Tuesday, August 25, 2015

Stop Scheduling Fake Appointments to Block Off Time in Your Schedule

Are you still scheduling "fake" appointments for John Doe in order to block out time in the operatory to keep patients from being scheduled there?  Well, it's time to stop! Schedule an event in Dentrix instead.

You can schedule an event (a non-patient "appointment") to block out time in the Appointment Book to close an operatory for a single day or up to a year. Events can include such things as staff meetings, vacation schedules, or holidays. Events can be manipulated much like appointments, for example adjusting the start time, the length, or even moving to the Pinboard.


Get a quick overview of how events work, including the steps to setting them up in Dentrix by watching the video below:




Scheduling events is one of the topics covered in our Dentrix Appointment Book Basics course taught at this year's Business of Dentistry Conference. Designed for new-to-Dentrix users, or those wanting to cross train between front and back office, we are offering Basics courses that focus on the Appointment Book, Family File, Document Center, Ledger, Patient Chart, Treatment Planner, Office Manager, and Continuing Care modules. 

Tuesday, August 18, 2015

Insurance Claims Setup

Wouldn't it be nice if all insurance companies asked for the same information on claims? Sadly that's not the case, and you have to give the insurance companies exactly what they want, and how they want it, if you don't want those claims delayed or rejected. 


It may be that a specific carrier likes you to use a certain font size, date format, or the patient's social security number to appear in place of the Chart number. Then there are those PPO companies you contract with that want to see your billing provider fees rather than the contracted fees. 

In Dentrix, the Claim Setup option allows you to change your claim form to accommodate these requirements.

Watch the video below for a step by step demonstration on how you can customize your claim forms to meet the needs of the individual insurance carriers you work with.




If you really want to understand the ins and outs of working with insurance, attend one of the insurance classes we're offering at this year's Business of Dentistry Conference, including Creating More Accurate Insurance Estimates, Setting up and Maintaining Insurance Plans in Dentrix, and Streamlining Insurance Processes in Dentrix.  






Tuesday, August 11, 2015

Attaching and Signing Consent Forms for Treatment Cases

Did you know Dentrix allows you to sign consent forms electronically and keep track of signed consent forms by attaching them to treatment plan cases? This is another step toward becoming paperless because you don't have to scan a signed document form into the Document Center.

To sign and attach a consent form to a treatment plan case:
  1. From the Treatment Planner, select a treatment case for a patient.
  2. Click the Supporting Information button in the Navigation panel.


  3. In the Informed Consent group box, expand the Select Consent Form drop-down and select the desired form.


  4. Click Add. The Consent Form dialog box appears.


  5. Once the patient has read over the form, have him/her sign in the Patient/Representative signature box using the electronic signature device you have setup, and verify that the Relationship to patient information is correct.
  6. Have a representative from your practice sign the Practice signature box using the electronic signature device, and select their name from the Name search field.
  7. Click Print to give a printed copy to the patient.
  8. Click Save to save the form.
  9. Click Close to return to the Supporting information section of the Navigation panel. The form is added to the Informed Consent group box along with the date it was signed and by whom.

When a treatment case has a signed consent form attached to it, an icon appears on the left side of the case to indicate that a signed consent form is attached.



For additional information, see the various Dentrix Help topics related to consent forms, and join us for the "Managing Treatment Plans with the Dentrix Treatment Planner" course at this year's Business of Dentistry Conference, October 7-10.

Tuesday, August 4, 2015

Running Billing Statements for Patients on a Payment Plan

One of the questions often asked our Dentrix Tech Support team, is "Can I run billing statements just for the patients on a payment plan?"

The answer is yes. The key to making this possible is to assign those patients who are on a payment agreement to a billing type reserved for that purpose. 

Dentrix comes with two payment agreement billing types already set up: one for payment agreements with a finance charge, and one for payment agreements without a finance charge. If these options have changed since you installed the software, you can create and edit billing types in the Office Manager. See the "Customizing Billing Types" topic in the Dentrix Help for more details.

Because nearly every report and list you can generate in Dentrix (including billing statements) can be filtered by billing type, assigning patients to an appropriate billing type  is essential. Just remember that only one billing type is allowed per family, and changing the billing type for any family member affects the entire family.

To assign a billing type to a family:

  1. From the Ledger, select any member of the family for which you want to change the billing type.
  2. From the File menu, select Billing/Payment Agreement. The Billing/Payment Agreement Information dialog box appears.

  3. At the top of the Billing/Payment Agreement Information dialog box, select the billing type you want to assign to the family.
  4. Click OK.
Once a family has been assigned a billing type associated with a payment agreement, you can generate billing statements as you normally would, and select that particular billing type to be included in your statement run.  For more information on generating billing statements, see the "Generating Billing Statements" topic in the Dentrix Help.

Everything related to setting up payment agreements is discussed in the "Managing Financial Arrangements in Dentrix" course at this year's Business of Dentistry Conference.  This 90-minute course offers insight into setting up payment plans, setting up payment agreement terms, posting payments towards payment agreements, adding finance and late charges to accounts, and much more. If your office offers payment agreements, be sure to sign up for this course at the conference.

Tuesday, July 28, 2015

Generating the Unscheduled Treatment Plans List

Did you know you could have hundreds if not thousands of dollars in production lying in unscheduled treatment plans?  With the Unscheduled Treatment Plan List, you can quickly identify patients with treatment-planned procedures that have been posted to the Patient Chart or Ledger, but not scheduled in the Appointment Book. You can also identify patients who will soon lose insurance benefits for the year if they aren't seen. Once generated, this list can be used to fill holes in your schedule, too.

To generate the Unscheduled Treatment Plans List:


  1. From the Office Manager menu , click Reports > Lists > Unscheduled Treatment Plans. The Unscheduled Treatment Plans dialog box opens.


  2. In the Select Patient group box, select the range of patients you want to include in the list.
  3. In the Select Provider group box, select either Prov 1 from Family File to generate the list by the patients' default providers in the Family File, or Treatment Plan Provider to generate the list by the providers assigned to the patients' treatment plans. Then select the range of providers you want to include.
  4. In the Select Treatment Plan Amount group box, enter a minimum value in the From field, and a maximum value in the To field to include only treatment plans with a specific value. To include treatment plans of any amount, select All Amounts.
  5. In the Select Report Types group box, select the type of report to generate. The Detailed Report will list information about the treatment plan and insurance benefits. The Condensed Report will only list the patients' name, amount of the treatment plan, and the phone number. 
  6. In the Select Date Range group box, enter a date range for the treatment-planned procedures in the From and To fields. (Meaning treatment-plans created for patients within this date range.)
  7. In the Referral Procedures group box, select which treatment plans to exclude from the list. 
  8. Click OK to send the report to the Batch Processor.
For help interpreting the list once it's generated, please view the following video:



The Unscheduled Treatment Plans List is just one of the reports discussed in the "10 Basics Dentrix Reports Every Office Should Use" course at this year's Business of Dentistry Conference.  This 90-minute course offers insight into generating and interpreting the data on common Dentrix reports you should be running an regular basis. Be sure to sign up for this course at the conference.

Tuesday, July 21, 2015

Generate a List of Patients with Outstanding Balances with the Collections Manager

With the Dentrix Collections Manager, you can quickly generate a list of patients with overdue balances based on criteria you select. Do you want to find patients with a specific minimum balance due? Or do you want to find only the patients past due 60 days or more? It's easy with the Collections Manager. Plus, not only can you generate a list of patients, you can merge a collection letter, create a new email message, or have all the information you need to make a collections phone call right from the Collections Manager.

You launch the Collections Manager from the Office Manager.  Click the Collections Manager button, or click Analysis > Collections Manager.


The Collections Manager View dialog box appears allowing you to filter the patient accounts you want to see in the list.


Watch the video below for an in-depth look at filtering your patient list using the Collections Manager.



Want even more information about incorporating the Collections Manager into your office routines? Attend this year's Business of Dentistry Conference, and be sure to sign up for the "Maximizing Collections with Dentrix" course.  This 90-minute course offers insight into generating custom lists of patients, and using the list to communicate with patients about their overdue accounts.

Tuesday, July 14, 2015

Dentrix G6 Appointment Book Enhancements

For those of you who have already upgraded to Dentrix G6, here a just a few new features and enhancements related to the Appointment Book you may not be aware of:

  • When you archive a patient, that patient’s appointments are removed from the Unscheduled List.

  • When you click the Tx button to select treatment-planned procedures for the appointment reason, the procedures listed there are now grouped by treatment plan case.


  • Purged appointments now appear in the Audit Trail Report.

  • Only one person can edit the Appointment Book day note at a time. When someone is editing the note, the note is now locked so that no one else can edit it at the same time.
For more information on other Dentrix G6 features, read these past Tip Tuesday posts:


You can also visit www.g6.dentrix.com, or search for "What's new in Dentrix G6" in the Dentrix Help.