Tuesday, November 25, 2014

Automatically Creating Secondary Claims

Dentrix can save you time and speed up your claim process by automatically creating secondary claims when you have posted a payment to close a primary claim. In addition to having Dentrix create the secondary claim, you can have Dentrix automatically close the claim if the secondary claim comes back with no pending insurance estimate.

To automatically create secondary claims:
  1. From the Ledger, click File > Insurance Payment Setup. The Insurance Payment Setup dialog box appears.

  2. In the Additional Options group box, check the Auto-Create Secondary Claim with Primary Payment option to enable Dentrix to automatically create a secondary claim.
  3. Check the Auto-Receive Secondary Claim if No Pending Ins Estimate option to enable Dentrix to automatically post a zero payment and close out the secondary claim if the insurance estimate is $0.00.
  4. Click OK.

Tuesday, November 18, 2014

Searching for Payments

Have you ever had to research an insurance payment that you know you entered into Dentrix, but you don't know who the payment was posted to? Or, have you ever had a patient call you to talk about a payment they made "earlier this year" that they have questions about?

You can use the Search Payments utility to find specific payments that have been posted to the Ledger without having to manually look through patient accounts or running reports. You can find payments using the information you have, such as check number, date, insurance carrier, payment type, amount, or guarantor.

To use the Search Payments utility:
  1. From the Ledger, click File > Search Payments. The Search Payments dialog box appears.

  2. Enter the search criteria you want to use to search for the payment(s). You can combine several search criteria for a more precise search with fewer results.
  3. When you have entered your search criteria, click Search. Any payments matching your criteria are listed. Double-click any payment listed to open the Ledger for that patient so you can view the payment in more detail.
Want to see how to do it? Watch this video to see the process in action:

Tuesday, November 11, 2014

The Scheduled Patients Summary in the Daily Huddle Report

Did you know that you can generate a list of all patients coming in today that tells you which of the patients are overdue for continuing care, which have treatment plans, and which have family members without an upcoming appointment?  It's called the Scheduled Patient Summary, and it's a customizable report within the Daily Huddle Report.

The Scheduled Patient Summary is an important tool to use in your daily morning meetings. You can use this information to talk with your staff members about opportunities you have to discuss future appointments or other patient problems with patients coming into the office today.

To generate the Scheduled Patient Summary:
  1. From the Appointment Book, click File > Print Daily Huddle Report or click the Daily Huddle Report button. The Daily Huddle Report dialog box appears.
  2. Check Scheduled Patients Summary to include the summary when you generate the rest of the report.

  3. Click Scheduled Patients Setup. The Scheduled Patients Setup dialog box appears.

  4. Select which criteria you want to display on the summary, and click OK.
  5. Click Preview to generate the Scheduled Patients Summary.
For additional information on generating the Daily Huddle Report, see the Daily Huddle webinar recording (#56272) in the Dentrix Resource Center.

Tuesday, November 4, 2014

Viewing Patient Insurance Benefit Information in the Treatment Planner

Did you know that when you are discussing the financial considerations of a treatment plan with a patient, you can view the patient's deductibles met, benefits used, and insurance coverage breakdown, without having to switch to the Family File?

That information is available to you with the click of a button in the Treatment Planner.

To view patient insurance benefits:

  1. With the patient selected in the Treatment Planner, click the Insurance Benefits button.

    The Dental Insurance Benefits dialog box appears.

  2. Review the information with the patient and use it to explain insurance and patient portion of your fees for the planned procedure(s).
Note: The information contained in the Dental Insurance Benefits dialog box is only as accurate and reliable as your office policies about entering them into Dentrix.

Tuesday, October 28, 2014

Family File Time Savers

Dentrix has lots of little time-saving features that really add up throughout the day. You can take advantage of several of those time savers when you enter new patients in the Family File.

  • In fields that require you to type patient information (Name, Salutation, Address, etc.), you don't have to capitalize the words you enter. Dentrix does that for you! Simply type the information and use the Tab key on your keyboard to advance to the next entry field (or manually click the next entry field), and Dentrix will capitalize the first letter for you. Note: The exception to this rule is the Email field, which won't automatically capitalize the first letter.
  • When entering information in date fields (Birthdate, Consent date, Visit dates, etc.) you can enter a string of numbers with two digits for day, month, and year without any spaces or punctuation (for example: 052376) and then Tab to the next field. Dentrix will automatically convert your entry to a corresponding date with a four digit year and appropriate punctuation (05/23/1976).
  • For the Phone and SS# fields, you can just enter a string of numbers and Dentrix will convert it into the appropriate groupings for you. Note: Phone numbers must include a 3-digit area code followed by a 7-digit phone number, and the SS# should consist of a 9-digit number for the automatic conversion to work properly.
As mentioned in the above tips, use the Tab key on your keyboard to advance through the different fields you need to fill out in dialog boxes, it will save you time in having to move your cursor to a new field with the mouse. Fewer clicks saves you time in the long run!

Tuesday, October 21, 2014

Appointment Book Day Notes

If you need a way to communicate date specific information to your office staff, consider using the Appointment Book Day Note. These notes of up to 3,900 characters can be used as daily task lists, reminders, or notices.

Using the Appointment Book navigation buttons, you can enter notes for  not only the current date, but future dates as well. Any note you write can be accessed from any networked computer, so you can share notes with your entire office staff.

To create an Appointment Book Day Note:
  1. Click the Note button located in the upper-left corner of the Appointment Book, next to the Calendar button.

    The Appointment Book Day Note dialog box appears.

  2. Type your note in the text field.
  3. To perform a spell check of the note, click the Spell Check button.
  4. Click OK to save the note.
    The Note button will appear in yellow now, indicating that there is a note for the current date shown in the Appointment Book.

You can also print the Appointment Book Day Note if needed. To print the note on the Appointment Book View Report, select File > Print Appointment Book View, and then select the Print Day Note option in the Print Appointment Book View dialog box.

Tuesday, October 14, 2014

Drag and Drop from Unfiled Documents

Within the Document Center is a window called Unfiled Documents, where documents that you have scanned or imported into Dentrix are stored until you attach them to the appropriate patient. 

Attaching an unfiled document to a patient consists of three steps:

  • Assign the document a Document Type
  • Give the document a Description
  • Select to whom the document will be attached

You can save time and eliminate the first two steps by dragging a document from the Unfiled Documents directly to a Document Type folder within a specific patient's Document Center. Dentrix will automatically fill in the patient's name and the Document Type, so all you have to do to attach the document is enter a Description.

First, select the patient to whom you want to attached the unfiled document. Then from the Unfiled Documents window, click and drag the document to the appropriate document type in the patient's Document Center. 

While dragging the document, the cursor will show a "no" symbol.
Once you hover over the patient's Document Type folder , the cursor changes from a "no" symbol to a "box" symbol. Release the mouse button to drop the document into that Document Type folder.

When you release the mouse button, the Document Information dialog box appears. The Document Type field is pre-filled with the folder you dropped the document into. Enter a Description of the document, and then click OK.

If the patient to whom you want to attach the document doesn't already have the Document Type folder you want to use listed in his/her Document Center, drag the unfiled document to the patient's name and release the mouse button. 

The Document Information dialog box will appear with just the patient selected and will allow you to select the Document Type and enter the Description.

For more information about using the Document Center, please view the "Storing Documents in the Document Center" tutorial found in the Dentrix Resource Center under the Videos tab, or read a past tip on How to set up Document Types.

You can also the attend the Dentrix "Create a Complete Patient Record" workshop, which features dozens of helpful tips for using the Document Center to electronically store patient information.