Tuesday, February 24, 2015

Verify Billing Statements to Send

One of the options  you can use as part of your billing process is the Verify Billing Statements to Send feature. It allows you to preview your batch of billing statements and make changes before they are sent electronically or printed in your office. It also allows you to deselect specific statements and prevent them from being printed or sent electronically, so you don't have to print all the statements and manually pull out statements you don't want to send.

Before you can use this option, you need to enable it in the Preferences dialog box. To do this, from the Office Manager go to Maintenance > Practice Setup > Preferences. Then click the Print Options tab and check Verify Billing Statements to Send in the Additional Print Options group box.

To verify your statements before printing or sending electronically:
  1. Select the billing statements in the Batch Processor and click Print. From the Dentrix Print window, you can view a preview of each bill that will be sent. Use the left and right arrows to navigate in the preview window.
  2. To remove an individual bill from the batch so it will not be printed or sent electronically:
    1. Uncheck the Send Statement To option while previewing an account's bill. The bill preview turns gray, indicating that the displayed bill will NOT be sent or printed.
      OR
    2. Click the Verify button to see a list of all accounts for which bills were generated. Statements will be sent to the accounts that are highlighted in the list. You can remove accounts from the statement transmission by clicking on a name. The highlight will disappear indicating that the bill will NOT be sent. Click OK to return to the Dentrix Print window.
  3. You can add a personalized statement message for an account's bill by clicking the Guarantor Notes button while previewing an account's bill.
  4. Click OK in the Dentrix Print window to print the selected statements or to send electronically.
For additional information, read a recent article from the Dentrix eNewsletter here, or view the video below.

Tuesday, February 17, 2015

Updating Secondary Insurance

Since insurance coverage is not retroactive, Dentrix tracks what secondary insurance information was assigned to the patient when a primary insurance claim was created. Dentrix assumes that if the patient did not have secondary insurance assigned (or had a difference in coverage) when the primary insurance claim was created, any new secondary insurance information does not apply to that claim. 

The Update Secondary Insurance option allows you to override the default if a mistake in assignment has been made.

To update secondary insurance information:
  1. Verify the secondary insurance information in the Family File is correct.
  2. From the Ledger, double-click the primary insurance claim. The Primary Dental Insurance Claim window opens.
  3. Double-click the Subscriber Information block. The Patient/Insurance Information dialog box appears.

  4. Check the Update Secondary Insurance box, and then click OK.
Need more insurance tips? Attend our Spring 2015 Dentrix Workshop titled Insurance: Billing and Collections Workshop in a city near you.  For a list of other Dentrix workshops offered, visit www.dentrix.com/training/workshops.

Tuesday, February 10, 2015

Creating Case Note Templates

It's important to keep detailed notes about each case in the Treatment Planner so you have a history of the patient's proposed, accepted, and rejected treatment. You can set up case note templates that you can use in common situations, like when treatment is accepted or when treatment is rejected because of cost concerns.

To set up case note templates:
  1. From the Office Manager, click Maintenance > Practice Setup > Custom Notes > Case Notes Setup. The Case Note Template Setup dialog box appears.


  2. Enter the name of the template in the Template Name field.
  3. Enter the text of the note in the Template Text field. If desired, click the spell check button to check the spelling of the note.
  4. Click Add to add the template name and text you have just entered.
  5. Click Close
Once you have created the template, you can quickly access them when writing case notes in the Treatment Planner.

To use case note templates in writing case notes:
  1. With a patient selected in the Treatment Planner, click the Supporting Information tab.
  2. In the Case Note group box, use Templates drop-down list to select the appropriate case note template, and click Insert.


  3. Click Insert Dateline to insert the current date into the text of the note.
  4. Add any additional notes needed to the case note.
  5. Click Save Note to save the note.
For additional information about creating, editing or deleting case note templates, see the "Customizing Notes" topic in the Dentrix Help.

Tuesday, February 3, 2015

Viewing by Selected Teeth in the Patient Chart

When patients have extensive treatment history, it can be difficult to find treatment details or notes about a specific tooth or teeth. You can use the View by Selected Teeth option in the Patient Chart to find the history of  a specific tooth or group of teeth.

To view by selected teeth:

  1. Select the appropriate patient in the Patient Chart.
  2. Select the tooth or teeth you want to view information about.
  3. Click View > Progress Notes > By Selected Teeth. Only the treatment for the selected tooth or teeth is displayed in the Progress Notes.


You can also view the Progress Notes by:
  • Specific date by clicking View > Progress Notes > By Date and selecting the date range you want to view. 
  • Specific provider or group of providers by clicking View > Progress Notes > By Provider and selecting a provider or providers.
To view the Progress Notes for all teeth once you have viewed them by a selected tooth, date, or provider, click View > Progress Notes > View All.

Tuesday, January 27, 2015

Using the Practice Statistics Report

The Practice Statistics Report gives you a statistical snapshot of your practice that you can use to develop strategic business plans. This report groups together statistical information about your practice, including patient demographics information, continuing care statistics, new patient statistics, and the number of patients per provider.

To generate the Practice Statistics Report, from the Office Manager, click Reports > Management > Practice Statistics Report. The report is sent directly to the Batch Processor.

Note: The report includes the same categories of information each time you generate it. There are no report options to set up for this report.

Tuesday, January 20, 2015

Setting Default Options for Office Manager Print Preview

Did you know that you can customize the way the Print Preview displays reports in the Office Manager? Save your favorite report preview setting(s) as the default so that reports automatically open the way you want when you preview them.

From the Options menu of the Dentrix Print Preview window, set the preferences for how you want to view the reports in the future from the following:


  • Save Defaults on Exit - This option will save the Print Preview Settings as the default settings when you exit.
  • View One Page - Displays one page of the report
  • View Two Pages - Displays two pages of the report
  • Zoom - Lets you specify a display size (as a percentage of the full size page)
  • Default Page Size - Displays the report preview using a default full-page view
  • Full Page Size - Displays the report at full page width
It's a good idea to take a look at each of these options to see how they actually display on your computer. Most reports, when viewed at the One Page or Two Pages sizes are difficult to read without having to zoom in to see the information, although you can see how the information flows from page to page. If your primary reason for previewing a report is to get a glimpse at the information found on the report, you may want to pick an appropriate zoom level where you can read the report information and then use the Save Defaults on Exit option to save that zoom level for viewing future reports.

For more information on using the Print Preview feature in the Office Manager, please view the following Dentrix Does It video:


Tuesday, January 13, 2015

Displaying Claim Status Notes

It's important to generate the Insurance Claim Aging Report to follow up on outstanding claims and make sure none of your claims are going unpaid. You can view claim status notes on the Insurance Aging Report so that when you generate the report, you have complete information about each claim.

To display claim status notes on the Insurance Aging Report:

  1. From the Office Manager, click Reports > Ledger > Insurance Aging Report. The Insurance Claim Aging Report dialog box appears.


  2. Set up the report as your normally would.
  3. Check the Print Status Notes option.
  4. Click OK. The report will be generated and all status notes entered for each claim will be listed below that claim on the report.
Not using claim status notes? See our Entering Insurance Claim Status Notes tip, to learn how to get started.