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.

Tuesday, September 9, 2014

Sorting Progress Notes by Column

Did you know you can change the way the progress notes in the Chart are sorted? You can sort by any of the columns in the progress notes by clicking the column heading. Clicking the heading once sorts the list in descending order, and clicking it again sorts the list in ascending order.

Do you want to look at the history of procedures performed on a certain tooth? Click the Tooth column to sort the progress notes by tooth.  Or if you want to view the notes by provider, click the Provider column to sort them that way.

Having the ability to sort progress notes makes it easy to find information you would otherwise have to search through manually.  And when you're done, you can click the Default Sort button to restore the progress notes to their original sort order.

Tuesday, September 2, 2014

Setting Up and Using the Ledger Tax/Discount Option

Dentrix makes it easy to apply tax or discounts to individual patients or family accounts. You can select the tax or discount you want to apply and Dentrix will automatically calculate the adjustment amount for you and post it to the Ledger. No more manual calculations!

To apply a tax/discount to a patient or family account:
  1. With a patient selected in the Ledger, click Transaction > Tax/Discount. The Enter Tax/Discount dialog box appears.

  2. In the Procedure Date column, enter the procedure date of the procedures you're applying the tax or discount to. The date defaults to today's date.
  3. From the Tax/Discount Type list, select the type of tax or discount you want to post.
  4. Select how you want to apply the tax/discount in the Calculate for group box:
    • Current Patient - Applies the tax/discount to just the patient currently selected in the Ledger.
    • All Family Members - Applies the tax/discount to all family members of the selected patient who have procedures on the selected date. The discount will be listed in the guarantor's Ledger.
    • Selected Procedures - Applies the tax/discount to the procedures you selected in the current patients' Ledger before you opened the Enter Tax/Discount dialog box.
  5. Select the Provider that should be attached to this tax/discount.
  6. Enter any additional information about the tax or discount in the Notes field, and then click OK to create the adjustment in the Ledger.
Dentrix comes with a few tax/discount types already defined. You can edit these or customize your own. For more information, see the Creating tax and discount types topic in the Dentrix Help.

Tuesday, August 26, 2014

Viewing Scheduled Amounts by Provider

Did you know you can get a snapshot of provider production stats at a glance in the Appointment Book? You can see how much production each provider has scheduled each day, how much each provider has produced so far this month, and how providers' production compares to their monthly goals by viewing the scheduled production by provider in the Appointment Book.

To view scheduled production by provider:

  1. Set up an Appointment Book view that includes only the provider(s) whose production you want to see, and select that view. The providers included in that view will be the only providers whose scheduled production statistics are displayed.
  2. Click the Calendar button. The providers whose statistics are included in the totals are listed at the top of the dialog box.
  3. Click Scheduled Production to view the production statistics.

Things to look for:
  1. The scheduled production total for each day is listed on that day.
  2. The total Scheduled production, Month Goal, Variance between the goal and the scheduled production, and total completed Production for the month to date are listed at the bottom of the dialog box, along with the MTD New Patients seen.
  3. The Month Goal statistic is based on the amounts of the goals set up for each provider in the Practice Analysis in the Office Manager.
  4. The completed Production total and MTD New Patients total are based on the last time the month was closed in Dentrix. If you are behind in closing your month, these statistics will include the totals since the last time you closed the month.

Tuesday, August 19, 2014

Entering Insurance Claim Status Notes

Dentrix makes it easy for you to keep track of your follow-ups on insurance claims. In the Primary Dental Insurance Claim window, you can indicate the claim status and date, and you can also type a note to go along with the status so you have all the information you need. Claim status notes are a great place to store information about claims.

To enter a claim status note:
  1. From the Ledger, locate the claim you want to add a note to. Double-click the claim. The Primary Dental Insurance Claim window appears.
  2. Double-click the Status block. The Insurance Claim Status dialog box appears.

  3. Check the status you want to set:
    • Claim Sent - When the claim is sent, the status is automatically flagged as Sent, and the Sent Date defaults to the current date. When the claim is received, the status is automatically flagged as Received, and the date defaults to the date of the payment or estimate. You can change the date if necessary.
    • Tracer Sent - Select this option if you attempted to track the claim and enter the appropriate date.
    • On Hold - Select this option if the claim is on hold and enter the appropriate date.
    • Re-sent - Select this option if the claim was resubmitted and enter the appropriate date.
  4. To clarify or give additional information about the status of a claim, enter a note in the Claim Status Note text box. Click Insert Dateline to add a date to the text.
  5. Click OK to save the changes to the claim status.
For more information about working with insurance claims, view the "Claims Management" webinar recording which can be found from the Videos tab (under the Ledger sub-heading) in the Dentrix Resource Center.

Tuesday, August 12, 2014

Refreshing Dentrix Reports for Real-Time Information

When you generate a report in Dentrix, the settings and filters you use for the report are stored in the report that is sent to the Batch Processor. However, the actual report data is compiled when you view the report, so if you leave a report in the Batch Processor, you can view updated information for the report every time you preview it.

For example, if you are working on collections and you generate the Provider A/R Totals Report in the morning, you can preview the report and see a list of patients you can contact. As you work with outstanding accounts (entering payments in the Ledger, applying late charges, etc.), you can periodically preview the report again throughout the day to view updated payment and balance information without having  to generate the report from scratch each time.

Note: It's still important to clear out your Batch Processor regularly. You can use the same report for a day or two at a time,but it's not a good idea to leave the same report in the Batch Processor for weeks or months.

Tuesday, August 5, 2014

Customizing the Procedure Code List in the Patient Chart

Did you know you can customize which procedure codes appear in the procedure code list in the Patient Chart, and which you have to click <<More Codes>> in order to find?

You can edit this list so that the most common procedure codes you use in your office are listed when you expand the category they are assigned to.

To customize the procedure code list:
  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup. The Procedure Code Setup dialog box appears.

  2. Select the procedure code you want to add to the Procedure Code List in the Chart, and click Edit. The Procedure Code Editor - Existing dialog box appears.
  3. In the Treatment Flags group box, check the Show in Chart option.
  4. Click Save to save your changes, and Yes to verify the change.
  5. Click Close to return to the Procedure Code Editor - Existing dialog box.
  6. Repeat the process for any other procedure codes you want to add to the list.
    Note: If you have the Patient Chart module open while you are making these changes, you will need to close it and open it again for the procedures codes to appear in the list.
For more information on editing procedure codes, see the "Editing ADA-CDT dental codes" topic in the Dentrix Help.