Purpose

To provide a standardized process for presenting, processing, documenting, and posting an Invisalign case to ensure financial accuracy, compliance, and proper case submission.

Step 1: Case Preparation (Before Presentation)

Before presenting the treatment plan to the patient:

• Confirm doctor approval of Invisalign case
• Verify the total case fee
• Verify insurance orthodontic benefits (lifetime max, age limits, waiting periods)
• Enter correct procedure in Open Dental:
  • D8150 Invisalign Comprehensive Ortho, Adult
• Enter full case fees under the correct provider
• Ensure that the treatment plan is complete and accurate

Step 2: Present Treatment Plan & Financial Options

Review with the patient:

• Total case fee
• Insurance estimated portion (if applicable)
• Patient portion
• Required down payment
• Estimated monthly payment (if financing)

Present financial options in the following order:

Option 1: Third-Party Financing (Primary Option)

Explain benefits:

• Fixed monthly payments
• No large upfront financial burden
• Quick approval process

Option 2: Pay in Full

• Price: $5,500
• Collect full case fee
• Apply courtesy discount if applicable (per office policy)
• Post payment to Invisalign procedure

Option 3: In-House Payment Plan (If offered)

• Price: $6,181
• Down Payment: $799
• Monthly Payment: $299/month for 18 months
• Explain autopay requirements
• Obtain signed financial agreement

Step 3: Secure Acceptance & Required Signatures

After processing payment, obtain signed:

Clinical Documents

• Invisalign Consent Form
• Treatment Agreement/Treatment Plan

Financial Documents

• Financial Agreement
• Third-Party Financing Agreement (if applicable)
• Cancellation/Refund Policy acknowledgment

Step 4: Process Payment

Once patient agrees and paperwork is signed:

For Pay in Full:

1. Go to the Account Module in Open Dental
2. Select "Payment"
3. Enter payment type (Card, Cash)
4. Attach payment to Invisalign procedure
5. Add detailed note in payment description

For In-House Plan:

1. Collect down payment
2. Post down payment to Invisalign procedure
3. Create a Payment Plan in Open Dental
4. Confirm the autopay setup

For Third-Party Financing:

1. Confirm patient approval
2. Process financing agreement
3. Confirm funds disbursed or pending per lender
4. Post payment in Open Dental:
   • Enter payment with merchant fee deducted
   • Payment type: HFD / Sunbit / CareCredit
   • Attach to Invisalign procedure
   • Enter reference number in notes
   • Deduct merchant fee from Invisalign code

Step 5: Insurance Processing (If Applicable)

• Inform Billing Dept to submit an initial ortho claim
• Attach diagnostics, treatment plans, and narrative if required
• Track lifetime ortho max
• Set up insurance payment plan in Open Dental for insurance payments

Step 6: Documentation (Mandatory)

Add detailed commlog entry including:

• Date treatment accepted
• Total case fee
• Payment method
• Financing company (if used)
• Down payment amount (if not paid in full)
• Who processed transaction
• Confirmation of signed documents
• Date case submitted