Tooth-linked procedures and billing

What this does

When you record a dental procedure (filling, crown, extraction, cleaning) in Usystems, you link it to the specific tooth or teeth it affects. This creates a complete clinical and financial record: the patient's chart shows which teeth received what treatment, and billing automatically applies the correct charges to those teeth.

Before you start

• You have permission to create medical cases and procedures. If you see "Access denied" when opening a dental case, contact your administrator.
• The patient already exists in Usystems and has a medical record open.
• You know the FDI tooth number(s) the procedure affects. (If unsure, refer to the FDI odontogram guide.)
• The procedure service (e.g., "Filling," "Crown," "Extraction") is already set up in your service catalog.

Steps

1. Open the patient's medical record. Go to Medical Cases Open in Usystems and find the patient's dental case. Click the case to open it.

2. Navigate to the procedures section. Scroll down to find the Procedures or Treatment section in the case template.

3. Click Add Procedure or the plus (+) button to create a new procedure entry.

4. Select the tooth or teeth. The FDI odontogram appears. Click the tooth number (or multiple teeth if the procedure involves more than one). The selected teeth highlight; their FDI numbers appear in the procedure form.

5. Choose the procedure service. Select from your service list—for example, "Filling," "Crown Preparation," "Extraction," "Cleaning." If your service list is long, type to search.

6. Enter clinical details (optional). Add notes about the procedure—material used, findings, follow-up needed—in the description or notes field.

7. Set the quantity and price (if not preset). If the service has a standard charge, it auto-fills. Edit if needed. If billing by tooth, the system multiplies the price by the number of teeth selected.

8. Save the procedure. Click Save or Done. The procedure is now part of the case and appears in the patient's clinical record and on any invoices generated from this case.

Accounting impact

When you link a procedure to specific teeth, the system creates the correct billing entry. The service revenue is recognized against the dental service account (typically Service Income or a dental-specific revenue account). If the case is later invoiced, each tooth's procedures appear as line items on the bill, making it clear to the patient what they are being charged for.

Tips & common mistakes

• Verify FDI numbers before clicking. Double-check the tooth number—clicking the wrong tooth links the procedure to the wrong tooth, and the patient may be billed incorrectly.
• Link procedures as you work. It's easier to add procedures during the case than to edit them later. If you forget a tooth, you can always go back and add another procedure.
• Use consistent service names. If you have "Filling (composite)" and "Filling" as separate services, using them consistently makes reports and billing clearer.
• Multi-tooth procedures. If one procedure affects multiple teeth (like a bridge), select all the teeth involved; the system will allocate the cost correctly.

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