Sending Treatment Plans with Engagement allows you to provide more visibility to your patients by delivering it directly to them in a customizable format.
In this article, you'll learn:
Did you know that you can automate recurring payments selected with a patient's Treatment Plan using Engagement Payments? CLICK HERE to request a Payments demo and learn more!
How to Send a Treatment Plan
Before you get started, check out this short video to learn more about sending a treatment plan:
If you are unable to access this feature or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access or work with them to complete the steps outlined in the instructions below. Click here to learn how to update user permissions.
Go to the Patients tab in the left side menu of Engagement
Select the three-dot menu next to the patient's initials
Hover over Forms and click Prepare a Treatment Plan
Choose how you would like to send the Treatment Plan, Kiosk or Patient
Selecting Kiosk will allow you to choose which kiosk device
Selecting Patient will allow you to choose Auto, Text or Email
Select the Drop Down Menu to choose from the existing treatment plans for that patient
If you use Eaglesoft or Open Dental as your Practice Management Software, treatment plans have to be saved before they will populate in Engagement [Modento]. This is not applicable for Dentrix
Important note for Eaglesoft users: The Treatment Plan name cannot have slashes in the name (/). Treatment Plans with "/" characters are not recognized by Eaglesoft and cannot be imported after they are signed by the patient.
You can fully customize the document that appears on the right side in the Content section. Use the Format Menu to adjust & click into the text to make needed changes
In addition to customizing the text of the treatment plan, you can also embed images. Adding images to a your treatment plans will assist you in educating your patients about their diagnosed procedure, which can in turn lead to an increase in treatment acceptance! Click here to download treatment plan images.
If you use Eaglesoft or Open Dental, the insurance benefits will automatically calculate into the Treatment Costs box. If you use Dentrix, you will need to manually calculate the insurance contributions and adjust the estimated patient portion. Here's how:
Click on the Treatment Costs box to insert a new row.
Once the row has been inserted, you can manually calculate the insurance estimate and benefits information.
Select the Check Boxes under Treatment Plan Columns to include or remove the Detailed Fees per Procedure Visibility and Hide Code Column to remove codes from the content
Click on the Select payment options drop down menu. Select the available checkboxes to choose the Payment options you would like to provide the patient with
Verify the Total Treatment Plan Cost and make any needed adjustments by typing new value into the text box
Select if you would like to require patient to choose payment option
Choose to select any additional settings:
Send an emailed copy to the patient after signing
Present as a QR-code
Require Patient Initials to View Treatment Plan (if signing on a kiosk)
Attach a Treatment Refusal Consent upon plan rejection (click here to learn more about Treatment Refusal Consents)
Select Send and Close to complete
If you do not have a payment option set up, you may receive the "The Patient Cost must be an Integer" error.
In order to send an Engagement Treatment Plan, you should have at least one payment option created in your settings. To learn more about how to create treatment plan payment options, click here.
Receiving Treatment Plans: Patient Experience
When a patient receives the prepared treatment plan after you have sent it via text or email, they will need to review and accept the treatment plan.
When the patient receives a treatment plan notification, they will click on on the link in the message and be redirected to the Patient Portal
From the Patient Portal, the patient will enter their initials and click Submit to verify their identity and begin reviewing the prepared treatment plan
The patient will then have the opportunity to review the treatment plan details, and then choose to accept or reject the plan
Once a decision is selected, the patient clicks Continue (click here to learn more about what happens when a patient refuses treatment)
If the patient chooses to accept the treatment plan, they will be presented with payment installment options you previously selected when preparing the treatment plan. The patient will click Select to choose a payment plan and then click Continue
Next, the patient will select their signing role (patient or guardian) and then add their signature using their finger (if using a touchscreen) or cursor. Click Continue
Once the patient has signed the treatment plan, you will receive a notification in the Engagement Inbox that the treatment plan has been accepted and signed
Receiving a Treatment Plan sent with Engagement Payments
If your location uses Engagement Payments, the patient will also be directed to add a payment method for the recurring payment installments while reviewing their treatment plan.
After the patient has signed the treatment plan (see step #5 above), the patient will then review the details of their payment plan and add the payment method that will be charged for the plan.
Next, the patient will select or add a new payment method to be charged for the treatment plan (this can be changed at any time by your office). Once the patient has reviewed the terms, they must select the checkbox to accept.
Patients can also choose to skip adding a payment method by scrolling to the bottom of the page and clicking 'Choose Later.'
Please note: If the patient chooses to add a payment method later, your office will manually need to create their payment plan in the Payments dashboard. Click here to learn more about how to create a payment plan.
Lastly, the patient will again select their signing role (patient or guardian) and add their signature using their finger (if using a touchscreen) or cursor and click Submit.
The treatment plan will now be submitted to your office. The patient will see a confirmation screen letting them know that their form has been completed.
If the patient has signed and accepted the treatment plan and selected a payment option, your next step will be to activate the corresponding payment plan to begin automatic recurring charges. Activating the payment plan will allow you to select the recurring charge date as well as when the first payment should be charged. Click here to learn how to activate payment plans in Engagement.
Remember: If the patient chose to add a payment method later, your office will manually need to create their payment plan in the Payments dashboard. Click here to learn more about how to create a payment plan.
Treatment Plan Notifications
Once a treatment plan has been accepted or rejected by a patient, you will be notified in the Engagement Inbox.
Important note for Engagement Payments users: If you have Engagement Payments, your next step will be to activate the corresponding payment plan to begin automatic recurring charges. Activating the payment plan will allow you to select the recurring charge date as well as when the first payment should be charged. Click here to learn how to activate payment plans in Engagement.