Toolkit Definitions

Activity Log:
Used for viewing processed forms created by the carrier/plan only when the dentist has Direct Deposit/EFT.
Add Claim/Pre-treatment estimate:
Used for entering new claims and pre-treatment estimates.
Adjudicated - Paid:
Indicates that the claim has been processed and paid.
Adjudicated - Denied:
Indicates that the claim has been processed and denied.
Back Button:
Browser function, which allows the user to return to previous screen. It is recommended to use the buttons provided within the toolkit to navigate back to a page. Using the browser back button may cause incorrect data to display.
Bookmark/Favorite:
Browser function for storing URLs
Browser:
Software package that allows Internet browsing, such as Internet Explorer and Mozilla Firefox.
Business Identification Number (BIN)/Tax Identification Number (TIN):
The BIN or TIN that is used to track and report earnings to the Internal Revenue Service.
Cache:
A temporary storage area for recently accessed data used to speed up the computer operations.
Coordination of Benefits (COB) Details:
Information submitted when there is dual coverage. This may be the same entity or different entities.
Claim Summary:
Shows the details of a claim or pre-treatment estimate submitted via the toolkit and its status in the processing system.
Document Control Number (DCN):
The identification number assigned to each claim for tracking purposes.
Denials:
The portion of the Activity Log showing EOBs with zero dollar payment.
Dental Office Toolkit (Toolkit):
A web site that allows dental offices the ability to perform a variety of dental benefits-related functions, such as submitting claims and confirming eligibility and benefits. The Toolkit has several distinct features:
  • Submit all claims
  • Direct Deposit/EFT (for participating dentists)
  • Check eligibility
  • Check deductibles
  • Check individual benefit information, including eligibility for prophy, exams, bitewing and full mouth radiographs
  • Check status of all claims, regardless of how or when the claim was submitted
  • Check maximums used to date
Direct Deposit ID:
The identification number assigned to the electronic funds transfer. This is similar to a check number.
Encryption:
Encryption is the process of converting readable data into unreadable characters to prevent unauthorized access. To read encrypted data, the data is decrypted. The only parties capable of viewing encrypted data are the sender and the receiver.
Entry Date:
This field is shown when a Search for Claims & pre-treatment estimates is performed and the results displayed. It reflects the date the claim or pre-treatment estimate was entered in the Dental Office Toolkit.
Explanation of Benefits (EOB):
A document with line-by-line detail of a processed claim or denial.
Favorites/Bookmark:
Browser function, which allows the operator to go to a URL without typing it in.
Hide:
This function that allows the removal of documents from the Activity Log. Hidden claims are not deleted or removed from the database. To view any hidden claim, click on Search Claims, Pre-treatment estimates and EFT’s.
Home Page:
This page is shown when the dentist signs on. It shows current announcements such as scheduled outages and allows the user to go into any function of the Toolkit.
Internet Service Provider (ISP):
A commercial company, which provides Internet access either for a fee or as a free service to attract advertisers.
Issue Date:
The date that documents, such as EOBs and pre-treatment estimates were created or issued.
License Number and State:
The identification number for a dentist issued by the state to practice dentistry.
Member Number/SSN:
Member numbers are the numbers used to identify subscribers. In most cases, the member number is the same as the subscriber's Social Security Number. A few groups have elected to assign their own identification numbers to their members. DOT will accept either number.
Ortho Details:
Use this page to submit orthodontic services.
Over Age Dependent:
Dependent that is over the age of 19.
Password:
To ensure confidentiality of Dental Office Toolkit information, the user is required to provide a valid password. Password requirements are:
  • must be between 8 and 15 characters
  • first character cannot be numeric
  • last character cannot be numeric
  • must have at least 1 uppercase character
  • must have at least 1 lowercase character
  • must have at least 1 special character
  • must have at least 1 numeric character
  • last character cannot be numeric
  • must contain at least 1 number
NOTE: You will be required to change your password every 60 days.
Prenote:
A zero dollar transaction used to verify the routing number and account number.
Refresh:
A browser function that forces redisplay of the current page.
Remarks:
A free-form text field on the Treatment Details screen for additional information. It will accommodate the maximum of 195 characters. Only information which is necessary for the processing of the claim, should be entered since review of the remarks delays the processing of the claim.
Scroll Bars:
When a browser tries to display a page that is too big for the screen size, it will set up a scroll bar with arrow buttons and a slider so that the operator may scroll to see the remainder of the page. This scroll bar may be up-and-down or side-to-side.
Service Office:
The address where the dental services are performed. A business (BIN or TIN) may have one or more service offices.
Status bar:
An area of the screen where the browser shows its status e.g., Loading, Done.
Title Bar:
This is the area at the top of the screen that shows the title of the application.
Treatment Details:
This is used when completing a claim or pre-treatment estimate to submit via the Toolkit.
Unhide:
A function that restores to the Activity Log any claim or claims that were previously removed (hidden).
Unlock Code:
A code sent to the dentist from Dental Office Toolkit that allows the dentist to sign on to continue to use the Toolkit.
URL:
An Internet address such as https://www.ddfgptoolkits/dot.com