Tuesday, February 2, 2016

Preventing Procedures from Being Billed to Insurance

Did you know you can set up procedure codes so that by default they are not billed to insurance? That way, when you post that code it won’t be included on insurance claims. 

You're probably thinking, "Why would I want to do that?" There is a very practical application. This can be used for procedure codes you have set up as items that you sell in your practice, such as electric toothbrushes or bleaching supplies,  that still need to be posted in the Ledger. 

To prevent a procedure code from being billed to insurance:
  1. From the Maintenance menu in the Office Manager, click Practice Setup > Procedure Code Setup. The Procedure Code Setup dialog box appears.

  2. To edit a procedure code, in the ADA-CDT tab, highlight a category in the Procedure Code Category list. All procedures associated with that category appear in the right pane.
  3. Click the individual procedure code you want to edit, and click Edit. The Procedure Code Editor - Existing dialog box appears.

  4. Check the Do Not Bill to Dental Insurance box to exclude the procedure from insurance claims.
  5. Click Save. Confirm that you want to save your changes.
  6. Click Close to return to the Procedure Code Setup dialog box.
  7. Click Close.
Note: Selecting the Do Not Bill to Dental Insurance option also prevents the procedure code from appearing on the Procedures Not Attached to Insurance report.

For additional information on how to add or edit procedure codes, see the "Procedure code setup" topic in the Dentrix Help.

Tuesday, January 26, 2016

The Birthday List

Did you know Dentrix has a list you can generate that will show you a list of patients with a birthday within a specified date range? You can use this list to plan your birthday postcard mailings, and it's super convenient because you have the option to either print the list or to print mailing labels.
To generate the birthday list:
  1. From the Reports menu in the Office Manager, point to Lists, and then click Birthday List.  The Birthday List dialog box appears.

  2. Type the Report Date that you want to print on the report. The default is the current date.
  3. In the Select Patient group box, enter the range of patients that you want to include in the list in the From and To fields, or leave <ALL> selected in both fields to include all patients.
  4. In the Select Provider group box, enter the range of providers that you want to include in the list in the From and To fields, or leave <ALL> selected in both fields to include all providers.
  5. In the Select Birth Dates group box, type the range of birth dates to print (Month, Day, Year) in the appropriate fields. To print a list of patients born within a specific month, type the month and leave the day and year blank. To search within a date range, select Search as Date Range.
  6. In the Select Report Type group box, select one or both of the following:
    • Birthday List - to print the birthday list
    • Mailing Labels - to print mailing labels for the list. Select the number of columns on the label sheet.
  7. Click OK to send the report to the Batch Processor.
For more information on using the Birthday List, watch the following video:

Tuesday, January 19, 2016

Cleaning Up Your Unscheduled List

One of the questions we hear a lot in our support calls is, "How can I clean up my Unscheduled List?"

Before answering that question, let's first make sure we know how patients end up on the Unscheduled List. There are two ways.  

When you break an appointment on the schedule, the appointment is added to the Unscheduled List as a broken appointment. All the appointment information (provider, procedures, appointment length) is preserved in the Unscheduled List, and the broken appointment counter in the Family File is updated. 

When a patient cancels their appointment with plenty of advance notice but doesn't want to or can't reschedule right away, you should mark the appointment as Wait/Will Call (in the Appointment Information dialog box). This adds the appointment to the Unscheduled List, preserves the appointment information, but does not update the broken appointment counter in the Family File.

You can access the Unscheduled List from the Appointment Book by clicking Appt Lists from the toolbar and selecting Unscheduled List.

The Unscheduled List should be your "go-to" list when you have cancellations or otherwise have holes to fill in your schedule. You have all the information you need to make a call to the patient right in the list (patient phone number, appointment length, appointment reason/procedures, etc.). Plus you have an Office Journal button built into the Unscheduled List toolbar that you can use to document the phone conversation you have with the patient.

If the patient is ready to reschedule the appointment, you can click and drag the appointment to an open spot in the Appointment Book, or onto the Pinboard. You can also double-click the information on the Unscheduled List to open the Appointment Information dialog box and manually make changes to the date, time, operatory, provider, etc. as needed.

As a cleanup measure, you should delete appointments from the list that will never be rescheduled. Appointments should be deleted when:

  • You have tried to contact a patient on the list several times with no response
  • The patient has indicated that they do not want to receive the treatment listed on their broken appointment
  • The patient has moved/left your practice
Delete the appointment from the Unscheduled List by selecting the appointment in the list and clicking Appt > Delete Appointment

By regularly filling holes in your schedule from the Unscheduled List, and by cleaning up appointments on the list that will never be rescheduled, you can keep your Unscheduled List relevant and useful.

For more information on the Unscheduled List, log in to the Dentrix Resource Center and view the Schedule Optimization webinar (article #45620) or view the Opening the Unscheduled List and Rescheduling from the Unscheduled List topics in the Dentrix Help.

Tuesday, January 12, 2016

CDT 2016 Update

Each year the American Dental Association (ADA) updates their “Current Dental Terminology” (CDT) standards. Dentrix offers a utility to make adding the new dental procedure codes easier.

Updated procedure codes allow your practice to code and document services accurately for claim submissions and dental records. Relying on old information may lead to unexpected claims denials or reimbursement delays.

Watch the following video for steps on how you can update to the 2016 CDT codes:

For additional information about the CDT 2016 update, visit the Dentrix Resource Center (www.dentrix.com/Resource-Center) and view Article # 75188 titled CDT 2016 Update.

Tuesday, January 5, 2016

Creating Prescriptions in Dentrix

The Dentrix Prescriptions module allows you to create a library of medicines your office prescribes and use them for patient prescriptions. You can also use the Prescriptions module to track which medications have been prescribed, and how often.

To create a prescription for a patient:
  1. From a patient-specific Dentrix module, select a patient.
  2. From the toolbar, click the Prescriptions button to open the Patient Prescriptions dialog box.

  3. Note:
    The Prescriptions button changes depending on whether the patient has prescriptions stored in Dentrix. If the patient doesn't have any prescriptions the button is just an Rx symbol, and when clicked, displays a blank Patient Prescriptions dialog box. If you have filled prescriptions for this patient in the past, the button is an Rx symbol with a prescription bottle icon. When you click the button the Patient Prescriptions dialog box appears and lists all previous prescriptions stored in Dentrix for that patient.

    Note: The Medical Alert button appears in the Patient Prescriptions dialog box allowing you to check for drug allergies before you create a prescription for a patient. If the red cross on the button is filled in, click the button to check for medical alerts.

  4. Click New to open the New Patient Prescription dialog box.

  5. By default, the current date displays in the Date field. Change the date if necessary.
  6. From the Description drop-down list, select a prescription type. The remaining fields fill in automatically based on your selection.
  7. You can customize the prescription information for the patient using the following fields:

    • Drug Name - the name of the drug.
    • Sig - the dosage interval and instructions.
    • Disp - the amount to dispense.
    • Refills - Enter or the number of times the prescription can be refilled.
    • Dispense as Written - Mark this option to limit the prescription to the specified drug.
    • Generic Substitution Permitted - Mark this option to allow generic substitution for a brand name drug.
    • Notes - Enter or modify patient instructions. Click spell-check to check the spelling of the note text.

    • Note:
      If you manually change any of the above fields (modifying the Drug Name, Disp information, or number of Refills for example), the prescription is considered non-standard and will appear with a check mark in the NS column of the Patient Prescriptions dialog box, and with an asterisk (*) next to the date on the Prescriptions Report.
  8. From the Prescriber drop-down list, select the provider who is prescribing the drug.
  9. Click Print to print the prescription. The prescription prints to the printer selected in the Prescription Setup, and Dentrix adds the prescription to the list of patient prescriptions in the Patient Prescriptions dialog box.
For additional information about the Prescriptions module, see the various topics linked to in the "Prescriptions Overview" topic in the Dentrix Help.

Tuesday, December 15, 2015

Using Dental Plan Maximums in the Treatment Planner

In case you've missed it, the last couple of weeks we've been sharing tips about how to use the Treatment Planner more effectively present treatment cases to patients by using options to show dental insurance notes, and insurance benefits. Today we'll talk about how to consider a patient's dental plan yearly maximums when presenting cases.

The Treatment Planner provides insurance estimates and patient portions for the patient. These estimates are based on the set up of the coverage and payment tables in the Family File. You have the option to have the Treatment Planner consider the patient's yearly maximum when viewing these estimates.

To prevent the Treatment Planner from calculating an insurance estimate that is more than the patient's annual maximum, from the Treatment Planner, select Insurance > Use Dental Plan Maximums and Deductibles.

If this option has a check mark next to it, the annual maximums for this patient are reflected in the insurance estimates and the patient's portion. 
Note: This is a global setting and once this option has been checked, maximums are considered on all patients until unchecked.