Tuesday, July 18, 2017

Setting up a Payment Agreement in Dentrix G6.4

At times, a patient may need to pay off a procedure or balance over time. You can accommodate these patients by setting up a payment agreement with them in which they agree to pay off their balance through regular payments instead of in one lump sum.

You can track payment amounts and due dates, print payment coupons, and apply interest terms in Dentrix. With Dentrix G6.4 and higher you can use the new Payment Agreement Manager to manage payment agreements and to post payments from a single location for multiple accounts.


To set up a payment agreement in Dentrix G6.4:


  1. From the Ledger, select the patient for whom you want to create a payment agreement, and click the Billing/Payment Agreement button.


  2. From the Billing Type drop-down list, select the billing type to be assigned to the account.
  3. Enter the agreement date and select the payment interval from the drop-down list.
  4. Enter the annual finance charge percentage, total amount of the agreement, first payment due date, and payment amount in the corresponding fields.
  5. Click the Agreement Templates button and select the terms to apply to the payment agreement from the list. Click OK.
  6. Click OK to save the agreement.
Additional Tips
  • Once you have created a payment agreement for a patient, they will appear in the Payment Agreement Manager, which you can use to enter payments.
  • When you enter the total agreed amount, Dentrix calculates the total number of payments necessary and puts that number in the # of Payments field. Conversely, you can enter the number of payments and have Dentrix calculate the amount of each payment.
  • By clicking the Print button, you can print a Truth in Lending Statement, an Amortization of Payments and Charges, and/or a coupon book for patients.
Make sure you subscribe to the Dentrix Tip Tuesday blog so you don’t miss next week’s tip about how to create and customize payment agreement terms templates.

Tuesday, July 11, 2017

Using Medical Alert Notes

When you document a patient's medical conditions in Dentrix, it is important to give all the information about the condition that your staff will need to know. In Dentrix G6, you can add notes to medical alerts that can provide this clarifying information about a patient's medical condition.


  1. In the Family File, double-click the Medical Alerts block. The left side of the dialog box lists the medical alert(s) currently assigned to the patient (if any), and the right side of the dialog box lists any clarifying notes.
  2. Click the Edit button.


  3. Select an alert from the list to assign it to the patient.
  4. Add a note in the Note field that gives additional information about the medical alert. Click the Insert Date Line button to add a date line to the note as needed.
  5. Click OK to save your changes.

Additional Tips
  •  Medical alerts can be customized in the Office Manager. You can have up to 64 medical alerts. Be careful when changing medical alerts in definitions as your changes will affect other patients to whom that medical alert is assigned.
  • You can use the note field as a way to keep track of several kinds of medical alerts without creating different medical alert categories. For example, you can use the generic Allergy category and create notes that describe the different types of allergies patients have instead of creating several different allergy alert types.

For additional information how to use medical alerts and their corresponding notes more effectively, see the Summer 2017 Dentrix Magazine article titled A Better Way to Use Medical Alerts in Dentrix.

Tuesday, July 4, 2017

Finding Patients Not Attached to Continuing Care

Occasionally, patients who haven’t been in for a while will call to schedule an appointment, and they’ll tell you they didn’t receive any kind of reminder that they were due for a cleaning. This usually happens when the patient isn’t attached to continuing care in Dentrix, so Dentrix can’t track when that patient is due. You can prevent this by generating a list of patients who haven’t been attached to continuing care.


To find patients not attached to continuing care:
  1. From the Continuing Care module, click Views > Temporary View.


  2. In the Type group box, select the continuing care type you want to focus on, and select Without CC. Leave all other settings at the default and click OK to generate a list of matching patients.
Additional Tips
  • Once you have generated a list of patients who aren't attached to a continuing care type, you can easily manually attach that type to the patient. Select a name on the list and click Edit > Selected Patient's Continuing Care. Select the type you want to attach to the patient, and click Set. Set the continuing care options as needed and click OK.
  • To learn more, read Accessing the Continuing Care List in the Dentrix Help.
Take the new online Dentrix Continuing Care Mastery course to learn more about setting up and maintaining your continuing care system. Log in to the Dentrix Resource Center,and follow these steps:

  1. In the Get Your Training section, click Enter
  2. Click Register to create your learner account, or log in if you already have one. 
  3. Then, under Study for Mastery, click Courses and select the Continuing Care Mastery course.


Tuesday, June 27, 2017

Using the New Payment Agreement Manager to Post Payments on a Patient's Account

Wouldn’t it be nice if you could post a payment toward a patient’s payment agreement while you were viewing their agreement details? With the new Payment Agreement Manager in Dentrix G6.4, you can! You can post payments from the same window where you create and manage payment agreements. 

To enter a payment from the Payment Agreement Manager:

  1. From the Ledger, click File > Payment Agreement Manager.

  2. The Payment Agreement Manager shows all accounts with a payment agreement.
  3. Select a patient on the list and click the Enter Payment menu option.
  4. Enter payment information as you normally would. If the payment is to go towards a patient's payment agreement, make sure to check the Apply to Payment Agreement box.



  5. Click OK.
Additional Information
  • The Enter Payment dialog box that opens in the Payment Agreement Manager is the same as in the Ledger.
  • You can double-click any patient name within the list to open the Billing/Payment Agreement Information dialog box. From there you can view or edit guarantor notes, view or change the account's billing type, view the payment agreement notes, enter a payment, and clear or update the payment agreement.
Learn about other new and updated Dentrix features in the course titled What's New In Dentrix G6, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.


Tuesday, June 20, 2017

Splitting Payments by Family Members

With Dentrix G6, you can split payments by provider and by family member. If you use these split payment options, you can post a single payment that will be distributed among the providers with balances for each family member and posted in each family member's Ledger as appropriate.

For example, if you have a family come in for cleanings and they pay you with a single check, you can use the split payment by family members option to quickly apply payments to each patient in the family from a single screen in Dentrix without having to open each person’s Ledger.

To split a payment by family member:
  1. In the Ledger, select a patient and click the Enter Payment button.
  2. Enter the amount and type of payment in the appropriate fields.


  3. In the Patient drop-down list, select Split by Family Members to split the payment among the family members with outstanding balances, or select the individual patient whose account you want to apply this payment to.
  4. To split the payment between two or more providers or to split by family members, in the Split Method drop-down list, select the desired option to split the payment:
    • Percentage Payments – Divides the payment among the providers according to the provider’s percentage of the total amount owed.
    • Guarantor Estimate – Applies the payment to providers who have balances as guarantor estimates and ignores provider balances that Dentrix estimates insurance will pay the remainder of.
    • FIFO (First In First Out) - Applies the payment toward the oldest completed procedures first.
    • Equal Payments - Splits payment amounts equally among all providers with debit balances.
  5. Enter any notes about this payment in the Note field, and click OK to post the payment and return to the Ledger.

Additional Tips
  • Before splitting payments by family member, go to the Office Manager > Maintenance > Practice Setup > Preferences. Under the General Options tab, in the Payment/Adjustment Options group box, make sure the drop-down list option is set to Split by Family Members.
  • To make sure a specific provider's balance is paid, you can select that line item and click Give Payment Priority to selected items. That item will be paid off first and the remaining items will be paid according to the split method you selected.
  • Check Apply to Payment Agreement if the payment should be applied to the family's payment agreement.

Learn about other new and updated Dentrix features in the course titled What's New In Dentrix G6, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, June 13, 2017

Showing Transaction Links in the Ledger

The Dentrix Ledger contains individual line items for every completed procedure, insurance claim, payment, adjustment, finance charge and late charge made on the account. It can quickly get confusing to look at, particularly when viewing the Ledger for all family members, or looking at the Ledger plus history for the account.

To help make it easier to locate transactions that are related to each other (payments attached to procedures or claims, for example), Dentrix has a Show Transaction Links option, which will highlight line items in the Ledger that correspond with one another.

For example, if you want to see which procedures are included on a particular claim, you can select the claim and use Show Transaction Links to view the procedures and payments attached to that claim.

To view transaction links for an insurance claim:
  1. In the Ledger, select a patient.
  2. Select a claim and click View > Show Transaction Links.

Dentrix highlights every transaction entry that is linked to the one you selected. This can help to make sense of a potentially confusing Ledger that is full of entries.



Additional Information

  • The Show Transaction Links feature will show any other related transactions (if any). You don’t have to always start with an insurance claim. If you select a payment, and then view the transaction links, procedures and claims will be highlighted.


Want to learn more about handling financial transactions in Dentrix? We have several courses at this year's Business of Dentistry Conference that fit the bill! Click the link to view conference details and to register.

Tuesday, June 6, 2017

Identifying Which of Today's Patients have Unscheduled Treatment

Talking to patients about treatment-planned procedures is most easily done face-to-face. If you know ahead of time which of today’s patients you need to talk to about their planned treatment that needs to be scheduled, you can prepare to have those conversations with your patients while they’re in the office.

You can customize the Daily Huddle Report to show you which patients who are coming in today have unscheduled treatment. You can use this report during your morning meeting to see which patients you need to speak with and plan for who in the office will discuss the treatment with the patient. 


To generate the Daily Huddle Report:
  1. From the Office Manager, click Analysis > Practice Advisor, and then click Daily Huddle Report.


  2. Select the report date, providers, and other report options as desired.
  3. In the Select Report Sections & Related Options group box, check Scheduled Patients Summary and then click the Scheduled Patients Setup button.


  4. In the Select Report Sections & Order list, check the Patients who have Treatment Plans option to include patients who have unscheduled treatment on the list. Select other report sections you want to include as desired.
  5.  Click OK to save your settings, and then click the Preview button to view the report.
Additional Information

  • You can save selected report options and then use them to generate the report in the future by clicking Save Options and assigning the saved options a name. Next time you generate the report, select your saved options from the Options drop-down list in the Daily Huddle Report dialog box.
  • Options in the Select Report Sections & Order list that contain an asterisk (*) correspond with group boxes on the page where you specify which types, statuses, or ranges of information to include in the generated report.
  • For an in-depth explanation of the options in the Scheduled Patients Setup dialog box, see the "Setting up the schedule patients summary and lists" topic in the Dentrix Help.