CS OrthoTrac An Integrated, Comprehensive Solution for Orthodontic Practices
Your practice s partner. For over 30 years, CS OrthoTrac practice management software has helped make orthodontic practices just like yours more efficient, productive and successful. Developed, tested and refined to provide you and your staff with the tools you need to quickly and smoothly perform daily tasks, the intuitive software works the way your practice does. Simplify routine tasks, improve office communication and make information more accessible throughout the office with fully automated and customizable tools. Full integration with digital imaging means easy access to clinical information, while eservices automate and streamline essential tasks related to insurance claims, payment processing and more. CS OrthoTrac continues to evolve to provide your practice with increased efficiency and productivity, and it helps you run a financially-fit practice through superb financial reporting with intuitive designs and functions. Keeping in line with today s emerging technology, we have introduced CS OrthoTrac Cloud, which allows users to access their important patient files and information anytime, anywhere. All data is backed up and protected by Carestream Dental, saving you from paying expensive server and IT infrastructure costs. We use the power of together to bring all the many aspects of your practice into alignment producing stunning images that increase case acceptance and make the transition to electronic charts an easily attainable reality. Our goal is to provide you a full suite of solutions that help your practice run more smoothly than ever. The power of together is here and it s waiting on you, only from Carestream Dental.
Practice Essentials 4 Integrated Solutions 6 User-Friendly Practice Management 8 A Full and Balanced Schedule 9 A Comfortable Patient Experience 11 Money Management 12 eservices 14 Continuing Tradition of Innovation 16 CS OrthoTrac Cloud 18 Advantage Plan 19 A Continuing Tradition of Innovation Digital Radiography 20 8000C Digital Panoramic and Cephalometric System 21 CS 9000C System 22 CS 9300C System / CS 9300 Select System
Imagine Everything Working Together Why do so many orthodontists choose Carestream Dental solutions for their practices? Because of our practice centered approach to creating solutions that maximize the latest technology to help your practice run more smoothly than ever. Like imaging systems that work together with your practice management software and make it easy to store patient images with clinical records. Imagine a whole system of integrated products designed to make every facet of your practice simply work together. Intraoral 2D Extraoral 2D Cone Beam CT 4
Referral Management eservices Digital Imaging and Practice Management Working Together Electronic Charting 5
Practice Management Simplified With over 30 years of experience, CS OrthoTrac practice management software offers a total solution package with expert support to help your practice operate at peak efficiency. CS OrthoTrac is a comprehensive, integrated clinical and business tool designed to help users manage all aspects of a modern orthodontic practice. CS OrthoTrac has been refined through the years to accommodate the unique roles and workflows of all team members and to help provide patients with a smooth, caring treatment experience from start to finish. Please continue reading to learn about how a day in your practice might look with CS OrthoTrac. 1 6
1 You step in to the office an hour before your first patient is scheduled to arrive. You enter your password and log into CS OrthoTrac. Since it is role-based, different users within your practice can customize what information is displayed. You click an icon to pull up the Office Expert screen. The Office Expert is an electronic administrative assistant that monitors your files and organizes important action items into a prioritized list. You and other team members use this tool to help automate routine tasks like filling schedule gaps, tracking insurance claims and following up with patients. 2 Your first task this morning is to check on patients near completion who still have a balance. CS OrthoTrac lets you customize the information you want to track active patients without an appointment or recall, correspondence to be printed or emailed, and appointments that need to be filled. 2 One patient, Randy Powers, has fallen a little behind. You can see the full history of Randy s patient activity on one screen, including procedure codes, appointment history, and scanned or automated correspondence you have sent to him. 3 One click pulls up Randy s chart. A detailed treatment card gives his complete demographic information, including a list of his family members (his older sister s Herbst appliance successfully eliminated her class III malocclusion, giving her a beautiful smile), responsible parties, insurance plan, scheduling, financial information and other clinical functions. By selecting a compliance letter in our integrated Automated Word Processing System (AWPS) you post a letter to his parents to make sure he doesn t fall any further behind. 3 7
A Full and Balanced Schedule You need to review the schedule to find some potential openings for Randy. CS OrthoTrac gives you flexibility in the number of chairs, time slots and location in your schedule. You have strategically set time increments from five minutes to one hour, and created different templates to accommodate the workflow on different days. With the flexible appointment Scheduler, you find a few optimal times for Randy s appointment. With the letter to Randy s parents out of the way, it s time to look at the day and the week ahead. CS OrthoTrac lets you view a full day or week on one screen. You are curious about how many patients need adjustments this week, so you quickly run a search. With CS OrthoTrac, you can limit the search in many ways by appointment type, day, chair or appointment time. You see that your first adjustment of the day is Anderson Griffin, and you click on his appointment to launch his Patient Chart and view additional details. As you are reviewing Anderson s chart, you receive a call. It s the mother of one of your patients, Bridget Hogue. Bridget will be unable to make it to her appointment next week because of a last-minute academic commitment. She wants to reschedule for the following week. You look for available time slots. Using CS OrthoTrac s clipboard feature, you place appointment options to the side as you search for additional days and times. You present the options to Bridget s mother and decide on a time. A simple drag and drop will move Bridget s appointment and all related information including procedure codes and commentary. Since Bridget will have to miss class for her new appointment, you ask whether Bridget will need a school excuse letter. When Bridget s mother tells you she will, you make a note in Bridget s chart. CS OrthoTrac will accommodate this request it s easy to print appointment tickets, follow-up letters, as well as a multitude of reports to help you manage your schedule. You remember that one of the doctors, who has the day off, wants to drop by the office later and take a look at his schedule for the upcoming week. You quickly print his schedule in list format just the way he likes it. 8
A Comfortable Patient Experience It s going to be a busy day in your practice, with every available appointment slot completely filled. It s going to be absolutely essential to keep everything moving. 1 Fortunately, your new patients have already electronically completed the registration process before they even arrived at your office using the eforms Module, so check-in will be a breeze 2 The Patient Flow Module will be indispensible today, keeping track of your patients as they move to different stations in your office. You can track the amount of time patients spend at each stage of their appointment to analyze and improve practice efficiency. As soon as patients check in, you and your staff are alerted. Your first few patients of the day have just arrived! The alerts and reminders ensure that they are promptly and professionally cared for at each stage of their visit. Michael Evans is up first. He originally came to your office with an impacted canine which caused some root resorption, as well as some significant bicuspid crowding. Michael s case has been complex and has required collaboration with a local oral surgeon, but he is nearing the end of his treatment. Using the Charting Module, you review Michael s full treatment plan and history, complete with all his patient information and notes. You notice he had complained of minor headaches during his last visit, so you ask him if they are still present. He replies that they are not, and that he feels the minor discomfort was worth it for his new smile. Because of CS OrthoTrac s role-based design, your monitor displays the clinical information you need most. With the Tooth Chart Tab, you quickly monitor Michael s elastics wear, deciduous and extracted teeth and then record information specific to individual teeth in the band/bracket window. You click over to the Treatment Plan Tab to examine and view Michael s progress. Its straightforward presentation has helped Michael understand all the steps involved in his treatment plan. As you follow the treatment plan, steps are automatically checked off. It s a great way to manage all your patients treatment plans, as it automatically reminds you of future treatment needs, and makes it easy to identify patients who are at a decision point or who are overdue for an appointment. 1 2 9
You have a new patient visiting your office for a consultation! Her name is Dana Sinclair, and she appears to have an overbite. After a brief initial discussion, you send her to your practice s imaging room so some digital radiographs can be captured. With the CS 9300C system, it s a quick and painless process. Dana s digital images are automatically imported into her patient chart. 3 Using state-of-the-art imaging software, you will edit, crop and annotate her images for maximum diagnostic effectiveness and present your recommendations to her in a simple and compelling way. access. Advanced features such as growth predictions and COCR corrections give you the flexibility you need for accurate, efficient treatment planning. While every patient your practice serves encounters a personalized experience, CS OrthoTrac helps keep the process streamlined. Loaded with practice- and patientfriendly features, it has your practice covered on all fronts, from scheduling to patient care to financial performance. The optional Orthodontic Analysis Module makes cephalometric tracing simple, intuitive and accurate great for planning Dana s treatment. The Point-of-Care Module will help immensely with your case presentation to Dana. You can make the presentation anywhere you have a tablet PC, ipad or other mobile device and wireless 10 3
Money Matters 4 As your last patient leaves the office, it s time to turn your attention to the financial health of your practice. CS OrthoTrac s rich financial features help you thoroughly manage the business aspects of your practice. You don t need to spend a great deal of extra time in the office since you automated many tasks such as processing insurance claims. 5 Patient accounting is one of CS OrthoTrac s many strong suits. You ve also been able to automate your checkout process, split balances between family and insurance and set up variable contracts and flexible payment plans. CS OrthoTrac provides an effective way of monitoring your cash flow, and it frees up staff time for patient care and revenue-generating activities. 6 You want to follow up with patients who are behind in their payments, an easy task with the Collections Module. This tickler file automates all your collection activities. From one screen, you can view patient and responsible party contact information, note contacts with the patients regarding their accounts, plus enter and track payment promises. You smile as you review your financial reports. CS OrthoTrac lets you produce financial and procedure monitors, revenue projection reports, contract summaries, ledger scans and accounts receivable reports by patient, responsible party or insurance carrier. Combining these reports with the Contact Expert and patient tracking reports gives you powerful tools for understanding and managing your business. 4 5 One more item to tackle before you leave for the evening. You want to review the sources for patient referrals and send gifts to the dental offices that refer the most patients. CS OrthoTrac lets you create reports and graphs to analyze this data. From this analysis, you see that Dr. Burr s and Dr. O Neal s practices are your top referrers this month. You re halfway home when you remember a note you wanted to leave in Randy Powers patient file. No worries you ll be able to access his files using the PEARL Module on your smartphone. His personal patient information will be kept safe, and your remote update will be made simultaneously in CS OrthoTrac. 6 11
eservices We don t just sell products, we provide solutions. Take your office to the next level with our innovative and easy-to-use eservices. Our electronic solutions integrate seamlessly with your CS OrthoTrac practice management software, helping you run a more efficient and profitable office. eservices help keep you connected to patients, insurance companies and payment processing organizations to eliminate needless administrative paperwork. eclaims Save time printing and mailing paper insurance claims with eclaims. Process claims to both electronic and paper claims payers in minutes, then run a detailed confirmation report to ensure your submission was successful. everification Up-to-date insurance eligibility and benefits information is one click away! Eligibility data is quickly displayed and automatically saved to the patient s chart for future reference. Our data comes directly from the insurance company, so you can trust its accuracy and collect the correct co-payment from your patients. Claim Status With real-time claim status checks, you no longer have to play phone tag with insurance companies. With just a few mouse clicks, you can check on the status of a claim online and save it to the patient s chart. 12
estatements Stop printing and mailing statements. estatements delivery service generates bills and transmits them to our clearinghouse. Once received, we produce high-quality printed statements and mail them directly to your patients. ebackup Protect your data in the event of hardware or system failure. ebackup provides secure and reliable data recovery services for your practice management and image files. epayments Improve accounts receivable and practice efficiency. With our fully integrated epayments service, payments are processed faster than ever, saving your staff and patients valuable time at checkout. Transactions are safe and secure, while detailed settlement reports help simplify daily balancing. epayments offers three convenient options: Credit Card Processing - Simply swipe your patient s major credit card at check out or when setting up payment plans and payments post immediately to the patient s ledger. Credit card numbers are securely stored for future reference. No more double posting or re-keying in a standalone system. ACH Processing - Save time and improve profitability with recurring ACH payments. Payments automatically deduct from your patients bank accounts and post to their ledgers while funds automatically transfer to your practice account. You can set up ACH payments to run whenever you d like, as often as you d like. Online Payments - Use T.LINK from TeleVox to enable your patients to pay for treatment online. By using this integrated service, the patient s payment can be automatically posted to the patient s account. 13
A Continuing Tradition of Innovation First introduced in 1982, CS OrthoTrac has thrived through many exciting changes to the profession of orthodontics. The key to CS OrthoTrac s longevity has always been its continuing tradition of innovation, one which responds to the emerging needs of orthodontic practices and advances the profession as a whole. OrthoTrac PEARL Module The OrthoTrac PEARL Module is a simple, powerful, mobile tool that lets on-the-go doctors access their OrthoTrac via smartphone. Users can view patient records and images, check schedules, monitor practice finances and more in real time. Navigation is simple and intuitive for a short learning curve and maximum productivity. *Please note: Radiological images displayed on digital handheld devices are not intended for diagnostic use. 14
CS OrthoTrac Sarver Modules Renowned orthodontist Dr. David Sarver supplied his systematic approach to soft tissue treatment planning to produce the CS OrthoTrac Sarver Module. This groundbreaking program uses two different components, the Sarver Esthetic Evaluation Module and the Sarver Esthetic Analysis Module, to execute facial esthetics treatment and to assess both functional and esthetic patient goals. With an emphasis on preserving patients desirable facial esthetics, the Sarver Module is ideal for clinical evaluation and planning, patient communication and education, and interdisciplinary care and referrals. Smart Call Module Leaping ahead of traditional caller ID systems, the Smart Call Module identifies callers and accesses their information in CS OrthoTrac putting everything you need to quickly handle calls at your fingertips. Smart Call stores data for patients, responsible parties, and outside doctors and their staff members. Unidentified callers can easily be assigned to an existing patient s information or added as a new patient record. Designed to work with CS OrthoTrac, the Sarver modules are more than just databasing and treatment planning tools they re a whole new look at orthodontics. The comprehensive Sarver esthetic evaluation module accounts for patient needs and opens channels for insightful patient-doctor communication. The Sarver esthetic analysis module* enables detailed measurement of facial proportionality so that you can treat orthodontic problems while preserving desirable patient anatomy. *Sarver esthetic analysis module requires license of Carestream Dental s orthodontic imaging software. 15
CS OrthoTrac Cloud Founded in Tradition, Focused on Performance CS OrthoTrac Cloud is the latest in a long line of innovative practice management and imaging solutions from Carestream Dental. Since OrthoTrac s inception 30 years ago, we have built a powerful practice management platform that is easy to understand and implement. Now CS OrthoTrac Cloud offers your practice all the great features and functionality relied on by thousands of practices through the years. Designed to fit seamlessly in your practice, it will let you harness the power of OrthoTrac without the complexity of maintaining a computing infrastructure. It will help advance your practice s diagnostic excellence by letting you access crucial patient files and images anytime, anywhere. CS OrthoTrac Cloud: Everywhere You Need It Technology is supposed to help your practice, not hinder it. CS OrthoTrac Cloud is a powerful practice management and imaging solution designed for practices that want to avoid making difficult and costly decisions about servers and computer hardware upgrades. CS OrthoTrac Cloud offers a centralized platform you can access from any location. Enjoy the same file system and database, regardless of log-in location. Data Security Made Simple CS OrthoTrac Cloud includes secure, offsite, and HIPAAcompliant storage for all your sensitive patient and practice management data. Your data will be backed up and protected by Carestream Dental, the most trusted name in oral health solutions. Leave the IT and sophisticated computing infrastructure to us so you can focus on your patients and your practice. 16
Access: Anytime and Anywhere Ideal for multi-office practices, CS OrthoTrac Cloud lets you access your patient information in real time from any webconnected location. Imagine all of your data, applications and 2D images, available 24 hours a day. And no matter where your log-in location, your user experience remains the same. The Latest Technology Made Affordable CS OrthoTrac Cloud significantly cuts the cost of using sophisticated practice management software by removing the need to purchase, install and maintain a separate practice management server. CS OrthoTrac Cloud offers financial predictability with monthly subscription fees and the ability to simply add locations no need to purchase additional software! CS OrthoTrac Cloud requires only modest, inexpensive computer hardware. Plus, you ll enjoy the benefits of always being on the most current version of the software. 17
Another Advantage to CS OrthoTrac Software The Advantage Plan offers multi-faceted technical support, extensive options for training and education, regular upgrades to CS OrthoTrac, and much more. Take advantage of the best support with the longest hours in the industry. The Technical Solutions Center, our traditional support division, is staffed by the finest and most qualified team in the industry. Our 245 representatives have extensive, hands-on experience including monthly training simulations with all our products, including new releases. They are available through convenient contact options, and can even visit your practice network virtually using remote desktop! They resolve 87 percent of support calls on the first contact. Advantage Plan customers also get exclusive access to regular digital imaging and practice management software upgrades. Don t expect the innovation to stop any time soon Carestream Dental invests more than $7 million annually to push the pace of development and make sure you can implement the most sophisticated technology available. To be sure CS OrthoTrac and other products are properly installed and maintained, the Advantage Plan provides a network of 450 National Service Providers. These skilled technicians have received Microsoft s highest certification and participate in ongoing training programs to keep up to date with new product features. We ll teach you how to get the most from CS OrthoTrac. From basic to advanced on-site and interactive Web-based training, including ondemand instruction, you and your team will be able to hone crucial skills at a convenient time and place. You can also take advantage of clinical tours, and annual Users Conferences, all of which are great ways to earn CE credits and boost core staff competencies through engaging, in-person learning. 18
A Continuing Tradition of Innovation Of the first 150 CS OrthoTrac clients, 90 percent are still using the software today! 1982 1984 1989 1994 2003 2004 CS OrthoTrac introduces as the first orthodontic practice management software The first orthodontic practice management software to offer both color-coded scheduling and multi-office locations Introduces the electronic charting module The first orthodontic practice management software to run in a Windows environment The first practice management software to offer completely seamless integration of practice management, imaging, electronic services and digital radiography Practice management becomes mobile with the invention of the Point-of- Care module, enabling CS OrthoTrac to run on a wireless tablet PC 2005 2008 2009 2010 2012 2013 Introduces remote, collaborative online software training via MasterWorks Training Integrated imaging software offers innovative automatic land mark detection for the CS 9000C / CS 9000C 3D systems The first to provide you with remote two-way data flow access to your practice management software with its new CS OrthoTrac PEARL module Introduces the Smart Call module; expands support with the longest live hours in the industry ebackup Introduced CS OrthoTrac Cloud Introduced
Digital Radiography Redefine possibilities with 3D imaging As an oral health professional, you ve worked in 3D your entire career. Drawing on your knowledge of anatomy, fine tactile sense, and 2D radiographic exams, you ve grown accustomed to perceiving your patients anatomy with mental three-dimensional reconstructions. Unfortunately, you ve lacked the appropriate technology to see exactly what you re working with, which can lead to guesswork, reduced treatment efficacy, and a less efficient practice. 8000C Digital Panoramic and Cephalometric System Powerfully simple, yet affordable, the 8000C system delivers clear, sharp and easy-to-diagnose panoramic and cephalometric images. Our innovative one-shot technology captures images in just over a second reducing the risk of blurred images and improving patient comfort. Enter 3D imaging a more detailed physical manifestation of your mental picture and a new dimension of insight into the clinical situations you encounter every day. Affordable, safe, and customizable to fit the needs of both general and specialized practices, our 3D imaging systems represent the most comprehensive lineup of 3D units currently available in the marketplace. 20
Digital Radiography CS 9000C 3D System This three-in-one system combines the power of focusedfield 3D with cutting-edge panoramic and one-shot cephalometric imaging in an easy-to-use unit that can be used for a variety of diagnostic needs. Delivering unprecedented detail and anatomical views, focusedfield 3D technology offers a range of new diagnostic possibilities. Exclusive automatic landmark recognition When images are captured with the CS 9000C or CS 9300C systems, Carestream Dental s automatic landmark recognition offers instant identification of landmarks in Carestream Dental s Analysis module so tracing is easier and faster. 21
Digital Radiography CS 9300C / CS 9300C Select Systems Ultimate practice flexibility Experience an unprecedented level of imaging capabilities with the CS 9300 system. With up to seven selectable fields of view, the system offers greater flexibility and the ability to collimate the field of view to suit your patients every diagnostic need. Multi-modality with 2D panoramic and cephalometric option The all-in-one CS 9300 system is the most versatile multimodality imaging system available today. Along with exceptional 3D imaging capabilities, the unit delivers crystal-clear 2D panoramic images and features a oneshot cephalometric imaging modality upgrade option. For practitioners who have been waiting to integrate cone beam computed tomography into their practice, the CS 9300 makes the perfect option, offering the most imaging capabilities available in one space-saving all-inone system and it s all from Carestream Dental. Ease of collaboration Intuitive sharable software makes case collaboration easy. Carestream Dental s imaging software is available free for you to share with your referring doctors. The CS 9300 system enhances your collaborative cases through its CS 3D Imaging Software Viewing Module, which allows users to both view and manipulate volumes of data. Share volumes via USB or CD so you can collaborate with your referring colleagues to facilitate a better patient experience and improved outcomes. Options for every practice Available in two versions, the CS 9300 fits any practice s needs and budget. With four selectable fields of view ranging from 5 cm x 5 cm to 10 cm x 10 cm, the CS 9300 Select is ideal for cases limited to the maxillomandibular complex. Or, for applications that require more diagnostic information such as complex orthodontic and orthognatics surgical cases choose the CS 9300 to access up to seven fields of view ranging from 5 cm x 5 cm to 17 cm x 13.5 cmt 22
Digital Radiography Simple integration Images from the CS 9300 system are rendered in stunning detail within CS 3D Imaging Software. It s designed to comprehensively enhance your diagnostic view through its integration with leading imaging programs such as NobelGuide, Simplant and SureSmile. Get the greatest possible clinical value out of your CS 9300 system images and keep your preferred third-party imaging software. Our software is DICOM-compliant, and compatible with PACS* and medical printers. Enhanced patient communication Show your patients the precise nature of their case that only the third dimension can provide. Focus on specific regions of interest to help patients truly understand their treatment options to make informed decisions. Our software provides you with the details you need to present a more definitive treatment plan, resulting in increased case acceptance. CS 3D Imaging Software lets you view and manipulate the images in a smooth, intuitive fashion, allowing your patients to better visualize their diagnosis and treatment plan. The CS 9300 system s crystal clear images can boost both your diagnostic confidence and your patients confidence in you. The CS 9300 system helps your patients share your vision. 23
Would you like to know more? Visit www.carestreamdental.com or call us today at 800.944.6365 Carestream Health, Inc. 2013. OrthoTrac is a trademark of Carestream Health, Inc. iphone is a trademark of Apple Inc., registered in the U.S. and other countries. 9514 OR OT BR 0913