Tuesday, October 18, 2016

Printing the Family Ledger Report

The Family Ledger Report is an account history of all procedures, payments, adjustments, and service charges posted to the Ledger.

As the year comes to a close, you may find that patients would like a report of all the activity on their account for the year.

To print a Family Ledger Report for a selected family:

  1. With a patient selected in the Ledger, from the Print menu, click Family Ledger. The Family Ledger Report dialog box appears.

  2. In the First Transaction Date field, specify the earliest date that you want to include transactions for. To include the entire year, set this date to January 1.
    Note: By default, all current transactions (transactions that have been posted since the previous month was closed out) will be included on the report. For example, if the last month you have closed was September, and the selected family has procedures entered beginning on October 3, then October 3 will be the date that appears in the First Transaction Date field.
  3. Check the List Individual Patient Balances for Family box to separate and list patient balances at the bottom of the report.
  4. Click Print to print the report now, or click Send to Batch to store the report in the Batch Processor in the Office Manager.

If you want to print the Family Ledger Report for a range of accounts, you can do so from the Office Manager. 
  1. From the Reports menu, select Ledger > Family Ledger. The Family Ledger Report dialog box appears.

  2. Type the Report Date you want to print on the report. The default is the current date.
  3. Enter a range of guarantors to include on the report using the To and From fields of the Select Guarantor group box. 
  4. Enter a range of providers to include on the report using the To and From fields of the Select Provider group box. To include all providers, leave both fields set to <ALL>.
  5. Enter a range of billing types to include on the report using the To and From fields of the Select Billing Type group box. To include all billing types, leave both fields set to <ALL>.
  6. In the First Transaction Date field, specify the earliest date that you want to include transactions for.
  7. Check the Print Condensed Report box to print more than one family ledger on a single page. (Dentrix will not insert a page break between families.)
  8. Check the List Individual Patient Balances for Family box to separate and list patient balances at the bottom of each family report.
  9. Click OK to send to the Batch Processor.
Information that appears on the report:

A. Family History - Displays all financial transactions posted to the Ledger for all family members.
B. Family Totals - Displays year-to-date totals for the family.
C. Individual Balances - If you select List Individual Patient Balances for Family when setting options for this report, the current balance of each family member appears on the report.Note: When viewing the report, Dentrix labels items placed in history with and asterisk (*) and labels items dated in history but entered after month end with a caret (^).

Tuesday, October 11, 2016

Customizing the Appointment Book Hover Window

When working in the Dentrix Appointment Book you have the ability to see additional patient information whenever you hover your mouse over an appointment. Interestingly, one of the top questions we get concerning the Hover window is "How do I turn it off?"

Many people get frustrated with the Hover window because the default setting is that it immediately appears when you hover over an appointment, blocking the Appointment Book underneath.  Luckily, you can customize the Hover window to make it better fit your preferences.

To customize the Hover window:
  1. From the Appointment Book, click Setup > Practice Appointment Setup. The Practice Appointment Setup dialog box appears.

  2. Click the Hover Detail Setup button. The Hover Detail Setup dialog box appears.

  3. Click Hide or Show as appropriate to specify what information you want to display in the Hover window. A sample Hover window is shown on the right to give you an idea of what the window will look like when it appears.
    Note: The default (meaning if you have never gone in and changed these settings) is to show all the detail except the patient's Social Security number.
  4. To specify how quickly the Hover window appears over an appointment, click the slide bar for Hover Window Delay. Choose an option for the amount of time before the Hover window appears when you move your cursor over an appointment--between 0.5 seconds to 7 seconds. Likely a lot of your frustration comes because the Hover window pops up too quickly. Adjust the slider for a longer/shorter delay.
  5. To prevent the Hover window from displaying altogether, click the Disable Hover Window button. All options are grayed out, and the Hover window will not display in the Appointment Book.
  6. Once you have made your customizations, click OK to save.
Hover window settings are workstation specific, which means the settings that you want to see in the hover window on one computer will not carry through to the rest of your computers. These instructions must be followed on each computer where you wish to see changes to the hover window.

Tuesday, October 4, 2016

Understanding the Ledger Display - Updated for Dentrix G6

A couple of years ago we did a post on Understanding the Ledger Display, and it has remained in our top 3 most popular posts ever since! But in Dentrix G6, the Ledger got a little bit of a facelift, and we wanted to make sure you could still understand the Ledger and how it looks today.

The Ledger window still contains a transaction log that lists all transactions posted to the patient's or family's account. But what's new is how that information is organized in columns on the screen.

There are 17 columns in the transaction log that provide additional information about each transaction:

  • Date - The date manually entered for the procedure/transaction. Usually this is the current date, but at times a different date may be used (such as when entering backdated procedures)
  • Entry Date - System-generated date (the current date) that indicates when the transaction was entered in Dentrix
  • Name - The patient's name
  • Tooth - Tooth number, as applicable
  • Surface - Tooth surface(s) treated, as applicable
  • Check # - Check number or other information entered in the Check/Payment # field of the Enter Payment dialog box
  • Code - Procedure code or transaction code (ADA procedure codes appear for procedures, financial codes such as Pay, Ins, Adj, etc. appear for transactions)
  • * (Transactions Flags) - An asterisk (*) in this column indicates that the transaction has been moved into history. A plus sign (+) indicates that the procedure has been invalidated. A carat (^) indicates that the procedure has been back-dated to a month that has been closed out.
    Note: When the procedure is moved into history, the carat will change to an asterisk.
  • Description - A description of the procedure description or financial ransaction
  • N (Has Note)- A musical note in this column indicates that a note is attached to the procedure or transaction
  • R (Has Referral by) - The letter "R" in this column indicates there is a related referral for this procedure
  • D (Has Diagnosis) - The letter "D" in this column indicates the procedure has diagnoses attached to it
  • M (Has Medical Cross Coding) - A solid triangle in this column indicates the procedure has been cross-coded for medical insurance billing. A hollow triangle indicates the procedure can be billed to medical insurance but that the cross code information has not yet been entered. A blue triangle indicates (solid or hollow) indicates the patient has medical insurance assigned in the Family File. A gray triangle indicates the patient does note have medical insurance assigned.
  • Amount - Amount charged for the procedure
  • Prov - Provider ID associated with the procedure or transaction
  • Ins (Insurance Claim Created)- "No" in this column indicates the procedure has not been submitted to the patient's insurance
  • Balance (Running Balance) - The patient's balance
The column headers in the Ledger can each be clicked to reorganize the information in the transaction log. For example, if you wanted to view the transaction log by tooth number, click the Tooth column heading. The information will be arranged first in ascending order, then if you click the Tooth column header a second time, the information is rearranged in descending order. Each column header behaves in a similar manner when the header is clicked. (To get back to a "standard" view, click the Date column header.)

You can also choose which columns to display on the screen. Right-click any column heading and a drop-down list appears showing all column options. Check or uncheck column names to have them appear (or not) in the window. For example, some offices might find that having the Entry Date column visible causes confusion, and want to remove it. (The Date column is visible by default and cannot be changed).

And finally, you can resize the width of any column by hovering your mouse over a column header dividing line. Your cursor will change from an arrow to a slider. Click and hold your mouse to expand or reduce the size of the column to fit your needs. You can also double-click the dividing line to auto-size the column to fit the data.

For additional tips regarding the Dentrix Ledger, see the following blog posts:

Tuesday, September 27, 2016

Dentrix Notes Part V: Treatment Notes

Over the last several weeks we have talked about the different areas within Dentrix where you can keep notes. Today's post rounds out the topic of Dentrix notes with treatment notes. Treatment notes are designed to help you keep a complete clinical record for each of your patients and include the following:
  • Clinical Notes - Clinical notes allow you to enter notations about medical conditions, treatment recommendations, or descriptions of work completed for a specific patient. You can write both free-form clinical notes, or use clinical note templates. Clinical notes can be signed and locked so that they cannot be edited. You can print clinical notes in a report.

  • Medical Alerts - You can use medical alerts to remind you of any allergies, illnesses, or conditions your patients may have. 
  • Perio Exam Notes - Perio exam notes are automatically added to a perio exam and consist of the measurements taken during a general periodontal exam, including information about the gingiva, oral hygiene, and X-rays. By default, Dentrix sets the measurement values of perio exam notes to those of a normal healthy mouth.
  • Prescription Notes - You can provide patients with more detailed dosage and usage instructions for a prescription in the Prescription Note field of the New Patient Prescription dialog box. The prescription note appears when you print a prescription.
  • Procedure Notes - Each time you enter a procedure, you can attach a note. Usually, the procedure note would be used to document clinical information about the procedure performed. However, that information can also be entered into the clinical notes. Procedure notes are locked when a procedure is moved into history following the closing of the month. Procedure notes can be printed from the Progress Notes panel.
  • Progress Notes - Progress notes are not text notes. Instead, progress notes are a list of all treatment-planned, completed, referred,  and existing work. They can also include conditions, exams, and clinical notes, if desired. You can print the progress notes from the Patient Chart.
  • Treatment Plan Notes - In the Treatment Planner you can add two kinds of notes: Case Notes and Case Status History Notes. Case notes are text notes that you can add to any individual treatment plan case. (You can also set up default case notes if desired that will be automatically assigned to each new case.) Case notes print on the Case Presentation report. Case Status History Notes are short "comments" that you can add when the status of a case changes.
  • Recommendation Notes - Recommendation notes are pre-written notes that can be automatically printed for patients when they have a specific procedure performed and your print them a walkout statement.
  • Referral Recap Notes - The referral recap note allows you to add notes for the referring provider when you generate a Referral Recap report.
  • Referral Slip Notes - The referral slip note allows you to add a note to the referred-to provider when you generate a referral slip for a patient.
And in case you missed them, be sure to read our previous posts concerning Scheduling Notes, Patient Information Notes, Financial Notes, and Insurance Notes.

Have you ever written a patient note and forgotten just where in Dentrix you put it? Reread a post from August 2016 titled Where Did I Put That Patient Note? that explains how to use the Patient Note Report.

Tuesday, September 20, 2016

Dentrix Notes Part IV: Insurance Notes

For the last three weeks we've been talking about different areas within Dentrix where you can keep notes. This week we'll focus on notes dealing with insurance coverage, claims, and carriers; why they are important; and how they can be kept in a consistent location where they can be easily accessed and read.

In the Insurance Claim window, there are three kinds of notes that can be entered:

Insurance note locations within claim window.
  1. Claim Note - This note (also called Remarks for Unusual Services) can be used to write short claim narratives that are submitted with the claim. Keep your notes brief, as only 101 characters will display on printed claims, and only 125 characters are sent on electric claims. TIP: You can utilize custom claim remarks templates to make your entries quick and consistent.
  2. Claim Status Note - This note is not submitted with the claim and can be used to document tracking information for the claim once it has been sent. This note can also be printed on the Insurance Claim Aging Report.
  3. Insurance Plan Note - This note should be used to keep track of plan limitations and exclusions that can't be attached to the coverage or payment tables. Insurance plan notes are specific to the insurance carrier and not individual patients. The note displays for all patients covered by the same insurance plan. This note does not print on insurance claims.
To enter notes, double-click the appropriate block within the claim window, enter the information and click OK to close the window and save the note. The Insurance Plan Note can also be accessed from the Office Manager by clicking Maintenance > Reference > Insurance Maintenance. Then select the insurance plan and click the Cov Table button. From the Insurance Coverage dialog box that appears, click the Notes button and enter the note.

If you missed them, be sure to read our previous posts about Scheduling Notes, Patient Information Notes, and Financial Notes. And stay tuned for our final post next week about clinical notes.

Tuesday, September 13, 2016

Dentrix Notes Part III: Financial Notes

If you've been reading our blog the last couple of weeks, you know the importance of keeping notes in Dentrix, and keeping them in the right location. The Ledger is another key area where notes are valuable. Because money is a big deal to everyone involved, it's important to keep good notes about payments, additional charges, and/or adjustments that were made on a patient account, and to document terms and agreements made about an overdue balance. 

There are a couple of different financial notes, and we'll explain each of them each below.

  • Guarantor Notes and Billing Statement Notes - both notes are accessed by selecting a patient in the Ledger and clicking the Guarantor Notes button or by clicking File > Guarantor Notes.

  • Example of a guarantor note

    • Guarantor Note - The top part of the Guarantor Notes dialog box has an Account Note field where you can enter financial notes about the account. Every patient in the family shares the guarantor note.
    • Billing Statement Note - The bottom part of the Guarantor Notes dialog box has a Billing Statement Note field that should be used to enter text or reminders that you want to print on the billing statement for the selected family. This field is limited to 82 characters, and you have the options of using any custom billing statement notes you may have created previously, and entering a Print on Statement until date.
  • Payment Agreement Note - This note should be used to record any information related to a payment agreement that is included in the payment agreement terms. The terms of the payment agreement can be added to the Payment Agreement Note field by clicking the Copy Agreement to Note button (they appear in the field with a ***NEW*** heading). Additionally, when a payment agreement is cleared from a patient, a copy of the terms of the cleared agreement are entered in this field (under a ***CLEARED*** heading).

  • Example of Payment Agreement Note with agreement terms copied to the note field.

  • Payment Plan Note - This note should be used to record any information related to a Future Due Payment Plan that is included in the payment plan terms.
  • Transaction Note - Similar to a procedure note, you can add notes to any financial transaction posted to the Ledger, including payments, adjustments, finance charges, and late charges.
Example of transaction note entered for a late charge.

If you missed it, be sure to read our previous posts about Scheduling Notes and Patient Information Notes. And stay tuned for next week's Tip Tuesday post about notes dealing with insurance.

Tuesday, September 6, 2016

Dentrix Notes Part II: Patient Information Notes

Continuing on the theme of Dentrix notes, today's tip will focus on the kinds of notes you can use to document patient information. While you could argue that every kind of note could technically be called "patient information," keep in mind that in the coming weeks we will still be covering financial notes, insurance notes, and clinical notes. Today's post deals with those notes that are specific to individual patients.
  • Document Note - Each time you add a document or image to the Document Center, you can attach a note to the file as part of the Document Information dialog box. You can use this note to clarify information about the document being saved. For more information, see the Entering document information Dentrix Help topic.
  • Office Journal Notes - Notes in the Office Journal have two main functions: to keep a record of past events and to remind you of events in the future. Dentrix adds automatic notes to the Office Journal, and you can manually add the following notes: Phone Call, Reminder, Miscellaneous, and HIPAA Privacy. For more information about the kinds of notes that are automatically entered in the Office Journal see the Understanding the Office Journal blog post.
  • Patient Note - Patient notes apply only to an individual patient, and can be used to keep track of personal information about the patient that doesn't belong in more specific areas. You might include information about hobbies, preferences, family situations, etc. You can choose to print patient notes on the route slip, and can hide them from displaying in the Family File. For more information, see the Entering or editing patient notes Dentrix Help topic.
  • Patient Alert Note - Patient alerts are pop-up messages to remind you of important information. You can create a patient alert for a single patient, an entire family, or selected members of a family. You can set a time limit on patient alerts so that you only see the alert when the information is timely, and you can select which tasks in Dentrix activate the alert so that you only see the alert when it is pertinent. For additional information, refer to our previous post about Effectively Using Patient Alerts.
  • Referral Analysis - As you are reviewing referral information, you can add notes about your referral program in the Note dialog box accessible from the Referral Analysis dialog box. These notes will show anytime you attach the referral source to a patient. Additional information can be found in the Analyzing referrals by patients Dentrix Help topic.
Example of an Office Journal note.
If you missed it, be sure to read last week's tip about Scheduling Notes. And stay tuned for next week's Tip Tuesday post about financial notes.