Tuesday, November 14, 2017

Saving a Screen Capture in the Document Center

Some insurance companies provide coverage details on their website, and you like to check for detailed coverage breakdowns when a new patient comes to your office. If you need to refer to the coverage breakdown again you could go back to the insurance company’s website and find it, but it’s a lot easier to just capture the image using the Screen Capture tool and save a copy of it in the Document Center. 

How To
  1. Open the website with the coverage table you want to save, and leave it open on your screen.
  2. Open the Document Center and select the patient to whom you want to attach the screen capture. Then click Acquire > Screen Capture.


  3. Go back to the screen you want to capture, and click Start Capture.
  4. Position your mouse pointer where you want to start the capture and drag to capture the image. When you release the mouse button, the Document Center opens and the image you captured appears in it.
Additional Information
  • If you don't want to be prompted to enter the document type, description, and orientation each time you take a screen capture, in the Document Center click Acquire > Screen Capture and click the Setup Defaults button. Check the Acquire without displaying Document Information option and specify the default information, and the Document Center will automatically assign that info to every screen capture.
  • For additional information, read the Acquiring Screen Captures topic in the Dentrix Help.

Tuesday, November 7, 2017

Analyzing Referrals

If you are looking for a quick way to analyze your patient referrals without having to generate a report in the Office Manager, look no further! 

Let's say your office offers a discount on teeth whitening when a patient refers five people to your practice and those patients are seen for appointments. You know that patient Brent Crosby is close to meeting the five referrals, and you want to see details about the referrals he has made. You can access that information easily from the Family File. 

How To
  1. In the Family File, select a patient who has made referrals to your practice.
  2. From the File menu, select Referral Analysis.


  3. The number of referrals a patient has made to your office appears in the Total Referrals Made field, and a list of individual patients, the date they were referred, and production totals resulting from that referral appear in the list.
  4. Use the drop-down lists for Referral Date Span and Production Date Span to see referrals and production for a specific time period. 
Additional Tips

Tuesday, October 31, 2017

Assigning Insurance to a Patient when the Subscriber is a Non-Patient

Because the family situations of your patients are varied, there will be times when a patient in your practice is covered through an insurance subscriber who is not a patient. This can happen in cases of divorce or when an adult child is still covered by their parent's insurance. In situations like this, even though the subscriber isn’t a patient you need to add them to Dentrix so that you can assign their insurance coverage to your patient.

How To

  1. In the Family File, select the patient who will have insurance coverage through the non-patient subscriber, and click File > Add New Family Member.
  2. Enter the subscriber's name, set the status to Non-Patient, enter the birthdate and other information including address and phone number if they are different from the other members of the family, and click OK.
  3. Double-click the non-patient's name in the family list to select them, and then double-click the Insurance block.


  4. Select the insurance carrier,  enter the subscriber ID and other insurance information, and then click OK.
  5. From the family list, double-click the name of the patient to be covered by the non-patient's insurance, and then double-click the Insurance block.

  6. Assign the non-patient's insurance coverage as either primary or secondary insurance and click OK.
  7. Repeat as needed for other family members.
Additional Tips
  • The insurance subscriber must be a member of the same family in Dentrix as the covered patient.
  • The non-patient subscriber can have a different address from the rest of the family in Dentrix, as may be the case with divorced or unmarried parents who are insurance subscribers for their children that do not live with them full time.
  • Non-patients don’t show up on reports and will only receive correspondence if they’ve been designated as the head of household.
  • To learn more, read Adding Family Members and Assigning Insurance to Non-subscribers in the Dentrix Help.

Tuesday, October 24, 2017

Hiding Patients on the Collections Manager List that You've Already Contacted

Let's say you have generated a list of patients with outstanding balances in the Collections Manager. You are working your way through the list, calling patients to talk to them about their balances and explaining their options, but because you are making these calls in between your other front desk responsibilities, you want to remember who you've contacted and who still needs to be called. You can hide patients on the list that you've already talked to, but still keep them on the list as having an outstanding balance to be paid. 

How To
  1. Select a guarantor's name from the Collection Manager list.
  2. Right-click the guarantor's name and select Hide Account.


The patient is removed from the list until the next time the list is generated. 

Additional Tips
  • After you've generated the list and begun making phone calls (or otherwise contacting patients), leave the list open. You can minimize the list to work on other tasks and restore the list with your previous settings and patients still hidden when you want to continue working.
  • If you close the list completely, you will have to enter your View criteria again (or generate using the last View settings), but patients previously hidden will be back on the list.
Learning how to use the Collections Manager effectively is part of the Accounts Receivable Management workshop which is offered in cities nationwide this fall. Click the link to view workshop details and to register.

Tuesday, October 17, 2017

Make Multi-Codes More Manageable

When you have been using Dentrix for several years, you can build up lots of customizations that were useful to you at one time, but may not be any more. Often, this means you have a long list of items that you are no longer using, such as custom multi-codes that you do not use or no longer want your staff to use. 

You can inactivate the old codes to clear them from the procedure code list, which means you won’t have to look through as many codes to find the ones you need, and you’ll prevent staff members from using the wrong multi-code.

How To

  1. In the Office Manager, select Maintenance > Practice Setup > Multi-Code Setup.
  2. Select the multi-code you want to disable, and click Edit.


  3. Check the Disable this Multi-Code box, and click OK.
Additional Information
  • When a multi-code is disabled it no longer appears in the Procedure Code List in the Procedure Codes dialog box in the Appointment Book, or in the Multi-Codes List in the Enter Procedure(s) dialog box in the Ledger.
  • When you disable a multi-code, you do not lose it. Disabled multi-codes are still listed in the Multi-Code Setup dialog box, but they are marked with an asterisk.
  • You can enable a disabled multi-code at any time by following the steps above and unchecking the Disable this Multi-Code box.
  • For more information see the Multi-Code Setup topic in the Dentrix Help.

Tuesday, October 10, 2017

Deleting a Document from the Document Center

Your dental clinic has several office workers, and sometimes the same documents are unknowingly scanned more than once and stored in the Document Center. If you have duplicate files or have attached a document to the wrong person in the Document Center, it is okay to delete that document to reduce redundancy and save storage space.

How To
  1. Open the Document Center and select a patient.
  2.  From the patient's document tree, select the document that you want to delete, and click Edit > Delete Selected Document(s).


  3. Click OK to delete the document, or if a document is attached to more than one source, a message appears giving you the option to delete the current document only, or to delete the document for all attachments. Select the appropriate option, and click OK.


Additional Information
  • You cannot delete a document that has been signed.
  • You can also delete documents by first selecting them and the using the Delete Selected Document(s) button on the Document Center toolbar.
  • To learn more, read Deleting Documents in the Dentrix Help.

Tuesday, October 3, 2017

Searching for Payments in Dentrix

It would be nice to have every piece of information available when you need to find a payment in Dentrix, but that isn’t always the case. For instance, a patient tells you they made a payment, but it is not posted on their account. You need to find out where that payment was posted so you can correct the error, but you only have the payment date and the payment amount to work from.


Luckily, the Search Payments utility lets you perform a search with whatever information you have available without having to manually look through individual patient accounts or running reports. 

How To
  1. From the Ledger, click File > Search Payments.
  2. Enter the search criteria you have available to find the payment(s). Click Search. Payments matching the criteria will be listed.

  3. Double-click any payment in the list to open the Ledger for that patient so you can view the payment in more detail.
Additional Tips
  • You can combine several search criteria (check number + date, or payment type + amount, for example) for a more precise search with fewer results.
  • In the search results, click any column header to sort the results by that column. Or click and drag the column header to rearrange the columns.
  • To learn more, view the Search Payments video or read Searching Payments in the Dentrix Help.