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.

Tuesday, October 7, 2014

Deleting Treatment-planned Procedures from a Case

When working with a patient's treatment plan, there may be times when you need to quickly edit or delete procedures from a case.

To edit or delete a procedure within a treatment plan case:


  1. From the Treatment Planner, select a patient.
  2. In the Treatment Plan Case Setup panel, expand the treatment plan case that contains the procedure you want to edit/delete.
  3. Double-click the procedure. The Edit or Delete Procedure dialog box appears.


    • To edit the procedure, make any changes needed within the dialog box and then click OK to save.
    • To delete the procedure, click the Delete button, then click OK to verify the deletion.
As an alternate method for deleting a procedure, you can simply right-click the procedure within the treatment plan case and then choose Delete Procedure(s) from the list of options.


Do you want to know how you can learn to more effectively use the Treatment Planner? Click the following link to get information about the Dentrix workshop titled, Build a Compelling Case, designed for experienced Dentrix users who want to gain a comprehensive understanding of how to effectively create, present, and manage patient treatment plans.

Tuesday, September 30, 2014

Wrapping Appointment Reasons on Appointments

Patients often have several appointment reasons attached to one appointment. When those appointment reasons are longer than one line of text on the face of the appointment, you have to view the appointment information to see all the procedures attached to that appointment.

It's easy to change the appointment view to display two (or more) lines of appointment reasons so that the appointment reason wraps to the next line on those long appointments with several procedures attached.


To wrap appointment reasons on appointments:
  1. From the Appointment Book, click View. The Select View dialog box appears.
  2. Select  the view you want to display longer appointment reasons and click Edit. The Select View dialog box appears.
  3. Click the arrow to open the drop-down menu below the line that says "Appt Reason" and select Appt Reason to wrap the appointment reason to the next line.
  4. Click OK to save your changes.

Tuesday, September 23, 2014

Understanding the Office Journal

The Office Journal allows you to keep a comprehensive record of contact made between your office and your patients. When you want to review what interactions a patient has had with the office, the Office Journal should be your first stop.




While you can manually add entries to the Office Journal to document your communication with patients, the Office Journal also automatically records many types of patient contact when you perform normal operations in Dentrix. Automatic entries are created for the following operations.

Scheduling:
  • Scheduled Appointment: When patient appointments are created, an Office Journal entry is recorded which includes the date, time, provider, and reason for the appointment.
  • Broken Appointment: When an appointment is broken in Dentrix, an Office Journal entry is recorded which includes the date, time, provider, and reason for the original appointment.
  • Purged Appointment: An Office Journal entry is recorded when appointments are purged, which includes the date, time, and provider for the original appointment.
  • Archived Patient Appointment: When a patient with an appointment is archived, the Office Journal records the appointment date, time, reason, provider, and the date the patient was archived.
Financial Transactions:
  • Billing Statements: Any time a billing statement is generated for an account, the Office Journal records the date of the bill, the account balance, and the please pay amount from the statement.
  • Patient Payments: When a patient (or guarantor) makes a payment, a note is added that includes the payment date and amount.
  • Insurance Payments: When an insurance payment is posted in the Ledger, a note is added that includes the payment date and amount.
  • Payment Agreement Notes: If you've added a payment agreement note to a guarantor's account, it is recorded in the Office Journal along with the date and provider.
  • Financing Requests: If you click the Patient Financing button from the DXWeb Toolbar, a note is added to the Office Journal.
Correspondence:
  • Letters: Letters generated for patients (using Quick Letters or checking the "Add to Journal" option when merging letters from the Office Manager) are noted in the Office Journal. The entry includes the date, provider, and name of the letter that was created.
  • Messages: Whenever an email is sent to a patient by clicking the Send Message toolbar button, the Office Journal records the contact with the date and time.
  • WebSync: The Office Journal records any DXWeb communications, uploads, referrals, and eligibility requests for the patient.
Misc:
  • Referrals: The Office Journal records when a referral recap or referral slip is printed for the patient and when a gratuity is given.
  • Privacy Requests: The Office Journal records when any privacy requests are made through the Family File.
For more information about using the Office Journal to document patient contact and communication, consider attending the Create a Complete Patient Record workshop held in a city near you.  There are also quite a few topics concerning the Office Journal found in the Dentrix Help.

Tuesday, September 16, 2014

Using the Wait/Will Call Button

Some patients have a lot of free time and are available to come in whenever you need them to. Instead of tracking these patients with a sticky note or document on your computer, you can use the Wait/Will Call button to move them to the Unscheduled List so you can schedule them when you have cancellations or holes in your schedule.

To set an appointment as wait/will call:

  1. Create an appointment for the patient with the appropriate treatment and/or continuing care attached.
  2. From the Appointment Information dialog box, click the Wait/Will Call button. 


The appointment will be added to the Unscheduled List with a status of W/Call (instead of Broken) so you can see that is a person you might be able to call at short notice to fill an opening in the schedule.