Western Dental
Accounts Receivable
April Leahy, Courtney Lancial, Lance Smith and
Mike Miller
11/4/2015
Contents
New System Overview (Data Flow Diagrams)............................................................................................ 3-4
Main Menu.................................................................................................................................................... 5
Payments.................................................................................................................................................. 6-12
Main Menu.................................................................................................................................................. 13
Reports Screen ............................................................................................................................................ 14
Previous Reports ................................................................................................................................... 15-16
Provider Report ........................................................................................................................................... 17
Monthly Statement ........................................................................................ Error! Bookmark not defined.
System Structure Chart ............................................................................................................................... 20
Context Diagram ........................................................................................................................................ 21
Old System DFD .......................................................................................................................................... 22
Payments Screen......................................................................................................................................... 23
Provider Report ........................................................................................................................................... 24
Customer Report ......................................................................................................................................... 25
Data Dictionary .......................................................................................................................................... 26
Program Specifications .......................................................................................................................... 27-31
Page 2 of 31
New System Overview
Bank
Deposit
Payment
Record
Patient
Records
Invoice
0
Procedure
Record
Accounts
Receivable
Insurance
Company
Payment
Request
Report
Dental
Customers
Payment
Insurance
Payment
Information
Insurance
Department
Provider
Report
Associates
Meeting
Members
Page 3 of 31
New System Overview
Patient Services and
Charges Info
Payment
Record
1
Patient Records
2
Report
D
Create1
Save Report
Report
Customer
Payment Records
Report
Details
D Reports
1
Provider
Report
6
5
Determine Decision
Create
if Customer
Statement
Needs
Statement
3
Request
Previous
Report
Report
Information
Statement
Request
Dental Customer
4
Report
Print Report
Payment
Record
D
2
Payment
Record
Date
Wanted
Payment
7
Make
Payment
Record
Associates
Meeting
Members
Provider
Report
Payment
Insurance
Department
8
Payment
Make
Deposit
Deposit
Insurance
Company
Bank
Page 4 of 31
Main Menu
Page 5 of 31
Payments
Page 6 of 31
Payments
Page 7 of 31
Payments
Page 8 of 31
Payments
Page 9 of 31
Payments
Page 10 of 31
Payments
Page 11 of 31
Payments
Page 12 of 31
Main Menu
Page 13 of 31
Reports Screen
Page 14 of 31
Previous Reports
Page 15 of 31
Previous Reports
Page 16 of 31
Western Dental
Provider Report
Date: 10/01/2015
31
Provider
Page 17 of
Month to Date Charges
Year to Date Charges
Jerry Zegebreoge
$999.99
$987,999.90
Theo Martin
$999.99
$9,135,020.13
Alexis Martinez
$135.99
$9,877,999.99
Martin Zegebreo
$123,456.78
$8,765,432.10
Shaniqua Brown
$993,456.78
$9,999,432.10
Bon’Quesha Blac
$9.99
$999.99
Sha'Nay Nay Blac
$93,456.78
$999,432.10
$893,456.78
$9,929,432.10
Lequifa Darte
Jordan Luckete
Grand Total:
$0.00
$877,999.99
$2,114,973.08
$50,573,748.40
Page 17 of 31
John Doe
123 Main St.
Ottumwa, IA 52501
Western Dental
Monthly Statement
OCTOBER
Date Printed: 10/22/2015
31
Page 18 of
Last Month’s Balance: $0.00
Total Charges to Date: $4110.00
Total Payment to Date: $830.00
Balance Due: $1500.00
Date:
Patient Name:
Description:
09/05/15
09/05/15
09/05/15
09/05/15
09/05/15
09/31/15
09/31/15
Joe Doe
Joe Doe
Joe Doe
Cleaning
Tooth Filling
X-Ray
Payment - Cash
Payment– Insurance
Cracked Tooth
Tooth Filling
Jane Doe
Jane Doe
Fee/Payment:
Balance:
$300.00
$500.00
$30.00
$150.00
$680.00
$1000.00
$500.00
$300.00
$800.00
$830.00
$680.00
$0.00
$1000.00
$500.00
Page 18 of 31
Page 19 of 31
Page 20 of 31
Context Diagram DFD
Page 21 of 31
Old System DFD
Page 22 of 31
Payment Screen
Page 23 of 31
Provider Report
Western Dental
Provider Report
Date: 99/99/9999
31
Provider
Page 24 of
Month to Date Charges
Year to Date Charges
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
X---------20-------X
$ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
$ZZZ,ZZZ,ZZ9.99
$ZZZ,ZZZ,ZZZ.99
Grand Total:
Page 24 of 31
Customer Report
x----12-------x x-----18-------x
x------25-------x
x-------20-----x, xx 99999-9999
Western Dental
Monthly Statement
x------20----------x
Page 9 of 9
Date Printed: 99/99/9999
Last Month’s Balance: $Z,ZZZ,ZZ9.99
Total Charges to Date: $Z,ZZZ,ZZ9.99
Total Payment to Date: $Z,ZZZ,ZZ9.99
Balance Due: $Z,ZZZ,ZZ9.99
Date:
Patient Name:
Description:
Fee/Payment:
Balance:
99/99/99
99/99/99
x------------30--------------x
x------------30--------------x
X--------20--------X
X--------20--------X
$Z,ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
99/99/99
x------------30--------------x
X--------20--------X
$Z,ZZZ,ZZ9.99
$Z,ZZZ,ZZ9.99
Page 25 of 31
Data Dictionary
Table: Patients
Key
Field Name
Length Data Type Comm.
PK Patient Number
5
Numeric
Req.
FK
Household #
5
Numeric
Req. Many
First Name
12
VarChar
Req.
Last Name
18
VarChar
Req.
Key
PK
Key
PK
PK
One FK
Table: Payments
Field Name
Length Data Type
Payment Number
10
Numeric
Household #
Ins. or Cust Payment
Payment Amount
Payment Date
Payment Type
5
1
6
8
10
Numeric
Char
Numeric
Numeric
VarChar
Table: Head of Household
Field Name
Length Data Type Comm.
Household #
5
Numeric Req. Many
Table: Services and Charges
First Name
12
VarChar Req.
Field Name
Length Data Type Comm.
Last Name
18
VarChar Req.
Procedure Rec. #
5
Numeric
Req.
Street Address
25
VarChar Req.
Household #
5
Numeric
Req. Many
City
20
VarChar Req.
Table: Insurance
Provider #
12
VarChar
Req. Many
State
2
VarChar Req.
Key
Field Name
Length Data Type
Amt
12
VarChar
Req.
Zip
9
Numeric Req.
One PK
Insurance Co. #
2
VarChar
Home Phone
10
Numeric Req.
Insurance Co. Name
30
VarChar
Work Phone
10
Numeric
Table: Providers
Employer Code
2
VarChar
Field Name
Length Data Type Comm.
Employer Name
30
VarChar
Provider #
5
Numeric
Req. One FK
Insurance Co. #
2
VarChar
Many
Name
5
Numeric
Req.
Insurance Group #
10
VarChar
Prev. Month's Balance
8
Numeric
Table: Reports
Field Name
Length Data Type Comm.
Report Date
8
VarChar
Req.
Report Info.
Attachment Req.
Key
One PK
Key
PK
FK
FK
Key
Comm.
Auto gen.
index
Req.
Req.
Req.
Req.
Req.
Comm.
Req.
Req.
Page 26 of 31
Program Specifications
Program: Payments Screen
Frequency: Daily
Designers: Lance, Courtney L., Mike, April
Date: 10/21/15
Input/output Specifications:
File Name:
Head of household (table) input
Description
Info about the household
Services and Charges (table) input
Patients (table) - input
Info about what the household owes
Payments (table) - input
Payments info
Statements – output
See report for specifications
Info on the patient
Use
Information about HOH, address,
name etc. prints on customer
statement
Used to calculate total due
Info for patient name etc. used
for printing
Used displaying info on the
statement
Mailed to customer to show
customer how much they owe
Process Specifications:
When the screen is brought up, you can search for a household by patient name, head of household
name, account number or invoice number. After clicking the search button it will bring up all the
information for the household.
The grid at the bottom will fill with all services and payments.
For each procedure the grid will fill with the date, patient, provider, code, description, charges, and
update the balance column.
For each payment line, the grid will fill with the date, description of “Payment” if made by the
household, or “Insurance Payment” if coming from the Insurance company, credits (payment amount),
and update the balance column.
The Record payment part of the screen is used for entering a new payment. You enter the amount of
the payment, type of payment, and click submit payment.
Payment types are credit card, cash, check, and insurance.
Calculations:
Current Balance – All charges for the household minus all payments.
Page 27 of 31
Program: Customer Statement Printing
Frequency: Monthly
Designers: Lance, Courtney L., Mike, April
Date: 10/21/15
Input/output Specifications:
File Name:
Head of household (table) input
Description
Info about the household
Services and Charges (table) input
Patients (table) - input
Info about what the household owes
Payments (table) - input
Payments info
Statements – output
See report for specifications
Info on the patient
Use
Information about HOH, address,
name etc. prints on customer
statement
Used to calculate total due
Info for patient name etc. used
for printing
Used displaying info on the
statement
Mailed to customer to show
customer how much they owe
Process Specifications:
Statements are automatically run each month.
See statement for report details.
A monthly statement is prepared for household every month if:
1.
2.
3.
4.
A service was provided that month for a patient in that household.
A payment was received that month from any member of that household
A payment was received that month from the household’s insurance company.
The household had a positive current balance due.
Calculations:
Total household charges MTD – all charges for all patients in the household since the last
statement date.
Total payment MTD - All payments for the household since last statement date.
Current Balance – All charges for the household minus all payments.
Last Month’s Balance – not calculated, stored in the Head of Household table
Page 28 of 31
Program: Reports Screen
Frequency: Daily
Designers: Lance, Courtney L., Mike, April
Date: 10/21/15
Input/output Specifications:
File Name:
Reports (table) -input
Report – output (print)
Description
Links to date and attachment of old
reports
Report for date chosen
Use
To re-run current
Run if providers ask for a previous
report
Process Specifications:
When you click the report date drop-down it shows a list of all previous dates the reports were run. You
then select the date you want to re-run.
Once you select the date, you click run and it prints the report
Page 29 of 31
Program: Reports Screen
Frequency: Daily
Designers: Lance, Courtney L., Mike, April
Date: 10/21/15
Input/output Specifications:
File Name:
Reports (table) -input
Report – output (print)
Description
Links to date and attachment of old
reports
The most recent report
Use
To re-run current
Used if report is lost
Process Specifications:
When you click the re-run current report it automatically prints the last report.
If you click the select report to run it brings up the Previous Reports screen.
Page 30 of 31
Program: Provider Report
Frequency: Weekly
Designers: Lance, Courtney L., Mike, April
Date: 10/21/15
Input/output Specifications:
File Name:
Provider (table) – input
Services and Charges (table) input
Provider Report (printed) output
Provider Report (PDF) –
output
Description
Info about providers
Info about what the household owes
See report for specifications
Copy of each week’s report is stored
in PDF form on the reports servers
hard drive
Use
Used to display provider names
Used to calculate MTD and YTD
charges
Used in the weekly provider
meeting
Can be accessed on the computer
if a report needs to be re-run.
Setup to only keep 1 report for
the rolling 52 weeks prior
Process Specifications:
This report is run every Tuesday and prints automatically.
See report for report details.
Calculations:
MTD Charges: Total of all charges by that provider Month to Date
YTD Charges: Total of all charges by that provider Year to Date
Grand Total MTD Charges: Total of all charges by all providers Month to Date
Grand Total YTD Charges: Total of all charges by all providers Year to Date
Page 31 of 31