Tuesday, April 26, 2016

Punching the Clock: Start Getting Paid in 4 Easy Steps

In last week's Tip Tuesday post, we talked about how to set up the Dentrix Time Clock, by setting up the information needed for each employee.  Once that information has been set up and saved for each employee, they can begin using Dentrix to clock in and out for their shifts.

To clock in/out:

  1. Right-click the Dentrix Quick Launch icon, and from the menu, select Time Clock > Employee Clock In/Out. The Select Provider/Staff dialog box appears.

  2. Select the appropriate employee and click OK. The Time Clock dialog box for the selected employee appears.

  3. The Current tab displays the current date, current user ID, last punch, and the current time. If the last punch was to clock out, the button is labeled Clock In. If the last punch was to clock in, the button is labeled Clock Out.
  4. Click Clock In or Clock Out and record any notes in the Note field if necessary.
For additional information on other time clock features, see the following "Viewing Clock In/Out Histories" and "Printing Time Clock Reports" topics in the Dentrix Help.

Tuesday, April 19, 2016

Tick-Tock, Set Up Your Time Clock

An often overlooked feature in Dentrix is the Time Clock. The Time Clock in Dentrix enables office employees to punch in and out for their shifts and provides reports containing information on hours worked and wages earned.

Each employee needs to be set up in the Time Clock individually, including entering their regular and overtime pay.

To set up the Time Clock for employees:
  1. Right-click the Dentrix Quick Launch icon in the notification area of the Windows taskbar.
    Note: If you can't see the Dentrix Quick Launch icon, go to the Office Manager and click Maintenance > Practice Setup > Preferences. In the Preferences dialog box General Options tab, make sure Start Quick Launch on System Startup is checked.

  2. From the menu, click Time Clock > Time Clock Setup. The Time Clock Setup dialog box appears. Note: If you enabled passwords, users must have password rights to "Time Clock, Setup" to access this dialog box.

  3. In the Select Employee group box, select the employee you want to set up. (All providers and staff members defined in the Practice Resource Setup dialog box appear in the list.)
  4. In the Auto Punch Out Settings group box, do one of the following:
    • Do Not Use Auto Punch Out - Select to require the employee to punch out each day. If the employee forgets to punch out, all hours will be included.
    • Auto Punch Out Time - Select and then select a time when Dentrix will automatically clock out for the employee (for example, 5:00 p.m.). Use the up and down arrows to set the appropriate time, or type a time in the field provided.
  5. If needed, check the Include Employee on Time Punch/Payroll Reports option.
  6. In the Regular Pay group box, do one of the following:
    • Salary (Annual) - Select if you pay the employee a salary or annual amount. Type the annual amount in the Annual Pay Rate field.
    • Hourly - Select if you pay the employee by the hour. Type the hourly rate in the Hourly Pay Rate field.
  7. In the Overtime Pay group box, do one of the following:
    • Do Not Calculate Overtime - Select if you do not want Dentrix to calculate overtime hours and wages automatically.
    • % of Pay Rate - Select and type the percentage you want Dentrix to automatically calculate for overtime hours and wages. For example, if the employee is to be paid "time and a half" for overtime, enter 150%. 
      • When you select this option, you must select how overtime is defined, either daily or weekly. You must enter either a) the number of hours in the workweek (for example, 40), or b) the number of hours in the day worked (for example, 8). Hours worked beyond what you enter will be considered overtime.
        Note: The percentage of pay rate must be between 100 and 1000. A valid workweek value must be between 0 and 168. If you enter an invalid figure in either of these fields, a blinking red arrow appears. This indicator remains until you enter a valid number.
  8. In the General Settings group box, select whether to use a 12- or 24-hour time clock, and whether time should be recorded as hours and minutes or decimal hours.
  9. Click OK to save your changes and exit.

Tuesday, April 12, 2016

2 Tiny Preference Choices That Can Make a Big Difference

Many of you have upgraded to Dentrix G6, and that's great! We've posted tips in the recent past about new features available with this release. And while it's nice to tout the "latest and greatest" when it comes to software features, sometimes it's the little things that can get people excited, too.

There are two new options available in the Preferences dialog box that are just that: little things to get excited about.

First, in Dentrix G6.1 a new feature was added which automatically opens the Select Patient dialog box when a patient-specific module is opened for first time and no active patient is currently selected. This feature saves time because you don't have to click File > Select Patient every time a new module is opened. This feature assumes that when you open a patient-specific module, your next step will be to select a patient.

In Dentrix G6.1 this option is turned on by default, but you can easily customize it for each workstation to accomodate your personal preferences.

To enable or disable the feature:
  1. In the Office Manager, select Maintenance > Practice Setup > Preferences. The Preferences dialog box appears.

  2. In General Options tab, under the Additional Options group box, check or uncheck the box for Automatically Launch Select Patient.
    • If checked, the feature is active.
    • If unchecked, the feature is inactive.
  3. Click OK to save your changes and exit.
A second new feature, added in Dentrix G6.1, allows you to automatically see patient notes in the Family File. In previous Dentrix versions, patient notes were hidden by default, and you would have to open them for individuals on a patient-by-patient basis. With this new feature, you can turn them on (or off) for all patients as the default, depending on your office preferences. 

This option by default is turned on, meaning patient notes will automatically be visible, but you can easily customize it for each workstation in your practice, depending on your patient information protocol.

To enable or disable the feature:
  1. In the Office Manager, select Maintenance > Practice Setup > Preferences. The Preferences dialog box appears.

  2. In the General Options tab, under the Additional Options group box, check or uncheck the box for Auto View Patient Note in Family File.
    • If checked, the feature is active. Note that if you hide the patient notes in an individual record, the notes will be visible again the next time you open the Family File for that patient.
    • If unchecked, the feature is inactive and you must click the View button in the Family File to see the patient's notes.
  3. Click OK to save your changes and exit.
Take some time to review how the workstations in your office are set up, and whether you need to adjust these default settings to better fit your specific needs.

Tuesday, April 5, 2016

Find the Patients Attached to Each Insurance Plan in Dentrix

At times you may need to see a list of all patients assigned to an insurance plan in Dentrix. This information can be found by running the Insurance Carrier List. This list has different options to choose depending on whether you want to see a list of all subscribers (guarantors) or a list of all insured patients. You can also choose to include provider IDs associated with the plan.

To generate the Insurance Carrier List:
  1. From the Reports menu in the Office Manager, click Reference > Insurance Carrier List. The Insurance Carrier List dialog box appears.

  2. Enter a Report Date that you want to print on the report as needed. The default is the current date.
  3. In the Select Report Type group box, select Dental to print a list of dental insurance carriers or select Medical to print a list of medical insurance carriers.
  4. In the Select Insurance Carrier group box, select the range of insurance carriers that you want to include. Click the From search button to select a starting carrier, and click the To search button to select an ending carrier. To include all carriers, leave both fields set to <ALL>.
  5. In the Select List Types group box, select the list type(s) you want to print:
    • Standard List - this option generates a list of each insurance carrier in Dentrix
    • Include Subscribers (of each carrier) - this option generates a list of each insurance carrier in Dentrix, as well as a list of subsribers (guarantors) for each carrier
    • Include All Insured Patients - this option generates a list of each carrier in Dentrix, as well as a list of individual insured patients for each carrier
    • Include Provider IDs - this option generates the name, ID code, and ID number of each provider attached to the insurance carrier
    • Mailing Labels - this option generates mailing labels for the insurance carriers. If you select this option, use the corresponding Columns box to set the number of labels across a printed label sheet (1-3)
  6. Click OK to send the report to the Batch Processor.
Note: Do not select both the Standard List and Include Subscribers or Dentrix will print two lists: one showing carriers and the other showing carriers with subscribers.

Once printed, it's important to know how to interpret the information. Here's a quick guide:

Standard List
Insurance information (highlighted in yellow in the image) is pulled from the Dental Insurance Plan Information and Insurance Coverage dialog boxes used to set up the insurance plan in Dentrix.

Include Subscribers
Insurance information appears (highlighted in yellow) followed by the name, birth date, chart number, subscriber number, employer, and family status of each subscriber (highlighted in blue). The report also includes the portion of the subscriber’s deductible that has currently been met and the total benefits that have been used year-to-date.

Include All Insurance Patients
Insurance information appears (highlighted in yellow) followed by the name, birth date, chart number, employer, and family status for each patient associated with the insurance carrier (highlighted in orange). The report also includes the portion of the patient’s deductible that has currently been met and the total benefits that have been used year-to-date. An asterisk next to the name indicates a guarantor. A (P) indicates primary insurance and an (S) indicates secondary insurance.

Include Provider ID
Insurance information appears (highlighted in yellow) followed by the name, ID code, and ID number for each provider with an identification code entered for an insurance carrier(highlighted in pink). This information is pulled from the Provider ID Setup dialog box.

Tuesday, March 29, 2016

Posting Multi-Code Procedures from the Ledger

Most of the charges listed on a patient's account will be posted through procedure codes. In many cases, the procedures will have been posted and set complete from the Patient Chart or the Appointment Book. However, in some cases you may need to post procedures from the Ledger.

When posting procedures from the Ledger, you still have the ability to select individual procedures or multi-codes, assign providers to procedures, select tooth numbers and surfaces (if applicable), and note whether the procedure was completed or treatment-planned.

Today's tip comes into play when assigning a provider to multi-code procedures. As you may know, multi-codes are custom code sets that contain a group of procedure codes. Using multi-codes can save you time when posting groups of procedures that are often completed together, like a prophy and exam or a crown and build-up.

Consider this example:
Bob Jones was seen today for a new patient appointment, which includes a comprehensive exam, prophy, fluoride, four bitewings, and six PAs. DDS1 performed the exam, and the rest of the procedures were completed by HYG2. You want to use the NewPt multi-code to post all of these procedures at once.

To post a procedure using a multi-code:

  1. In the Ledger, select the patient and from the menu bar select Transaction > Enter Procedure. The Enter Procedure(s) dialog box appears.

  2. Make sure the correct date is entered in the Date field if the procedure was not completed or treatment planned today.
  3. In the Provider field, click the search button to open the Select Provider dialog box. Select the provider who performed the majority of the procedures within the multi-code, and click OK. (Doing so will make it quicker to change applicable procedure providers in steps 5-7.)

  4. From the Multi-Codes panel, highlight the name of the multi-code you want to post, and click the Add button at the bottom of the panel. The codes contained in the multi-code will appear in the Procedure List.
  5. In the Procedure List, highlight a procedure that was not completed by the provider specified in step 3. 
  6. Click the Provider search button to open the Select Provider dialog box, select the appropriate provider for the highlighted procedure, and click OK.
  7. Click the Change button to apply the change of provider to the procedure.
  8. Repeat steps 5-7 as needed for any other procedures.
  9. Click OK/Post to post the procedures.

Bonus Tips:
  • If you are not familiar with individual procedure codes, when you highlight a procedure in the Procedure List, the Procedure field and the Procedure Description field display so you can verify you have selected the appropriate procedure.
  • For procedures within the multi-code that require tooth and/or surface information, first select the multi-code (see step 4 above). Then highlight the procedure code that requires additional information. Applicable fields appear within the dialog box in which you can enter additional tooth/surface information. Enter the additional information and then click Change (see step 7 above) to apply the changes.
For more tips dealing with the Ledger, posting transactions and dealing with accounts receivable, consider attending the Accounts Receivable Management Workshop in a city near you. For dates and locations visit http://www.dentrix.com/training/workshops.

Tuesday, March 22, 2016

Quickly Finding Previously Viewed Patients

During the course of a work day you may select hundreds of patients within Dentrix. When selecting a patient, there is a section of the Select Patient dialog box that can save you time, especially if you need to find a patient you've already worked with earlier in the day.

Consider this example:
The phone rings first thing in the morning and one of your patients, Beth Jones, is calling wondering what time her appointment is this morning. You look up her account in Dentrix and let her know her appointment is at 10:30 a.m. Later, Beth comes in and lets you know she has changed insurance carriers, so you open up her Family File so you can enter in her new information. After her appointment you need to open her Ledger so you can create an insurance claim for her procedures and enter her credit card payment. That's three times you've had to search for Beth Jones in Dentrix.

In the Select Patient dialog box, there is a section at the bottom of the window labeled Previously Selected Patients

This section keeps a list of the last 30 patients you have searched for. You can quickly re-select a patient on this list by double-clicking their name, which can be a lot quicker than having to re-search for them by name, especially if you know you've already looked them up once today.

As seen in our example, there are many instances where during the course of a day you may look up the same patient multiple times. Using the Previously Selected Patients list can save you a little bit of time in Dentrix, and a lot of time in the long run.

Tuesday, March 15, 2016

Keyboard Shortcuts in the Dentrix Perio Module

When you perform a patient perio exam, you can use keyboard shortcuts to help you enter the measurement information into Dentrix. Below are a few different shortcuts and tips to help you:
  • To enter a two-digit pocket depth measurement, use the slash symbol (/) to represent the tens place. For example, if the patient has a  measurement of 10mm, you would use the / and the 0 keys to indicate 10mm.
  • To indicate bleeding or suppuration points, press B for bleeding or S for suppuration on your keyboard.
  • To enter a furcation level of a tooth, press F on your keyboard, and select the desired furcation level from the menu that appears. You can just use the down arrow on your keyboard, or the corresponding number (1-4)  to select the appropriate menu item, and not have to switch to your mouse.

    Note: Only the furcation levels relevant to the selected tooth site are available in the furcation menu. If furcation levels do not apply to a specific tooth site, the furcation menu does not appear when you press F on your keyboard.

  • To enter the mobility classification of a tooth, press M on your keyboard and select the desired classification from the menu that appears.

  • To enter the plaque classification of a tooth, press P on your keyboard and select the desired classification from the menu that appears.

  • To enter bone loss classification for a tooth, press L on your keyboard and select the desired classification from the menu that appears.

Note: When you enter plaque, mobility, or bone loss classifications, they appear as number values in the PMB fields of the Perio module's Data Chart. The P value (left) is the plaque classification, the M value (center) is the mobility classification, and the B value (right) is the bone loss classification.

For additional information about how to better use the Dentrix Perio Chart and Patient Chart modules, attend the Dentrix Clinical Charting workshop in a city near you. For dates and locations, visit www.dentrix.com/training/workshops.