Australia's first dental plan.

Smile Approved Provider Checklist


Avoiding Errors

Smile's patient base is growing dramatically over the next 2 years as Smile’s health fund partner roll out continues, and Smile’s exposure increases. This is great news for your practice! It represents more patients and a significant opportunity to secure them as regulars, along with their family and friends.

For an effective partnership with Smile, it is your practice's responsibility to treat the members well and charge them correctly.

The following information will assist in ensuring you are charging the correct fees to Smile members and members of health funds partnered with Smile , while making the most of the opportunities of this partnership. Following the steps below will help to avoid any errors being flagged in your practice. Please contact us if there is any way we can assist.


You will need:

  • A copy of the 2015/16 Smile Fee Schedule to refer to 
    (this can be downloaded from the Smile Fees page once you are logged into the Smile provider area - see part 2 below)
  • A colour laminated 'Guide to Assist Smile Approved Providers'. The latest version has health fund partner information. Download a digital version here.

Please contact us immediately if you require either of these documents posted or emailed to your practice.


Part 1: SMILE FEES OVERVIEW

It is important to understand the way the Smile fees generally work. All Smile members and members of health funds partnered with Smile are:

  1. Guaranteed a minimum of 15% off your standard/private patient fees on all items and any promotions
  2. AND

  3. Sometimes it may be more. There is a maximum fee you can charge for approximately 60 of the most common dental items (please refer to the Smile Fee column in the Smile Fee Schedule).


Part 2: CHECKLISTS TO AVOID ERRORS

DOES YOUR PRACTICE USE PRACTICE SOFTWARE?

If your practice uses practice management software, please check, correct, and confirm each point below.

  1. Ensure the laminated Smile Guide (with fund partner instructions) is easily visible to the reception team. Remind your team to also charge the Smile Fees to members of health funds partnered with Smile. They will NOT have a Smile card.
  2. Check the Smile fee level has been set up correctly in your practice software.

    Check that all your fees in your practice software are correct. Best not to assume they are, as even 1 incorrect fee can cause huge time wastage and errors can lead to practice replacement. Smile has made this easy for you so follow the steps below.

    Log into your provider area by clicking here and using your main contact email address >
    Click on the 'Smile Fees' page >
    Click on 'Check my Fees' button and follow the process.

    You will receive a quick response with any errors to correct and an accurate price list for your practice.
  3. QUICK TIP:

    If you see many issues with the way the Smile fees are entered, most practices find it much easier to set the fees up again (or create a fresh version of the already existing fee level, functionality permitting). Follow the quick and simple steps here: https://www.smile.com.au/practice-software
  4. Assign all current Smile and all health fund partner patients the Smile fee level. Add instruction to your current 'New Patient' process to assign any new members the Smile Fee level.
  5. When charging members, ensure each item number shows the correct Smile price on the invoice/in HICAPS. If you charge standard fees then discount at the end, this will continually be flagged as an error.
  6. Please check your Smile practice listing by typing your suburb here www.smile.com.au/dentists
    To update practice or dentist details, log in to the provider area.
  7. Only Smile approved dentists with the correct provider number registered with us can treat Smile members and members of health funds partnered with Smile. Log into your provider area and check each dentist listed.


DOES YOUR PRACTICE PROCESS SMILE FEES MANUALLY?
If your practice does not have a Smile Fee level set up in practice software, there is more of a risk of errors being flagged. Please set up a Smile Fee level using the quick guide here https://www.smile.com.au/practice-software

...and then review the checklist above.

If your practice does NOT use practice management software, or a separate Smile fee level is not possible, please check, correct, and confirm each point below.

  1. Ensure the laminated Smile Guide (with health fund partner instructions) is easily visible to the reception team. Remind your team to also charge the Smile Fees to members of health funds partnered with Smile. They will NOT have a Smile card.
  2. Ensure the Smile fees are being charged correctly in your practice by all team members.
    To make it very easy for all team members to charge the correct Smile Fees, a price list can be provided by Smile which contains the correct Smile price for every single item number. It’s easy! Simply follow the steps below.

    Log into your provider area by clicking here and using your main reception email address>
    Click on the 'Smile Fees' page >
    Click on 'Check my Fees' button and choose the manual process.

    By uploading your standard/private patient fees, Smile will respond with a price list which will contain all the correct prices to charge. This will minimise or even eliminate any mistakes.
  3. QUICK TIP CALCULATION FOR 15% OFF:

    Standard fee x 0.85 = Smile Fee to charge
  4. When charging members, ensure each item number shows the correct Smile price on the invoice/in HICAPS. If you charge standard fees then discount at the end, this will continually be flagged as an error.
  5. Please check your Smile practice listing by typing your suburb here www.smile.com.au/dentists
    To update practice or dentist details, log in to the provider area.
  6. Please check all dentist provider numbers we have on file are correct. Log into your provider area and check each dentist listed.


Part 3: SMILE IS HERE TO ASSIST

Smile’s friendly provider team is happy to assist. Book a quick phone training session to ensure new team members or your current team are confident in assisting Smile members and members of health funds partnered with Smile. Follow the prompts here:

www.calendly.com/smileplan/refresher