Tuesday, March 28, 2017

Finding Patients Who Have Missed a Payment

The Collections Manager assists in your collections efforts by enabling you to quickly access and then act upon account information. You set the criteria for the accounts you want to find and the Collections Manager displays a list of those accounts.

For example, you can use the Collections Manager to follow up with patients on a payment plan who are behind on their payments. Generate a list of patients on the payment plan billing type who have missed more than 1 payment, have a minimum account balance of $10, and are over 30 days past due.
To find patients who have missed a payment:
  1. From the Office Manager, click Analysis > Collections Manager.


  2. Select the payment plan billing types to include only patients attached to those billing types on the list.
  3. Select 1 or more to include patients who have missed at least one payment one the list.
  4. Enter 10.00 as the Min. Balance to include only patients who have at least $10.00 remaining on their account balance.
  5. Click OK to load the list.
Additional Information
  • The Collections Manager is an interactive list that links to many other areas of Dentrix. From the Collections Manager you can make a phone call, create an email message, merge a collection letter, make notes about the contact in the Office Journal, add guarantor notes, set up a payment agreement, or change a billing type.
  • Click the Show Columnsbutton when creating a view to customize the information that appears in the list and in what order it appears.

Using the Collection Manager is part of the new course called Top 10 Collections Tools in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register. Save $400 if you register by Friday, March 31!

Tuesday, March 21, 2017

Finding Specific Groups of Patients in the Treatment Manager

You want to use the Treatment Manager to fill some light days coming up in your schedule. Generate a list of active patients who have had procedures treatment-planned within the last 12 months and still have at least $250 of insurance benefits remaining for the year so you can get them scheduled.

To create this Treatment Manager view:


  1. From the Appointment Book, click the Treatment Manager button.


  2. In the Patient Status field, select Patient to only include patients with that status on the list.
  3. In the Treatment Plan group box, enter a range of treatment plan dates you want to include on the list.
  4. In the Insurance group box, enter $250 for the minimum amount of benefits remaining for the year.
  5. Click OK to load the filters and display the list of matching patients.



Additional Information:
  • Use the patient range option to make contact more manageable by limiting the size of your list. For example, run the list for your A - J named patients, and then after working through that range of patients, run the list to see your K - S named patients.
  • To include grand totals of each column at the bottom of the list, check the  Show Totals option.
  • You can choose which information is displayed on the list and in what order by clicking the Show Columns button.
Using the Treatment Manager is part of the Treatment Planning & Case Presentation Workshop which is offered in cities nationwide this spring. Click the link to view workshop details and to register.

Tuesday, March 14, 2017

Finding Patients Who Received Billing Statements on a Specific Day

You recently printed billing statements for a special group of patients who are on your office payment plan and have missed at least one payment, and today Dr. Smith wants you to follow up with these patients. Since there is no report in Dentrix that will find these patients, you create a custom list using the Patient Report by Filters option.

To generate a list of patients who received statements on a certain date:
  1. From the Office Manager, click Letters & Custom Lists, and then select the select the Misc. category.
  2. Select the Patient Report (by filters) and click Edit.


  3. Click the Last Stmt Date search button. Enter the date you generated the statements and click OK.
  4. Make sure all the other filters are blank and click OK.
  5. Click Open List Manager. All patients who received a statement on that day will be listed.


Additional Information
  • To select the columns that are displayed in the List Manager, right click on one of the column headers and click Select Columns. To change the order of the columns, click Move Up or Move Down.
Generating billing statement reports is part of the Accounts Receivable Management Workshop which is offered in cities nationwide this spring. Click the link to view workshop details and to register.

Tuesday, March 7, 2017

Why Don’t My Insurance Estimates Match the Estimates Dentrix Calculates?

One of the questions that often comes up in customer service phone calls is:

"Why don’t the estimates I calculate by hand match the estimates Dentrix calculates?"

In order to calculate the correct insurance portions, Dentrix uses formulas that reflect real insurance adjudication practices. Most importantly, these formulas use specific orders of operation to arrive at the insurance portion calculation. As a result, if you try to manually calculate these portions without using the same order of operations, you may arrive at a different amount.

For example, let’s say that your patient Bob will be charged $152 for a procedure that insurance usually covers at 80%. First, Dentrix will determine which formula to use.

  • If Bob does not have a deductible to be applied, the formula used is:
    (Insurance Portion) = (Charge Amount) X (Coverage %) or (Payment Table Amount). So the Insurance portion would be ($152 X .8) or $121.60.
  • If Bob has a $50 deductible to be applied, the formula used is:
    (Insurance Portion) = (Charge Amount - Deductible) X (Coverage %). So the insurance portion would be (($152 - $50) X .8) or $81.60.
  • If Bob has a $50 deductible to be applied and there’s a $96 payment table entry, the formula used is:
    Insurance Portion = [(Pay. Table Amount / Coverage %) - (Deductible)] X (Coverage %). So the insurance portion would be ([($96 / .8) - $50] X .8) or $56.

As you can see, even though the charge amounts are the same for each example, the insurance portion is different depending on which formula Dentrix uses to perform its calculations. If you don’t use the same formulas Dentrix uses or you don’t do the math in the same order as Dentrix, your results will be different.

Creating accurate insurance estimates is part of the new course called Estimate or Guesstimate? Getting Insurance Estimates Right in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, February 28, 2017

Updating Deductibles Met and Benefits Used Mid-Year

Patients often come to your practice mid-year when they have met part or all of their deductible or used part or all of their maximum benefits. You can enter their deductibles met and benefits used  manually in Dentrix so that you can track insurance benefits correctly.

How To:
  1. Select the patient in the Family File and double-click the Insurance block.
  2. Click the Deductibles button.


  3. In the Deductibles group box, enter the deductible(s) the patient has met in the appropriate fields.
  4. In the Benefits Applied field, enter the amount of the insurance benefit that the patient has already used. Then click OK.   
Additional Information:
  • You can also enter deductibles met and benefits used for the previous year by clicking the Previous Year’s tab.
  • You can also enter deductibles met and benefits used information from the subscriber information in an insurance claim.
Updating deductibles and benefits mid-year is part of the new course called Estimate or Guesstimate? Getting Insurance Estimates Right in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, February 21, 2017

Setting up Fast Checkout Options in the Ledger

After every appointment, patients come to the front desk to check out and pay their balances. Many of these patients want you to print them a receipt, and you want to make sure you create a claim for that appointment so that you don’t forget when the next patient comes to check-out. Use the Fast Checkout button to complete all three of these tasks with a single click. 


How To: 

  1. From the Ledger, click File >Fast Checkout Options Setup.


  2. Select the tasks you want to perform when the Fast Checkout button is clicked in Dentrix.
    •  Create Insurance Claim - Check this box to create an insurance claim for today's procedures. Then select whether to send the claim to the Batch Processor, send it electronically, or print it. 
    • Enter Payment - Check this box to post a payment on the patient's Ledger. 
    • Walkout - Check this box to create a walkout statement or receipt. Then select to either send the statement to the Batch Processor or print it. 
  3. Click OK to save your settings. 
Once set up, when you click the Fast Checkout button when a patient is checking out of your office, you'll be guided through the checkout process, saving you (and the patient who is anxious to leave your office) time. 


 Additional Information:

  • If the tasks you perform at checkout vary, check Always Show Checkout Options to allow you to select which checkout options are completed for individual patients. 
  • To print appointment reminder labels for patients when they check out, click Print Appointment Reminder Label
  •  In order to use the Send Electronically option for claims, you must have an eClaims account set up.

Tuesday, February 14, 2017

Drag and Drop from Appointment Book Lists

In the Appointment Book, you have access to a group of lists that help you keep your schedule full including the ASAP List, Open List, and Unscheduled List. You can access these lists from the Appointment Book toolbar by clicking Appt Lists.


  • The ASAP List consists of scheduled appointments that have been flagged ASAP. You can use this list of patients to fill holes in an otherwise full schedule. 
  • The Open List consists of patients whose appointment type has been set to OPEN, and are known to have a flexible schedule, and can be moved around.
  • The Unscheduled List consists of patients with broken appointments or appointments that have been marked as wait/will call
While viewing any of these lists, you can select an appointment and drag it to an open slot in the Appointment Book. Once you confirm the movement of the appointment, it not longer appears on the list.

By dragging and dropping appointments in this way, you won't have to spend time recreating appointments because all the details from the Appointment Information dialog box (appointment reasons, providers, etc.) are kept intact and move with the appointment. Dragging and dropping from these lists also helps you to quickly clean up your lists and get patients back on the schedule.

Learning how to effectively use appointment lists is part of our new course 15 Ways to Make Scheduling Easier with Dentrix which will be offered at this year's Business of Dentistry Conference. Click the link above to view conference details and register.