WA Government Dental Subsidy Service

In Western Australia, subsidised emergency and general dental care for adult concession cardholders is available through public dental clinics or private dental clinics participating in the Government Subsidised Dental Health Care Scheme.

Holders of a current Health Care Card or Pension Concession Card are eligible for emergency and general dental care at the basic rate of subsidy. Dental treatment provided at a Public Dental Clinic is subsidised by the Western Australian Government up to a maximum of 75% of the cost of the treatment. The level of dental subsidy you are entitled to receive is based upon the income you receive from Centrelink.

The purpose of this article is to explain how to manage invoices for the Dental Services Subsidy for all eligible patients within D4Web only, by setting up the Responsible Parties for the Insurances correctly.  This will allow for the Government invoices to be managed according to one responsible group and payments can be receipted from one group.

Setup Insurance

1. 1. Click the navigation menu > Insurance > Insurances page 
   2. Operations toolbar > New Record
      1. Name: Government Dental Service Subsidy
      2. Abbreviation: GDSS
         

2. Setup Insurance Plan 1:

   1. While still in the GDSS Insurance Fund, click ADD 
      

   2. Plan code: DS50

   3. Plan name: Dental Subsidy Rebates 50%

   4. Tick Co-payment is allowed

   5. Click the Edit icon to edit the plan period and set the Active date From / To
      

   6. Enter the rebates of 50% in the Benefit Schedule section

   7. Click OK
      
      

3. Setup Insurance Plan 2

   1. While in the GDSS Insurance Fund, click ADD

   2. Plan code: DS75

   3. Plan name: Dental Subsidy Rebates 75%

   4. Tick Co-payment is allowed

   5. Click the Edit icon to edit the plan period and set the effective date to 01/01/1900
      

   6. Enter the rebates of 75% in the Benefit Schedule section

   7. Click OK

   8. After both plans are setup they will appear in the GDSS Insurance Plans section
      
      

4. New Insurance Plan periods

   1. When new rebates come into affect and new amounts are to be setup:

      1. Double click to open the plan

      2. Click create a new period icon

      3. Add the date of commencement of the new schedule in the New Period Start Date window.

         1. Click OK

      4. Once this new period has been created the new rebates can be entered for this period.
      5. Click OK 
         

Setup Fee Level 

Create a new fee level to match the WA Scheme Insurance plan created above.

For Scheme:

1. Create a Scheme fee level

2. Populate the fees with the values from the Scheme fee schedule

Setup Patient Fee Level and Insurance

1. Click the navigation menu > Patients > Patients page > Insurance/Various tab

2. Fee Level: Select GDSS Fee Level

3. Insurance Level: DS50 or DS75

Process Invoice

This process should only be followed after the patient is setup with the correct Fee Level and Insurance Fund

1. Click the navigation menu > Patients > Treatment page

2. Enter treatment items as required

3. Press F2 to create a New Invoice

   1. Tick Show Extended Attributes > Tick Auto Allocation
      
      

   2. A window will appear explaining how much is to be paid by the patient and the insurance

   3. Click OK
      

4. Click RECEIVE PAYMENT and enter the patient's payment details

5. if more than 1 invoice outstanding, untick Autoallocate Payments box and enter the amount against the patient's amount outstanding
   

Debtors

Payments outstanding for GDSS should be put on hold in the Debtors page to ensure no letters or calls are made following up the amounts

1. Click the navigation menu > Debtors & Marketing > Debtors page

2. Highlight the Invoice/s and click HOLD REM1, 2, 3, 4

Receive Payments

When you receive a bulk payment for multiple GDSS invoices, the amount will have to be entered into D4Web so the invoices are no longer outstanding.

1. Click the navigation menu > Patients > Receipts page

2. Create a New Receipt

3. Change the Payment from to Insurance > Government Dental Subsidy Services

4. A list of all patients with an invoice outstanding to GDSS will appear in the Invoices list

5. Enter the total amount of the payment received

6. Untick Autoallocate Payments and enter the amount paid per patient against their outstanding amounts

7. Click CREATE