Tuesday, May 26, 2015

Referring Procedures to Other Providers

At times you may have a treatment case that you want to refer to another provider or specialist. You can easily refer patients to other providers in Dentrix.

To maintain a comprehensive record of your clinical interactions with patients, procedures that you intend to refer to another provider should still be entered into that patient's treatment plan. However, since the work won't be completed in your office, and you don't want those procedures to count against your production numbers, you must create a referral case which allows you to maintain an accurate case history, but not affect your production numbers.

To enter a treatment plan and create a referral:
  1. In the Treatment Planner, create a treatment case that includes all the procedures that you will refer to another provider. 
  2. Select that case and click the Update Status button, and select Referred from the drop-down list of options. The Update Current Case Status dialog box appears.

  3. Make changes to the date or enter any comments as necessary.

  4. Click the Referred search button. The Select Referred To dialog box appears.

  5. Select the provider to whom you are referring the case and click OK to return to the Update Current Case Status dialog box.
  6. Click OK to return to the Treatment Planner.
When the case is set to Referred, Dentrix makes a number of automatic changes to the treatment plan. First, the procedures are edited and a Related Referral is added. Additionally, the fee amount is changed to $0, indicating that there is no projected production attached to this case. Finally, a "R>"  appears in the Progress Notes in the R column, indicating the procedures were referred out.

Bonus Tip: Procedures that have been referred do not show in the Treatment Plan View of the Ledger or in the Tx list for the Appointment Reasons when scheduling appointments.

Tuesday, May 19, 2015

Adding Contacts to eDex

eDex is an electronic contact manager and directory available in Dentrix G6. You can use eDex to manage and quickly search lists of patients (active, inactive, or archived), employers, insurance carriers, labs, non-patients, providers, staff, referrals, and any other contact you may want to remember.

You can add contacts to eDex and organize them by category. You can create custom categories to organize your contacts to best fit the needs of your office.

By default, eDex automatically includes all patients, employers, insurance carriers, providers/staff, and Referred To providers that have been entered into Dentrix. You can add the labs and pharmacies you work with, or the IT specialists, suppliers, and janitorial services your office uses to eDex, making it a comprehensive list of people and businesses you want to have contact information for.

To add a new contact:
  1. From the File menu of any Dentrix module, click eDex. The eDex window opens.

  2. From the eDex toolbar, click the New Contact button (indicated in the above image). The Add New Contact dialog box appears.

  3. Click the Category drop-down list and select a category for the contact.
  4. Enter the appropriate information in the Contact Information group box fields.
  5. Click Save to save the contact.
For more information about how to use eDex, watch the video below:

To learn about other new features in Dentrix G6, visit www.dentrix.com/g6.

Tuesday, May 12, 2015

Using the New Dentrix G6 List Manager

One of the new features introduced in Dentrix G6 is the List Manager. When you create custom lists in Dentrix you can now view the data in the List Manager without having to merge the data. From the List Manager you can sort the data, access patient information from other Dentrix modules, and print the list as needed.

To view information in the List Manager:
  1. Use the Letters & Lists option in the Office Manager to select a letter/list category from which you can generate a patient list according to your filtering criteria.

  2. Instead of merging the data, click the Open List Manager button. The Dentrix List Manager appears showing you patient information based on your filtering criteria.

  3. Each column of information is sortable. Click any column header to alphabetically or numerically sort the information in the list.
  4. Right-click any patient on the list to open a menu of options you can choose from to get additional information about the patient, such as the More Information window, to access their Guarantor Note, or open that patient in a different Dentrix module. 

  5. To print the list, click Preview/Print.

You can also hide any patient from the list by right-clicking their name and selecting Hide Patient.

Bonus Tip: If you need to see the complete list again, including patients you previously hid, click the Refresh button to restore it to the original patient list.

Learn more about the List Manager and other new features in Dentrix G6 at www.Dentrix.com/G6.

For more information on generating the custom letters/ reports, see the past Tip Tuesday post: Using the Patient Report (by filters) to Find Specific Groups of Patients.

Tuesday, May 5, 2015

New Dentrix G6 Feature - Assigning Providers to Procedures Before Posting Them

One of the new features in Dentrix G6 is the ability to assign providers to individual procedures in an appointment before setting it complete. For example, if you have an appointment with an exam performed by the doctor and X-rays and a prophy completed by the hygienist, then you adjust the providers before posting it complete.

When you set the appointment complete in the Appointment Book, you can assign procedures to different providers, and double-check that the correct provider is assigned to each procedure.

To set procedures complete for an appointment with multiple providers:
  1. In the Appointment Book, select the appointment you want to set complete.
  2. From the toolbar, click the Set Complete button. The Set Appointment Procedures Complete dialog box appears.

  3. By default, the procedures associated with the appointment are listed in the Select Procedures group box, with a check mark in the Post column, and assigned to the patient's appointment provider in the Provider column.
  4. Uncheck any procedures that were not completed during the appointment, if needed.
  5. To change the provider for a procedure, select the procedure in the list and click the Change Provider button.

  6. Select the appropriate provider for the selected procedure. Click Other to open the Select Provider dialog box from which you can select any active provider in the practice, if needed. The provider name changes for the selected procedure.
  7. Click Post/Set Complete. The appointment color changes to gray in the Appointment Book and Dentrix posts the procedures to the Ledger.
For more information about other new features of Dentrix G6, including information on how you can upgrade, visit www.g6.dentrix.com/.

Tuesday, April 28, 2015

Viewing Documents for an Entire Family in the Document Center

The Document Center allows you to view documents for a single patient or an entire family. Use Views to see a list that contains all documents for every member of the family without having to select a new patient and switch between patients. 

To view documents for an entire family at once:

  1. Open the Document Center and select one member of the family you want to view.
  2. Click View > By Family (or click the By Family button). The Document Center will display all family members and their documents in one list.

Bonus Tip: When viewing documents using the Document Center's View options, you can always see which view option is being used by looking at the bottom left corner of the window. In the above example, shown in the red box, the View option being shown is By Family - All Dates - All Types.

Tuesday, April 21, 2015

Adding Clinical Notes using Templates and Prompts

Using Dentrix clinical note templates helps you be both through and efficient in three different ways. First, it saves you from typing out the same note several times a day for different patients. Second, it ensures that all of the clinical notes in your practice are consistent and contain the same details, regardless of who wrote the note. And finally, it speeds up the process of writing notes because you can just enter the information you are prompted to enter.

To enter a clinical note using a pre-defined template:
  1. With a patient selected in the Patient Chart, click the Clinical Notes tab in the Progress Notes panel to open the Clinical Notes panel.

  2. Click the New Clinical Note button. A new clinical note is created with the current date and time.
  3. Clinical note templates are grouped by category in a list on the right side of the Clinical Notes panel. Click the plus (+) symbol to expand the section that contains the template you want to use.
  4. Double-click the template you want to use. Note Template dialog box(es) will appear with prompts to help you create the clinical note.
    Note: Depending on how the clinical note template you are using was set up, there may be multiple prompt dialog boxes that appear that walk you through the creation of the clinical note.

  5. Supply the requested information in each of the prompts that appear. When you have entered all the information, the clinical note will appear in the clinical note text field.

  6. Click the Save Clinical Note button to save the note.
    Note: Saving the clinical note does not lock the note or prevent it from being edited. You can edit clinical notes until they are locked when either the month is closed or the clinical note has been signed.
Dentrix comes with over 70 clinical note templates to help you connect the most common procedures, appointment types, and reasons for notation. For a list of the clinical note templates and prompts found in Dentrix, log in to the Dentrix Resource Center and search for knowledgebase article #66217.

For details on how to create a customized clinical note template, please view the video below:

Tuesday, April 14, 2015

Adding Free-form Clinical Notes in Dentrix

Clinical notes are designed to help you keep a complete clinical record for each of your patients. Ideally, clinicians should create clinical notes during a patient's clinical exam to document observations regarding a patient's oral health and any recommendations given to the patient.

You can add a free-form clinical note, or use a clinical note template as a basis for the note. This week we'll focus on how to add a free-form note, and next week's tip will be working with clinical note templates.

To add a clinical note:
  1. In the Patient Chart, select a patient.
  2. Click the Clinical Notes tab in the Progress Notes panel to open the Clinical Notes panel.
  3. Click the New Clinical Note button and a time stamp is added to the left column of the Clinical Notes panel.

  4. Select the time stamp created in the previous step.
  5. Place your cursor in the empty field (in the middle column) and type your note.

  6. Click the Save Clinical Note button to save the note.
    Note: Saving a clinical note does not lock the note or prevent it from being edited. You can edit clinical notes until they have been locked. Clinical notes are locked when either the month is closed or the clinical note is signed, so if you want to prevent the note from being changed, you must sign it.
For more information on using clinical notes in Dentrix, see the "Clinical Notes Panel" topics in the Dentrix Help. Stay tuned for next week's Tip Tuesday post on using clinical note templates for adding patient clinical notes.