Tuesday, April 21, 2015

Adding Clinical Notes using Templates and Prompts

Using Dentrix clinical note templates helps you be both through and efficient in three different ways. First, it saves you from typing out the same note several times a day for different patients. Second, it ensures that all of the clinical notes in your practice are consistent and contain the same details, regardless of who wrote the note. And finally, it speeds up the process of writing notes because you can just enter the information you are prompted to enter.

To enter a clinical note using a pre-defined template:
  1. With a patient selected in the Patient Chart, click the Clinical Notes tab in the Progress Notes panel to open the Clinical Notes panel.


  2. Click the New Clinical Note button. A new clinical note is created with the current date and time.
  3. Clinical note templates are grouped by category in a list on the right side of the Clinical Notes panel. Click the plus (+) symbol to expand the section that contains the template you want to use.
  4. Double-click the template you want to use. Note Template dialog box(es) will appear with prompts to help you create the clinical note.
    Note: Depending on how the clinical note template you are using was set up, there may be multiple prompt dialog boxes that appear that walk you through the creation of the clinical note.


  5. Supply the requested information in each of the prompts that appear. When you have entered all the information, the clinical note will appear in the clinical note text field.


  6. Click the Save Clinical Note button to save the note.
    Note: Saving the clinical note does not lock the note or prevent it from being edited. You can edit clinical notes until they are locked when either the month is closed or the clinical note has been signed.
Dentrix comes with over 70 clinical note templates to help you connect the most common procedures, appointment types, and reasons for notation. For a list of the clinical note templates and prompts found in Dentrix, log in to the Dentrix Resource Center and search for knowledgebase article #66217.

For details on how to create a customized clinical note template, please view the video below:


Tuesday, April 14, 2015

Adding Free-form Clinical Notes in Dentrix

Clinical notes are designed to help you keep a complete clinical record for each of your patients. Ideally, clinicians should create clinical notes during a patient's clinical exam to document observations regarding a patient's oral health and any recommendations given to the patient.

You can add a free-form clinical note, or use a clinical note template as a basis for the note. This week we'll focus on how to add a free-form note, and next week's tip will be working with clinical note templates.

To add a clinical note:
  1. In the Patient Chart, select a patient.
  2. Click the Clinical Notes tab in the Progress Notes panel to open the Clinical Notes panel.
  3. Click the New Clinical Note button and a time stamp is added to the left column of the Clinical Notes panel.


  4. Select the time stamp created in the previous step.
  5. Place your cursor in the empty field (in the middle column) and type your note.


  6. Click the Save Clinical Note button to save the note.
    Note: Saving a clinical note does not lock the note or prevent it from being edited. You can edit clinical notes until they have been locked. Clinical notes are locked when either the month is closed or the clinical note is signed, so if you want to prevent the note from being changed, you must sign it.
For more information on using clinical notes in Dentrix, see the "Clinical Notes Panel" topics in the Dentrix Help. Stay tuned for next week's Tip Tuesday post on using clinical note templates for adding patient clinical notes.

Tuesday, April 7, 2015

Progress Notes in the Patient Chart

If you've ever had to look through a patient's progress notes in the Chart to try and find information about a specific procedure or find treatment during a certain time period, then you know what a daunting task this can be. And if a patient has had a lot of work done, that means you have that many more progress notes to look through.



You can sort the progress notes and change how the information is displayed to make it easier to find the information you need.
  • Sort progress notes by column. Click the column headings to arrange the information chronologically, numerically, or alphabetically (depending on the column you select). For example, if you are only looking for a certain procedure code posted during April of 2012, you can click the Date column to sort all progress notes by date or click the Code column to sort the progress notes by procedure code.
  • Use status buttons to narrow your search. Progress notes can be viewed by treatment status. To make it easier to look through the progress notes, turn on only the status button for the type of procedures you are looking for: treatment plan, completed, existing, conditions, exams, or referrals. For example, if you are only looking for completed procedures, select the Completed status button (you'll know it's selected by the orange background of the button) and make sure the other status buttons are turned off.
  • Viewing clinical notes. If what you are looking for would be found in the clinical notes for a procedure, you can either switch to the Clinical Notes tab or view the clinical notes within the progress notes by clicking the Clinical Notes button. When you view clinical notes within the progress notes, you can sort them by column to make finding what you want a little easier.
  • Painting progress notes. You can have the paint colors you have assigned in the Graphic Chart correspond to the color of your progress notes, which may help you locate them more quickly.  For example, if your treatment-planned procedures paint in red on the Chart, your treatment-planned progress notes can also appear in red. To coordinate your progress note color with your paint colors, from the Chart menu, select Setup > Chart Display Setup. In the Chart Display Setup dialog box, check Use Paint Colors for Progress Notes. Then click OK
Try out some of these sorting features in the Progress Notes panel. Many of them can be combined for a more in-depth sorting experience (combine the sorting of columns with the selection of certain status buttons, for example). And if you need to undo all your column sorting and start all over from scratch, you can click the Default Sort button, which sets procedure notes back to a chronological order with the oldest notes at the top of the list.

Tuesday, March 31, 2015

Creating Claim Remarks Templates

Did you know you can create templates for frequently used claim remarks or narratives that the doctor has to write? By creating these templates, when you're adding remarks to insurance claims, you can add theses templates to the claim remarks instead of rewriting or making the doctor rewrite the narrative.

To create a claim remark template:
  1. From the Office Manager, click Maintenance > Practice Setup > Custom Notes > Claim Remarks Setup. The Custom Claim Remarks Setup dialog box appears.


  2. Click New. The New Custom Claim Remark dialog box appears.


  3. In the Description field, enter a description for the claim remark.
  4. In the Note field, enter a brief claim remark. If desired, click the spell check button to check the spelling of the note.
    Note: You'll be able to edit the template on a per-patient basis, so don't include specific tooth numbers or surface information in the template you create, though you can include placeholders in the text.
  5. Click OK to close the dialog box.
Once you have created a claim remark template, it is easy to attach it to an insurance claim. Open the claim, double-click the Remarks for Unusual Services block, and then select the template you want to use. The remarks print as a narrative on the claim.

For three simple rules to remember when writing claim remarks, see the previous Tip Tuesday post titled, Reduce Claim Denials by Using Claim Remarks.

Tuesday, March 24, 2015

Using Screen Capture for Claim Attachments

Using Dentrix you can easily send claim attachments, such as letters, X-rays, and images to an insurance carrier. The Ledger lets you attach documents, images, and even patient periodontal exams to claims and pre-authorizations sent electronically. You can attach from the Document Center, the Perio Chart, and your imaging software.

To add claim attachments using screen capture:


  1. From the Ledger, open the claim you want to add the attachment to and double-click the Claim Information block. The Insurance Claim Information dialog box appears.


  2. Under Attachments, indicate the number of each type of attachment you want to include with the claim.
  3. Click Include Attachment(s). The Include Attachments dialog box appears.


  4. Click the Screen Capture button to capture an image of what is being displayed on your computer screen. Draw a rectangle around the portion of the screen you wish to capture as an attachment. The screen capture is added to the Attachments list.
  5. When finished adding attachments, click Close.
For more information, see the previous Tip Tuesday article, Screen Capture Toollog in to the Dentrix Resource Center and view knowledgebase article #61031, or view the Dentrix Does It video below.

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Tuesday, March 17, 2015

Attaching Another Patient to a Document

With the Dentrix Document Center you have the ability to scan, capture, and import documents such as patient letters, EOBs (explanation of benefits), referral letters, and images (such as patient pictures and X-rays). You can attach these documents to patients, providers, insurance carriers, and referral sources.

There are times when you will want the same document to be attached to an entire family or to multiple patients. Instead of scanning the document multiple times in each patient's Document Center, you can attach multiple patients to the same document. For example, if you scan a guarantor's insurance card, you can attach it to all family members covered under that plan.

To attach another patient to a document:
  1. Open the Document Center and select the patient who has a document that should be attached to another patient. 
  2. Right-click on the document you want to attach to another source and select Modify Document Attachments. The Modify Document Attachments dialog box appears.


  3. Click the Patient search button and select the other patient(s) you want to add to this document.
  4. Click OK. The patient you attached will be listed in the Document Attachments list.
Bonus Tip: In addition to attaching multiple patients to a document, you can attach providers, staff members, employers, insurance plans, and referrals.  For example, if you have a letter referring a patient to an oral surgeon, you can attach that document to the patient, the provider who wrote the letter, and to the referred surgeon. A copy of the letter can then be found in each source's Document Center.

For additional information about using the Document Center, log in to the Dentrix Resource Center and view the webinar titled "Going Paperless with the Document Center" (article #46376).

Tuesday, March 10, 2015

Viewing Appointment History

Dentrix tracks each time a change is made to an appointment and keeps track of what was changed, when, and if passwords are enabled, by whom. You can use this appointment history to see how many times an appointment has been rescheduled, who made a change that resulted in a problem, or when an appointment was originally created and scheduled.

To view the history of an appointment:
  1. Double-click the appointment you want to view to open the Appointment Information dialog box.

  2. Click the History button. The Appointment Information History dialog box appears. The date the appointment was originally created is listed at the top of the dialog box in the Created field.

  3. In the Modified Date panel, each time the appointment is modified, the date and time of the change is listed, along with the ID of the person who was logged into the computer that made the changes (if passwords are enabled in your office). Click on the past dates and times in this panel to see the what the information was prior to the change. Information that has been changed is listed in red.
Note: The Appointment History feature was introduced in Dentrix G4, Productivity Pack 7. Previous versions will not have the History button in the Appointment Information dialog box, and appointment history prior to this update will not be listed.

For more information about using the Appointment Information History feature see the Dentrix eNewsletter article titled Tracking Appointment Changes.