Tuesday, February 21, 2017

Setting up Fast Checkout Options in the Ledger

After every appointment, patients come to the front desk to check out and pay their balances. Many of these patients want you to print them a receipt, and you want to make sure you create a claim for that appointment so that you don’t forget when the next patient comes to check-out. Use the Fast Checkout button to complete all three of these tasks with a single click. 


How To: 

  1. From the Ledger, click File >Fast Checkout Options Setup.


  2. Select the tasks you want to perform when the Fast Checkout button is clicked in Dentrix.
    •  Create Insurance Claim - Check this box to create an insurance claim for today's procedures. Then select whether to send the claim to the Batch Processor, send it electronically, or print it. 
    • Enter Payment - Check this box to post a payment on the patient's Ledger. 
    • Walkout - Check this box to create a walkout statement or receipt. Then select to either send the statement to the Batch Processor or print it. 
  3. Click OK to save your settings. 
Once set up, when you click the Fast Checkout button when a patient is checking out of your office, you'll be guided through the checkout process, saving you (and the patient who is anxious to leave your office) time. 


 Additional Information:

  • If the tasks you perform at checkout vary, check Always Show Checkout Options to allow you to select which checkout options are completed for individual patients. 
  • To print appointment reminder labels for patients when they check out, click Print Appointment Reminder Label
  •  In order to use the Send Electronically option for claims, you must have an eClaims account set up.

Tuesday, February 14, 2017

Drag and Drop from Appointment Book Lists

In the Appointment Book, you have access to a group of lists that help you keep your schedule full including the ASAP List, Open List, and Unscheduled List. You can access these lists from the Appointment Book toolbar by clicking Appt Lists.


  • The ASAP List consists of scheduled appointments that have been flagged ASAP. You can use this list of patients to fill holes in an otherwise full schedule. 
  • The Open List consists of patients whose appointment type has been set to OPEN, and are known to have a flexible schedule, and can be moved around.
  • The Unscheduled List consists of patients with broken appointments or appointments that have been marked as wait/will call
While viewing any of these lists, you can select an appointment and drag it to an open slot in the Appointment Book. Once you confirm the movement of the appointment, it not longer appears on the list.

By dragging and dropping appointments in this way, you won't have to spend time recreating appointments because all the details from the Appointment Information dialog box (appointment reasons, providers, etc.) are kept intact and move with the appointment. Dragging and dropping from these lists also helps you to quickly clean up your lists and get patients back on the schedule.

Learning how to effectively use appointment lists is part of our new course 15 Ways to Make Scheduling Easier with Dentrix which will be offered at this year's Business of Dentistry Conference. Click the link above to view conference details and register.

Tuesday, February 7, 2017

Updating Office Fees using the Automatic Fee Schedule Changes Utility

Now that the busy holiday season and the start of the new year is over, it may be time to update the fees you are charging for procedures.

When you use the Automatic Fee Schedule Changes utility, you can change an entire fee schedule or range of procedures at once rather than changing one fee at a time. For example, if you want to increase your continuing care production, you could increase your office fees for diagnostic and preventive procedures by 3% across the board.

To update fees for a range of procedures:
  1. From the Office Manager, select Maintenance > Practice Setup > Fee Schedule Setup.
  2. Select the fee schedule you want to update, and click Auto Changes.


  3. In the Select Procedure Code group box, set the range of procedures you want to include.
  4. In the Change Fee Schedule group box, do the following:
    • In the Change Amount field, enter the amount to change the fee schedule by.
    • In the Change Type drop-down list select whether you want to increase/decrease by either a percentage or dollar amount. Your choice here reflects the change amount by applying the number you entered in that field as a percentage or a dollar amount.
    • In the Round To drop-down list, select the amount to round the fee schedule amount to.
    • In the Minimum Amount To Increase field, type the minimum amount you want to change the fee schedule. For example, if you enter $.50 in this field all fees will be updated by at least $.50.  Note: This option is only available when increasing/decreasing by a percentage.
  5. Click OK. Review the summary of the fee schedule changes and then click Save.
For additional information, see the Fee Schedules topic in the Dentrix Help.

Tuesday, January 31, 2017

Invalidating Completed Procedures from the Ledger

Occasionally you may find procedures that were posted incorrectly, such as a composite that was posted to the wrong tooth number or a crown that was posted as the wrong type of crown. You cannot edit or delete procedures in history, but you can correct the information. To correct a procedure in history, you must invalidate the incorrect procedure and then post a corrected, backdated procedure.

To correct a procedure in history:

  1. In the Ledger, select a patient.
  2. Find the procedure that needs to be corrected. Note the details of the procedure (procedure code, tooth number, surfaces, provider, etc.) as you will need this information when you post a corrected procedure.
  3. Double-click the procedure and mark Invalidate Procedure in the Validate/Invalidate Procedure in History dialog box.


  4. Click OK to return to the Ledger. The procedure will have a +next to it in the Description column of the Ledger to indicate that it was invalidated.


  5. To continue with the correction, click the Enter Procedure button.
  6. Enter the corrected procedure information. Be sure to backdate the procedure to the date the original procedure was posted. 
  7. Click OK to post the corrected procedure. The procedure will have a ^ next to it in the Description column of the Ledger to indicate that it was backdated.
When you invalidate a procedure in the Ledger, the procedure is marked with a + symbol, but nothing happens to any associated financial information for the procedure, such as payments.  When you re-post a corrected procedure, if there is a difference in the amount charged for the invalidated procedure, and the corrected procedure, you must enter an adjustment to make your financial records accurate.

To post an adjustment:
  1. In the Ledger, select the patient.
  2. Select Transaction > Enter Adjustment.


  3. Enter the amount of the adjustment in the Amount field.
  4. Select the type of adjustment being made in the Type pane.
  5. Select the Provider to whom the adjustment should be applied. By default, the patient's primary provider is selected.
  6. Select the family member to whom to apply the adjustment to in the Patient drop-down. 
  7. Enter any notes about this adjustment in the Note field.
  8. Click OK to post the adjustment.
For additional information on how to manage Ledger transactions, consider signing up for and attending a Dentrix Accounts Receivable Management Workshop, offered in 17 cities around the country Spring 2017. Visit our Dentrix Workshops page for more information and to register.

Tuesday, January 24, 2017

Invalidating Completed Procedures from the Chart

Completed procedures are moved into history when the month is closed in Dentrix. This protects them from being changed, because when a completed procedure has been moved into history, it cannot be edited or deleted. This does not mean, however, that an error in history cannot be corrected.  To provide a correction, the incorrect procedure must be invalidated and then replaced with a corrected version. Note that when a procedure is invalidated, the paint colors in the Patient Chart associated with the invalidated procedure are removed and the related progress notes entry for the procedure are also removed so the patient's record is accurate.

Please note: This tip focuses on how to invalidate a procedure, and re-post a corrected, backdated procedure so the clinical record is accurate. There will be a tip next week on how to invalidate a procedure from the Ledger, which will include steps on how to post payment adjustments (as needed) as well as re-posting a corrected, backdated procedure, so your financial records are accurate.

To invalidate a procedure from the Chart:


  1. In the Patient Chart, select a patient and double-click the completed procedure to be invalidated.
  2. Make note of the specific information about the procedure (such as date, tooth, surfaces, etc.) if you will be re-posting a corrected procedure.
  3. In the Validate/Invalidate Procedure group box, mark Invalidate Procedure.


  4. Click OK to return to the Patient Chart.
  5. If needed, re-post the corrected procedure in the Patient Chart, making sure to edit the procedure date to reflect the date the procedure was originally completed so your clinical records are accurate.

Tuesday, January 17, 2017

Setting Initial Balances for Patients

The wonderful thing about the Dentrix Ledger is that patient balances are automatically updated every time you enter procedures, whether it be from the Ledger itself or by completing procedures in the Patient Chart.

However, if you are converting your accounts to Dentrix from another practice management program, you may need to transfer any existing account balances manually. This may be something you'll need to do very rarely, but it's good to know how to do it correctly.

Keep the following in mind regarding initial balances:

  • You can enter an initial balance for a family only if the family has no transactions (including completed, treatment-planned, or existing procedures or conditions). We suggest adding the new patient/family into Dentrix, and before you do anything else, enter the initial balance using the steps outlined below.
  • You can only enter an initial balance if the month in which a new patient was created has not been closed. Again, create the new patient/family file and then immediately enter their initial balance.
  • Initial balances always appear under the name of the guarantor (head of household).
  • Initial balances print as part of the Balance Forward on statements, and also appear in the Ledger, Practice Analysis, Day Sheet, Analysis Summary, and Provider A/R Totals reports.
To set initial balances manually:
  1. Create a new family in the Family File.
  2. Double-click the Balance and Payment block to open the Billing/Payment Agreement Information dialog box.


  3. In the Aged Balance table, specify initial balances for each of the past-due periods (0-->30,
    31-->60, etc.) and the last payment information.
    Note: Entering a amount under last payment amount or date does not change the patient or account balance. Instead, entering an amount updates the billing/payment summary information in the Ledger. The Last Payment Amount and Last Payment Date fields are for reference only, not actual payments in the Ledger. 
  4. Click OK.

Tuesday, January 10, 2017

Preventing Patients from Receiving Billing Statements

There are some patients you may not want to send a billing statement to. These patients could have a special billing circumstance they have worked out with the doctor or they may be family/VIP patients that are not billed like regular patients.

You can prevent patients who fit these situations from receiving billing statements by assigning them to a "No Statements" billing type and then not including that type when you generate statements.

To prevent patients of a certain type from receiving billing statements:
  1. Select the patient in the Ledger.
  2. Click File > Billing/Payment Agreement to open the Billing/Payment Agreement Information dialog box.


  3. In the Billing Type list, select the billing type you use for patients who shouldn't receive a statement.
  4. Click OK. The patient is now assigned to the new billing type. The updated billing type appears at the bottom of the Ledger window in the gray area.


Once you have assigned the patient to a "No Statements" billing type, when creating billing statements, simply do not include that type in the range of billing types to generate. And remember that you can change a patient’s billing type at any time, so that if their situation changes, you can easily incorporate them back into a billing type that is billed regularly.

For additional information on creating a "No Statement" billing type (if you don't already have one), see the Customizing Billing Types or Setting Billing Types topics in the Dentrix Help. For additional information on generating statements, especially on selecting a range of billing types to include in your statement run, see the Generating Billing Statements topic in the Dentrix Help.

If you read this article looking for how to exclude a billing statement from an existing batch, please see our previous blog post titled, Verifying Billing Statements to Send.

If you read this article looking to avoid resending a billing statement to a patient who was sent a statement within a certain time frame, please see our previous blog post titled, Using the "If Note Billed Since" Option When Generating Billing Statements.