Practice Management Systems
      Back to home
      1. Help Center
      2. Practice Management Systems

      Open Dental/Open Dental Clinics Write-back

      Open Dental/Open Dental Clinics now has write-back capabilities with Zuub. Please reference the information below to learn more!

      Quick Links:

      Write-back plan level insurance information
      Payers eligible for write-back
      Write-back field options
      Enable write-back for all eligible Payers
      Enable write-back for a specific Payer
      Automatic Retry when PMS goes down
      Update plan high level insurance information
      Update plan maximum and deductible
      Update patient’s benefit usage
      Update deductible usage
      Update Notes

      Write-back plan level insurance information

      We update plan level information
      • Update last plan eligibility verified date
      • Update plan/eligibility effective date
      • Update plan/eligibility expiration date
      • Update policy status when patient is eligible
        • We are actively working on a ticket to handle the case when patient is not eligible or not found
      • Update max benefit for individual
      • Update individual and family deductible
      • Update patient benefit usage
        • Update benefit usage as adjustment for Open Dental
      • Update patient deductible usage
        • Update benefit usage as adjustment for Open Dental
      • Update patient notes

      Payers eligible for write-back

      • We will write-back insurance benefits for below payers
      • We will write back in-network values if in-network is selected as “Default Network Status”
      • We will write back out-of-network values if out-of-network is selected as “Default Network Status”
      • We will not write back if default network status is not selected
      • Customers also have an option to write back for a particular payer

      Write-back field options

      You as the customer will be able to select what you would like Zuub to write-back

      Enable write-back for all eligible Payers
      Once you are ready to enable write-back, please reach out to your Zuub team to get this set up

      Enable write-back for a specific Payer

      You have the ability to turn write-back on or off for certain payers
      • Go to Settings > Insurance Verification - My Insurance Payers
      • Scroll down to the payer
      • Enable “Automated Write-back”

      Automatic Retry when PMS goes down

      PMS servers can be down for various reasons, such as network issues, database outages, or directory unavailability.

      The retry mechanism will attempt to recover from these errors by scheduling the failed operation for retry in the future. The delay between retries will be determined based on the number of retries that have already been attempted. For example, the first retry will be scheduled for one hour after the initial failure, the second retry will be scheduled for 12 hours after the initial failure, and the third retry will be scheduled for 24 hours after the initial failure.

      Update plan high level insurance information

      Update insurance information for the patient
      • Update last plan eligibility last verified
      • Update plan effective date
      • Update plan expiration date

      Update plan maximum and deductible

      • Update max benefit for individual
      • Update max benefit for family (N/A for majority of plans)
      • Update plan individual general deductible

      Update patient’s benefit usage

      Zuub will calculate the insurance used outside the dental office in the benefit year by subtracting the insurance used as per the practice management system from the insurance used as per the payer
      • Zuub will add an adjustment for the insurance used outside the dental office if the amount is greater than 0

      Update patient's deductible usage

      Zuub will calculate the deductible used outside the dental office in the benefit year by subtracting the deductible used as per the practice management system from the deductible used as per the payer
      • Zuub will add an adjustment for the deductible used outside the dental office if the amount is greater than 0

      Update Notes

      Zuub will update notes as follows:
      •  Zuub will include the timestamp, the policy status, the calendar maximum, the remaining maximum, the standard deductible, and the remaining standard deductible in the note
      • Note example:
        07/01/2023 10:30:45 AM : Zuub verified and updated insurance benefits : Status : Active, Maximum: $1500, Remaining : $750, Deductible : $50, Remaining Deductible : $25
      • Zuub will write back to the PATIENT notes (under Subscriber Information notes) if the patient does not have an appointment
      • Zuub will write back to the APPOINTMENT notes if the patient has an appointment

      Payer Roster

      • Currently unavailable

      This resource was updated 4/24/2024.