Tuesday, March 24, 2020

Changing Your Default Practice Hours

There may be times when you need to alter the default hours for your whole practice. Chances are you have never had to make adjustments to the default practice hours. It’s important to know how to do it correctly so that your practice hours match up with your individual provider's hours, and so that production is calculated correctly on reports.
  1. In the Appointment Book, click Setup > Practice Appointment Setup.
  2. Under Default Schedule, select the days of the week your practice is open.

  3. To set the working hours for each day, click  the search (>>) button.
  4. Set the Start Time and End Time for the day. The default for each day is 8:00 am to 12:00 pm and 1:00 pm to 5:00 pm. Make adjustments as needed, and then click OK.
For additional information on adjusting your practice schedule, see the following topics in Dentrix Help:

Monday, March 23, 2020

Changing a Provider's Schedule in Dentrix

To make scheduling appointments easier, you should ensure that each provider's work schedule is accurately set up in Dentrix to reflect their availability.

In the Appointment Book, click Setup > Provider Setup. Select the provider whose schedule you want to make changes to, and click Setup.

Select each of the weekdays the provider will be in the office seeing patients. Use the search button >> next to each day you selected to set a  Start Time and End Time for the workday. Click OK to save your changes, and repeat as needed for each weekday the provider will be scheduled. This will be the overall "normal" schedule for the provider.

If there are particular dates where a provider will have adjusted hours (for example a provider that works half-days every other Friday), once you have set their normal weekly schedule, you can modify individual dates by clicking Setup > Provider Setup, selecting the provider, and clicking Schedule.

Double-click the date on the calendar that will have hours differing from the normal schedule and customize the Start Time and End Time as needed for that particular date, and click OK.

If a provider is taking a vacation day, click Schedule, select a specific date on the calendar, and from the Options menu, select Set Vacation on selected date.

For additional information, see the Setting Up Providers, Changing Provider Schedules, and Scheduling Vacation Days topics in Dentrix Help.

Wednesday, March 18, 2020

Closing Operatories in Dentrix

At times you may need to close an operatory. It could be for repairs, due to providers being out sick, or for other reasons. Once you have moved all appointments out of the operatory you want to close, from the Appointment Book click Setup > Operatory Setup. Select the operatory to close, and then click the Schedule button. Double-click the date on the calendar you want the operatory closed on, and adjust the Start Time and End Time. Repeat as needed for additional operatories.

For additional information, see the Setting up operatories and Scheduling events for operatories topics in Dentrix Help.

Tuesday, March 17, 2020

Emailing All of Your Patients at Once

There may be times when you need to close your practice or make changes to your schedule and need a way to let your patients know about those changes. Email is an efficient way to do that.

There are a few different ways you can send an email with Dentrix, depending on which email service you use. Click on the option below that applies to your practice to learn how.

Tuesday, March 10, 2020

Generating and Interpreting the Production Summary Report

At times you may want to view a report that breaks down your production totals for a specific procedure code, range of codes, or an entire procedure code category.

Wouldn’t it be helpful if this report could also show you how many of those procedures were completed as well as the percentage of your total production that those procedures represent?

You're in luck because the Production Summary Report does just that!

Consider this scenario:

“In January, we began a marketing campaign that offered Invisalign as a treatment option. I want to see how many ortho procedures have been completed since the first of the year and the total production value of those procedures.”

To view these statistics, use the following steps to generate the Practice Analysis – Production Summary Report:
  1. In the Office Manager, click the Practice Analysis button.

  2. From the Dentrix Practice Analysis window, click Reports.

  3. Select the Providers, Billing Types, and Date Range to include on the report.
  4. Check the Production Summary checkbox, and check the corresponding box(es) depending on whether you want to generate the report by Category or by Proc Code Range. If you select by Proc Code Range, enter a range of codes.
  5. To generate the report, click Print or Batch.
When viewing the report, look for the following information:

  1. The number of procedures completed during the date range you set.
  2. The total billed amount for each procedure listed. (This amount is not affected by payment adjustments.)
  3. The average amount charged for each procedure (Total [B] divided by Quantity [A].)
  4. The production percentages based on the Total Production Charges (Total [B] divided by Total Production Charges [E].) The higher the percentage, the more money the procedure brings into the office.
  5. The total production charges of all procedure codes, and the combined average charge for all procedures on the report.
For additional information, read the Running Practice Analysis Reports topic in Dentrix Help.

Tuesday, March 3, 2020

Credit Where Credit Is Due - Finding Provider Credits and Balances Issues

Once upon a time (long before you were working at this office, of course!), someone used to post payments to the patient's Prov1 instead of assigning the money to the providers that completed the work. Now that they are gone and you are in charge, you have a big headache trying to identify all of the accounts where the balances are mismatched. Some providers show credits and others show charges, while adding them together equals a normal-looking patient balance.

In past versions of Dentrix, you might have printed a Provider Credits report (one of the Aging Report options) and then poured over the printed report with a yellow highlighter, drawing attention to the accounts where the provider ID appeared. You could still do that if it sounds like a fun afternoon. But there’s an easier way.

Dentrix G7.3 introduces the Provider Credit Balances Manager, a tool that will take the manual work out of this process.

To access this new feature, from the Ledger, click File > Provider Credit Balances Manager. It will find all the accounts that have at least one provider with a credit balance and give you a list of accounts that need your attention.

From there you can use the new Allocate Credit Balances feature to have Dentrix post the adjustments for you.

Select the view options needed, and click OK.

The list will populate, showing accounts where at least one of the selected providers has a credit balance. The list will show the guarantor name, the family balance, and a triangle symbol in the columns of providers with credits.

You can investigate the account further by selecting the line and clicking the Ledger button from the toolbar, or by double-clicking the line to open the Allocate Credit Balances feature.

Watch a short video demonstrating the Provider Credit Balances Manager and Allocate Credit Balances feature!  Click here to watch the video.

Read Are Provider Credit Making Your Accounts Off Balance? to learn more about this feature.

Tuesday, February 25, 2020

Make Documenting Referral Sources More of a Priority

If you enter new patients without including a referral source, your practice is missing some great opportunities! Without this valuable referral information, you limit your reporting options to know which of your advertising methods is the most effective. You also miss the chance to thank your most productive referring doctors or patients. It is especially important for periodontal, pediatric, or other specialty practices to track where your new patients are coming from.

Yet when you are in the rush of checking in new patients, the step might not seem important. It is so easy to skip over collecting and documenting that simple referral information.

To make sure that this step is not overlooked, Dentrix G7.3 now offers two new options:
  1. When creating a new patient file, the Referred By field is now available within the Head-of-House Information and Patient Information windows.

  2. An office administrator can now set the Referred By field as required when entering new patient information. In the Office Manager, click Maintenance > Practice Setup > Preferences and check the box next to Require Referred By for new patients.

This new feature in Dentrix G7.3 will help you stay on top of your new patient referral sources so you can track, expand, and reward those sources!

For additional information, read the following this post from the Dental Office Manager blog titled, Requiring Referral Sources for New Patients.