Tuesday, March 24, 2015

Using Screen Capture for Claim Attachments

Using Dentrix you can easily send claim attachments, such as letters, X-rays, and images to an insurance carrier. The Ledger lets you attach documents, images, and even patient periodontal exams to claims and pre-authorizations sent electronically. You can attach from the Document Center, the Perio Chart, and your imaging software.

To add claim attachments using screen capture:


  1. From the Ledger, open the claim you want to add the attachment to and double-click the Claim Information block. The Insurance Claim Information dialog box appears.


  2. Under Attachments, indicate the number of each type of attachment you want to include with the claim.
  3. Click Include Attachment(s). The Include Attachments dialog box appears.


  4. Click the Screen Capture button to capture an image of what is being displayed on your computer screen. Draw a rectangle around the portion of the screen you wish to capture as an attachment. The screen capture is added to the Attachments list.
  5. When finished adding attachments, click Close.
For more information, see the previous Tip Tuesday article, Screen Capture Toollog in to the Dentrix Resource Center and view knowledgebase article #61031, or view the Dentrix Does It video below.

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Tuesday, March 17, 2015

Attaching Another Patient to a Document

With the Dentrix Document Center you have the ability to scan, capture, and import documents such as patient letters, EOBs (explanation of benefits), referral letters, and images (such as patient pictures and X-rays). You can attach these documents to patients, providers, insurance carriers, and referral sources.

There are times when you will want the same document to be attached to an entire family or to multiple patients. Instead of scanning the document multiple times in each patient's Document Center, you can attach multiple patients to the same document. For example, if you scan a guarantor's insurance card, you can attach it to all family members covered under that plan.

To attach another patient to a document:
  1. Open the Document Center and select the patient who has a document that should be attached to another patient. 
  2. Right-click on the document you want to attach to another source and select Modify Document Attachments. The Modify Document Attachments dialog box appears.


  3. Click the Patient search button and select the other patient(s) you want to add to this document.
  4. Click OK. The patient you attached will be listed in the Document Attachments list.
Bonus Tip: In addition to attaching multiple patients to a document, you can attach providers, staff members, employers, insurance plans, and referrals.  For example, if you have a letter referring a patient to an oral surgeon, you can attach that document to the patient, the provider who wrote the letter, and to the referred surgeon. A copy of the letter can then be found in each source's Document Center.

For additional information about using the Document Center, log in to the Dentrix Resource Center and view the webinar titled "Going Paperless with the Document Center" (article #46376).

Tuesday, March 10, 2015

Viewing Appointment History

Dentrix tracks each time a change is made to an appointment and keeps track of what was changed, when, and if passwords are enabled, by whom. You can use this appointment history to see how many times an appointment has been rescheduled, who made a change that resulted in a problem, or when an appointment was originally created and scheduled.

To view the history of an appointment:
  1. Double-click the appointment you want to view to open the Appointment Information dialog box.

  2. Click the History button. The Appointment Information History dialog box appears. The date the appointment was originally created is listed at the top of the dialog box in the Created field.

  3. In the Modified Date panel, each time the appointment is modified, the date and time of the change is listed, along with the ID of the person who was logged into the computer that made the changes (if passwords are enabled in your office). Click on the past dates and times in this panel to see the what the information was prior to the change. Information that has been changed is listed in red.
Note: The Appointment History feature was introduced in Dentrix G4, Productivity Pack 7. Previous versions will not have the History button in the Appointment Information dialog box, and appointment history prior to this update will not be listed.

For more information about using the Appointment Information History feature see the Dentrix eNewsletter article titled Tracking Appointment Changes.

Tuesday, March 3, 2015

Printing Care Instructions with Walkout Statements

When patients have oral surgery or other difficult procedures completed in your office, you often have care instructions to send home with them. You can attach those care instructions to specific procedure codes. Then, when you complete that procedure code, the care instructions will be automatically printed along with the walkout statement you generate for the patient.

To attach care instructions to specific procedure codes:
  1. Create a document that contains the care instructions you want to give to patients and save it in your Dentrix letter template folder.
    Note: If you don't know the location of your Dentrix letter template folder, you can find it in the Office Manager by clicking Maintenance > Practice Setup > Preferences and clicking the Paths tab. 
  2. Attach the document to the appropriate procedure code. In the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup, select the appropriate procedure code and click Edit.


  3. In the Edit Procedure Code Notes dialog box, click the Recommended Documents search button and select the document you want to attach to the procedure code, then click OK.
  4. Check Print Note on Walkout to include that document when you print a walkout that includes in this completed procedure code.
For additional information, log in to the Dentrix Resource Center and search for knowledgebase article #41256 titled Creating a Doctor Recommendation Note using Microsoft Word.

Tuesday, February 24, 2015

Verify Billing Statements to Send

One of the options  you can use as part of your billing process is the Verify Billing Statements to Send feature. It allows you to preview your batch of billing statements and make changes before they are sent electronically or printed in your office. It also allows you to deselect specific statements and prevent them from being printed or sent electronically, so you don't have to print all the statements and manually pull out statements you don't want to send.

Before you can use this option, you need to enable it in the Preferences dialog box. To do this, from the Office Manager go to Maintenance > Practice Setup > Preferences. Then click the Print Options tab and check Verify Billing Statements to Send in the Additional Print Options group box.

To verify your statements before printing or sending electronically:
  1. Select the billing statements in the Batch Processor and click Print. From the Dentrix Print window, you can view a preview of each bill that will be sent. Use the left and right arrows to navigate in the preview window.
  2. To remove an individual bill from the batch so it will not be printed or sent electronically:
    1. Uncheck the Send Statement To option while previewing an account's bill. The bill preview turns gray, indicating that the displayed bill will NOT be sent or printed.
      OR
    2. Click the Verify button to see a list of all accounts for which bills were generated. Statements will be sent to the accounts that are highlighted in the list. You can remove accounts from the statement transmission by clicking on a name. The highlight will disappear indicating that the bill will NOT be sent. Click OK to return to the Dentrix Print window.
  3. You can add a personalized statement message for an account's bill by clicking the Guarantor Notes button while previewing an account's bill.
  4. Click OK in the Dentrix Print window to print the selected statements or to send electronically.
For additional information, read a recent article from the Dentrix eNewsletter here, or view the video below.

Tuesday, February 17, 2015

Updating Secondary Insurance

Since insurance coverage is not retroactive, Dentrix tracks what secondary insurance information was assigned to the patient when a primary insurance claim was created. Dentrix assumes that if the patient did not have secondary insurance assigned (or had a difference in coverage) when the primary insurance claim was created, any new secondary insurance information does not apply to that claim. 

The Update Secondary Insurance option allows you to override the default if a mistake in assignment has been made.

To update secondary insurance information:
  1. Verify the secondary insurance information in the Family File is correct.
  2. From the Ledger, double-click the primary insurance claim. The Primary Dental Insurance Claim window opens.
  3. Double-click the Subscriber Information block. The Patient/Insurance Information dialog box appears.

  4. Check the Update Secondary Insurance box, and then click OK.
Need more insurance tips? Attend our Spring 2015 Dentrix Workshop titled Insurance: Billing and Collections Workshop in a city near you.  For a list of other Dentrix workshops offered, visit www.dentrix.com/training/workshops.

Tuesday, February 10, 2015

Creating Case Note Templates

It's important to keep detailed notes about each case in the Treatment Planner so you have a history of the patient's proposed, accepted, and rejected treatment. You can set up case note templates that you can use in common situations, like when treatment is accepted or when treatment is rejected because of cost concerns.

To set up case note templates:
  1. From the Office Manager, click Maintenance > Practice Setup > Custom Notes > Case Notes Setup. The Case Note Template Setup dialog box appears.


  2. Enter the name of the template in the Template Name field.
  3. Enter the text of the note in the Template Text field. If desired, click the spell check button to check the spelling of the note.
  4. Click Add to add the template name and text you have just entered.
  5. Click Close
Once you have created the template, you can quickly access them when writing case notes in the Treatment Planner.

To use case note templates in writing case notes:
  1. With a patient selected in the Treatment Planner, click the Supporting Information tab.
  2. In the Case Note group box, use Templates drop-down list to select the appropriate case note template, and click Insert.


  3. Click Insert Dateline to insert the current date into the text of the note.
  4. Add any additional notes needed to the case note.
  5. Click Save Note to save the note.
For additional information about creating, editing or deleting case note templates, see the "Customizing Notes" topic in the Dentrix Help.