Sign In Reset Password

Articles in this section

Transaction Type Setup

Avatar
Karen Lewis
  • Updated
Follow

Summary
To accurately to post charges or a particular payment type to a ledger, (e.g., CareCredit), it is essential to ensure that the appropriate Transaction Type is configured in the Edit > Setup > Transaction Types within Cloud 9. The Transaction Type portion of the Edit > Setup menu includes all payments, adjustments, charges and clinical procedures. The configuration of these transaction types significantly affects their interaction with ledgers, treatment cards, reports, and various other functionalities in Cloud 9. While some transaction types are hard coded, (for instance, adjustment types visible in the balance adjustment window), there is also the flexibility to create and customize additional transaction types. This article will provide guidance on how to add new transaction types and explain the available selections within the Transaction Type Setup, along with their respective meanings.

 

Navigating Edit > Setup > 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.

 



Create a Charge Transaction Type
Once you have navigated to Edit > Setup > Transaction Types, you can add a new transaction type by clicking the blue plus "Add" button. This brings up the Edit Transaction Type dialogue box, where you can customize your new transaction type. In the below example, 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.

Step 1: Fill out the first field that is 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 I will add TX-ALIGN-I.


Step 2: SKIP the box to the right of Type Code that is labeled "Code" and is greyed out. This button should ONLY be used for pediatrics, or for ortho fee schedule transactions. To set up a transaction type using an ortho fee schedule, please see this article: Setting Up Ortho Fee Schedules. If you are setting up an orthodontic charge that is not a fee schedule, please leave this blank and move to the next step.


Step 3: Go to the next required field that is labeled "Description." This is where you will put a description of the charge you are adding. I will put Aligner Phase I Treatment for our example.

Step 4: Proceed to the next required field, the drop down called "Category." This is where you will select the category the transaction type you are created falls under. This one is a charge so I will select the "Charge" option.

Step 5: Continue to the next required field that is bold: "Amount." The amount field can have a default amount placed here, or you can leave it blank to add the amount manually when creating a contract or posting a charge to the ledger. For the example, I will enter the default amount for this practice, but this can be changed later as a charge is posted or in this example, a contract is started. 

Step 6: We can skip the field of "Gaidge", this only needs to be selected and enter a unique Gaidge identifier for the transaction if you have Gaidge integrated for reports. We can also skip the "Tracking" section. This section is generally only used for new patient exams and falls under the Edit > Patient > Tracking tab for changes. We can move on to the next step, picking the fore color of the transaction.

Step 7: We will pick the "fore color" of the transaction here. Clicking the drop down to the right of this field will show all available colors. A lot of practices like to choose red for their charges, blue for adjustments, and green for payments to match what is hard coded in Cloud 9. Some practices will change the color for a contract. This is the color that will post to the ledger and show the transaction type in Edit > Setup. For this example contract of Aligners Phase 1 Treatment, I will pick this test practice's contract color of fuchsia. 

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



Below, we will move to the bottom portion of the Transaction Type tab in the Add Transaction Type dialogue window for our new Transaction. 

Step 8: The next step is to pick any of the applicable options for the lower portion of the transaction type, the boxes that you must select if it applies to this transaction. For the example transaction I am creating, I will select "Is Contract" as it is a contract type. This automatically selects "Affects Production" as well, and gives the option to enter the default number of months in the "Is Contract" field but it is not required. Those are the two options I will pick for this transaction so the first tab looks like this.


Step 9: Next, we must click on the second tab that is labeled, "Transaction Codes". This is where we will add the CDT/Diagnostic Code for Insurance purposes or for the contract to pull for claims. For this example, I have entered by CDT code by clicking the blue plus and searching for the applicable code. You can also enter an amount but I have left mine blank. (Sample screenshot below.)



Step 10: At this point, the transaction type setup is complete and we can click the green save button. This saves the transaction type and adds it as a contract type to be selected when starting a contract, or to be searched when looking in Edit, Setup, Transaction Types. 

When setting up a new transaction type, the details in the lower section are all customizable. Below are a couple of different examples of what some different transaction types may look like, followed by a key that defines each check box you can select on a new or existing transaction type. 

 

Example Transaction Types
This is an example of a Ceph X-ray transaction type.


This is an example of a bleaching kit transaction.


This is an example of a discount adjustment.


This is an example of a payment type transaction.

 

 

Transaction Type Fields and their Definitions

Below is a list of the options to help guide you through setting up your Transaction Types. If the field is specific to a type, that type will appear after the field name in parenthesis. 
Transaction Type Options:

  • "Type Code" – A unique identifier for the transaction. If you are creating a charge that adds money to the ledger, you might consider adding a dollar sign $ to the code to help distinguish from a clinical procedure.
  • "Code"– This box should be left BLANK and greyed out unless it is for a pediatric charge using fee schedules, or an ortho charge using fee schedules. 
  • "Description" – The name of the transaction.
  • "Category" – Type of transaction being created. (Charge, Adjustment, Payment, or Correction.)
  • "Gaidge" – If you use Gaidge reporting, enter a unique code for this transaction.
  • "Amount" – The standard amount of the transaction. This can be modified when posting to a ledger.
  • "Fore Color" – The text color of a transaction. This helps identify different transaction types on a ledger.
  • "Tracking" – This area is typically used for new patient appointments.
  • "Show in Treatment Card" – Check when the charge is a procedure to display in the patient’s treatment card.
  • "Show on Deposit Report" – (Payment) Check to show on deposit report. Not used for credit cards and ACH items.
  • "Is Paid-in-Full Discount" – (Adjustment) Check this item when creating a PIF discount. This should be selectable when creating contracts.
  • "Affects Production" – (Charge) Check with the transaction should be considered a production item.
  • "Is Contract" – (Charge) Select when this is a contract charge, not one added to the ledger. This makes the charge selectable when creating a new contract. This item is checked when adding treatment fees.
  • "Show on Practice Summary" –This should be selected 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 this item when creating a courtesy discount. This 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. (Open Edge/Global Payments Integrated, Worldpay by FIS, Cloud 9 Pay, or PDDS Pay.
  • "Is Discount" – (Adjustment) Check this item when creating discounts. This 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" – This should only be selected if this transaction type should show on the is origin of start drop down field that appears in the top right of a contract when creating a new contract it 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.

Related articles