds money to the ledger, consider adding a dollar sign to the code to help distinguish it from a clinical procedure.

Step 2: Code Field
Skip the Code field to the right of Type Code. This field should be left blank for standard orthodontic charges. It is only used for pediatric charges using fee schedules or ortho charges using fee schedules. For fee schedule setup see the Setting Up Ortho Fee Schedules article.

Step 3: Description
Enter a description of the charge in the Description field. For this example I will enter Aligner Phase I Treatment.

Step 4: Category
Select the appropriate category from the Category dropdown. Since this is a charge I will select Charge. Options are Charge, Adjustment, Payment, or Correction.

Step 5: Amount
Enter a default amount in the Amount field, or leave it blank to enter the amount manually when creating a contract or posting a charge to the ledger. For this example I will enter the default amount for the practice, which can be changed later.

Step 6: Gaidge and Tracking
Skip the Gaidge field unless your practice uses Gaidge reporting, in which case you would enter a unique Gaidge identifier here. Skip the Tracking section as well. This is generally only used for new patient exams and relates to the Edit > Patient > Tracking tab.

Step 7: Fore Color
Select a color from the Fore Color dropdown. This is the color the transaction will display in the ledger and in Edit > Setup. Many practices use red for charges, blue for adjustments, and green for payments to match Cloud 9’s hard coded colors. For this example I will select fuchsia as the contract color for this test practice.

Below is a screenshot of how our Aligners Phase I Treatment transaction looks up to this point.

Step 8: Lower Portion Checkboxes
Select any applicable checkboxes in the lower portion of the Transaction Type tab. For this example I will select Is Contract since this is a contract type. This automatically selects Affects Production as well and gives the option to enter a default number of months, though that is not required.

Transaction Codes Tab (Tab 2)
Step 9: Add the CDT Code
Click the Transaction Codes tab, (the second tab at the top of the Add Transaction Type dialoge window), and click the blue + to search for and attach the applicable CDT or diagnostic code for insurance purposes or for the contract to pull for claims. You can also enter an amount here but it is optional.

Step 10: Save
Click the green Save button to complete the setup. The new transaction type will now be available to select when starting a contract or to search in Edit > Setup > Transaction Types.

Example Transaction Types
Below are a few examples of how different transaction types may look when configured. These can be helpful as a reference when setting up your own.

This is an example of a Ceph X-ray transaction type. It has Show in Treatment Card, Affects Production, and Show on Practice Summary selected. It is a charge category, and says Cephalomentric Xray in the Description. The second tab Transaction Codes has the proper CDT code attached as well, though it does not show in the screenshot.

This is an example of a bleaching kit transaction. It has Affects Production and Show on Practice Summary selected and has Bleaching Kit in the description. The second tab Transaction Codes has the proper CDT code attached as well, though it does not show in the screenshot.

This is an example of a discount adjustment. It has Show on Adjustment Report and Show on Practice Summary selected.

This is an example of a payment type transaction. It has Show on Deposit Report, Is Credit Card, and Is Insurance selected.

Transaction Type Field Definitions
Use this reference guide when setting up or editing any transaction type. Where a field applies only to a specific transaction type, that type is noted in parentheses.

• Type Code: A unique identifier for the transaction. Consider adding a dollar sign to codes for charges that add money to the ledger to distinguish them from clinical procedures.
• Code: Leave blank unless this is a pediatric charge using fee schedules or an ortho charge using fee schedules.
• Description: The name of the transaction as it will appear in Cloud 9.
• Category: The type of transaction being created. Options are Charge, Adjustment, Payment, or Correction.
• Gaidge: If your practice uses Gaidge reporting, enter a unique code for this transaction here.
• Amount: The standard amount of the transaction. This can be changed when posting to a ledger.
• Fore Color: The text color of the transaction on the ledger. Helps visually distinguish different transaction types.
• Tracking: Typically used for new patient appointments.
• Show in Treatment Card: (Charge) Check when the charge is a procedure that should display in the patient’s treatment card.
• Show on Deposit Report: (Payment) Check to show on the deposit report. Not used for credit cards or ACH items.
• Is Paid-in-Full Discount: (Adjustment) Check when creating a PIF discount. Should be selectable when creating contracts.
• Affects Production: (Charge) Check when the transaction should be considered a production item.
• Is Contract: (Charge) Select when this is a contract charge rather than one added directly to the ledger. This makes the charge selectable when creating a new contract and is checked when adding treatment fees.
• Show on Practice Summary: Check when the transaction should appear on the Practice Summary Report.
• Show on Adjustment Report: (Adjustment) Check when the transaction should appear on the adjustment report.
• Is Late Fee: (Charge) Check when the transaction is a late fee.
• Is Courtesy Discount: (Adjustment) Check when creating a courtesy discount. Should be selectable when creating contracts.
• Is Credit Card: (Payment) Check when the transaction is a credit card payment type and your practice has an integrated payment processor with Cloud 9 such as Open Edge/Global Payments Integrated, Worldpay by FIS, Cloud 9 Pay, or PDDS Pay.
• Is Discount: (Adjustment) Check when creating discounts. Should be selectable when creating contracts.
• Is Insurance: Check to indicate bulk insurance payments and bulk insurance adjustments.
• Is No Show Fee: (Charge) Check when the transaction is a no show fee.
• Is Origin of Start: Select only if this transaction type should appear in the Origin of Start dropdown field in the upper right of a contract when creating a new contract. This is an optional field.
  
  
   

As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.