Keywords: CDT codes, transaction types, fee schedules, edit library items, codes setup, transaction codes, merge utility
Summary
This article covers how CDT codes are set up and used in Cloud 9. It walks through entering codes, attaching them to transaction types, the difference between fee schedule and non-fee schedule practices, and how to manage obsolete codes using the Merge Utility.
Overview
CDT Codes (Code on Dental Procedures and Nomenclature) are defined by the ADA and used to document services delivered to patients. In Cloud 9, CDT codes need to be entered and attached to the correct transaction types so they populate correctly on contracts and insurance claims. How you set them up depends on whether your practice uses fee schedules or not, and this article walks through each scenario.
Entering CDT Codes
CDT codes are entered in Cloud 9 by navigating to Edit > Setup > Codes. You will need the Edit Library Items permission to access this area. This permission must be granted by your practice.
Once the codes your practice uses are entered, they need to be attached to the correct Transaction Types. Navigate to Edit > Setup > Transaction Types (also requires Edit Library Items). Only Transaction Types that are Charges should have a CDT code attached. Payments and adjustments do not need one.
When you open a Transaction Type to edit it, you will notice three tabs at the top:
- Transaction Type
- Transaction Codes
- Fee Schedules
How you use these tabs depends on your practice type, outlined below.
CDT Code Placement: Which Tab to Use
When you navigate to Edit > Setup > Transaction Types, select a transaction type and click Edit. A window will open with three tabs at the top:
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Tab 1: Transaction Type: This is where most of the transaction details live such as the description, category, amount, and color. There is a Code field on this tab but it should only be used in specific situations outlined below.
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Tab 2: Transaction Codes: This is where orthodontic practices that do not use fee schedules will attach their CDT code.
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Tab 3: Fee Schedules: This is where practices using ortho fee schedules will configure fee schedule information after entering the code on tab 1.
Standard Orthodontic Practices (No Fee Schedules)
If your orthodontic practice does not use fee schedules, attach the CDT code on the Transaction Codes tab (Tab 2) by clicking the blue + to search for and select the code. This ensures the correct CDT code populates on contracts and insurance claims.
Important: Do not enter the CDT code in the Code field on the Transaction Type tab (Tab 1). That field is reserved for pediatric and fee schedule practices. Entering it there incorrectly can cause issues with how the transaction type behaves in Cloud 9.
Repeat this process for every Transaction Type that is a Charge and needs a CDT code attached.
Orthodontic Practices Using Fee Schedules
If your practice uses ortho fee schedules, the setup is a two step process:
- Enter the CDT code in the Code field on the Transaction Type tab (Tab 1). Be aware that entering the code here will lock the amount on the transaction type so it cannot be changed manually when posting. Make sure all other transaction type details such as description, category, and amount are fully configured before entering the code here.
- Set up the fee schedule information on the Fee Schedules tab (Tab 3).
See the Setting Up Ortho Fee Schedules article before proceeding with this setup.
Important: The decision to use or not use fee schedules must be made by your doctor or leadership team. Cloud 9 cannot make that determination for your practice.
Pediatric Dentistry Practices
The Code field on the Transaction Type tab (Tab 1) is used by practices providing Pediatric Dentistry services. This applies to a very small number of the practices we serve. Pediatric Dentistry practices will also use fee schedules, so the same two step process above applies. Make sure all other transaction type details are fully configured before entering the code in the Code field, as doing so will lock the amount.
Troubleshooting: Insurance Percentage Not Calculating in Charting
If your office notices that insurance percentages are not calculating correctly for a patient, particularly in the charting section, and everything else appears to be set up correctly such as fee schedules and benefits, check the UCR fee schedule for any CDT codes with a blank Category field.
A missing category on a CDT code can cause the insurance calculation to break. To fix this:
- Navigate to Edit > Setup > Codes.
- Find the code with the blank category and click Edit.
- Click the Category dropdown. The correct category should highlight automatically.
- Select it and save the changes.
This is worth checking any time charting or insurance calculations seem off and no other obvious cause can be found.
Managing Obsolete CDT Codes
It is strongly advised not to delete CDT codes from your Cloud 9 system. Once entered, they become linked to many parts of the system and deleting them can cause damage. If a code has become obsolete or is no longer in use, the correct way to manage it is through the Merge Utility.
To access the Merge Utility navigate to Edit > Run Utility > Merge Utility. You will need the Run Utilities permission to access this area.
For full instructions on using the Merge Utility, see the Merge Utility article here.
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.