Tuesday, November 24, 2015

Our 200th Tip Tuesday Post

In January 2012 we launched the Dentrix Tip Tuesday blog, hoping to give our customers a little Dentrix knowledge each week, and to share tips and tricks about the capabilities of the Dentrix software that people weren't always aware of.

Since then, we have given you a weekly dose of Dentrix 199 times, sharing a wide variety of tips and tricks spanning various Dentrix modules and features. When each tip is posted, in the fine print at the very bottom of the post there is a section titled Labels.  These labels indicate one or more of the eight Dentrix Mastery Tracks categories or sub-categories the tip fits into.

Each of the labels is a link to other tip posts that fit into the same topic category as the tip you've just read, helping you quickly find additional tip posts on related features and topics in Dentrix. 

So, for our 200th tip we thought we'd re-share the most popular Tip Tuesday posts in each Mastery Tracks category, based on the number of views, likes, and shares of our readers. Be sure to click on the Labels link(s) on each one to find even more related tips.

Most Popular Tip Tuesday Posts by Mastery Track Category

Billing and Accounts Receivable
Treatment Planning
We invite your feedback on our Tip posts. Leave a comment here on the blog post, or if you found the tip via our Facebook news feed, Twitter, or Pinterest, leave us a comment there. And don't forget to share the tips you like with other professionals in your social network.

Tuesday, November 17, 2015

Reviewing Patient Contact from the Office Journal

When you want to review the contacts you've had with a patient, you can see this information from the Office Journal display window.  However, this information will only be as accurate as the records you keep in your office. As a general rule, you should document every phone conversation you have in the Office Journal, even if you are just leaving a voicemail message.

This information is especially useful when handling billing disputes. For example, if a patient claims they were never notified they had an overdue balance before their account was sent to collections, you can review their Office Journal to identify the contacts you've had with them regarding their balance.

To view contacts for a patient or family in the Office Journal:

  1. From any Dentrix module, click the Office Journal button.

    The Office Journal launches with the current patient displayed.

  2. To switch to a different patient, click the Select Patient button and choose a patient. Information is displayed in the following ways:
    • Journal List: The Journal List displays a comprehensive list of contact made between your office and your patients. The list can be viewed by patient, family, or for a specific provider or staff member.
    • Show Info Panel: When the Show Info panel is turned on, you can see more detail on a selected journal entry.
    • Sort Order: Entries are sorted chronologically. When the Office Journal is opened, any entry with today's date is highlighted. Entries with a date before today are shown below today's entry.
  3. A plus (+) next to a date means there is more than one contact for that date. Click the Expand button (+) next to a date to list all the contacts for that date.
    Note: You can also expand the list by double-clicking the date.
  4. If it is not already open, click the Show Info button to activate the Show Info panel.
  5. Select an individual contact entry to view the details of the contact in the Show Info panel.
You can limit the kinds of contacts shown in the Office Journal (calls, billing statements, letters, etc.) by clicking View > Filters. Simply select the Journal Entry Types you'd like to include and click OK.

For information on using the Office Journal to document patient contact, see the "Adding Office Journal Entries Manually" topic in the Dentrix Help, or view the Office Journal webinar (article #44191) in the Dentrix Resource Center.

Tuesday, November 10, 2015

How to Send Insurance Claims Electronically

Sending claims electronically speeds up the process of getting the claim to the insurance company so that your office can get paid faster. When you use eClaims to send claims electronically, you can create the claims in Dentrix and send them electronically straight from Dentrix.

To send claims electronically:
  1. From the Batch Processor in the Office Manager, select the claims and attachments you want to send electronically. Click the Electronic Claims Submission button. The Electronic Claims Submission dialog box appears.

  2. Click the Selected Dental Claim Forms option and click OK. The Validation Report dialog box appears.

  3. Dentrix eClaims performs checks on all the claims you are sending to help eliminate denials and rejections. After reviewing a claim, Dentrix eClaims assigns one of three statuses:
    • Validated: Dentrix eClaims has checked these claims and found no missing information. They are ready for submission. Note: Dentrix checks to make sure that all fields have been filled in, but cannot verify that the information is accurate. Inaccurate information can cause a validated claim to be rejected by the insurance carrier.
    • Warning: Dentrix eClaims has found a problem that could cause payment to be delayed. The report will list the specific problem that should be corrected (such as a missing Payor ID or missing attachments).
    • Rejected: Dentrix eClaims has found a problem with a claim that would cause the insurance company to reject the claim. The report will list the specific problems to be corrected (such as a missing subscriber number).
  4. If your claim is missing information that can be fixed without re-creating the claim, like subscriber address or subscriber ID number, the claim will have an Edit option available. Click the blue Edit link within the claim on the Validation Report to make changes to that claim. The Edit Missing Claim Information dialog box appears.

  5. Click the tab for the information that needs to be fixed. (For example, if the subscriber ID is missing, you would click the Claim Subscriber tab and then enter the number in the appropriate field.) Click OK to exit the Edit Missing Claim Information dialog box. Your changes will be saved and the Validation Report will be regenerated.
  6. Once you have corrected errors and are ready to submit, click the Send Selected Claims  button. After the claims have been submitted, Dentrix eClaims sends a copy of the Validation Report and a Transmission Report to the Batch Processor in the Office Manager.
  7. Review and fix any errors listed on the Transmission Report. Resubmit corrected claims.
    Note: You will need to wait 24 hours before resubmitted rejected claims.
  8. Delete Sent claims and the Validation Report from the Batch Processor.
Some insurance carriers allow the submission of electronic claims in "real time." If a claim is submitted in real time, a response from the carrier will be returned immediately, updating the claim status in the Ledger to indicate that the claim has been accepted or rejected.

Not using eClaims? Get more information here.

Tuesday, November 3, 2015

Dunning Messages

Dunning messages are automatic payment reminders that print on a billing statement based on an account's aged balance. Dentrix includes the following four types of dunning messages:
  • Standard dunning messages - Prints for non-insured accounts.
  • Insurance dunning messages - Prints for accounts with insurance.
    Note: An account is considered insured if the head of household has insurance.
  • Last payment dunning messages - Prints for accounts that have not made a payment in the indicated amount of time.
    Note: The last payment dunning message overrides the standard and insurance dunning messages.
  • Payment agreement dunning messages - Prints for payment agreement accounts that have missed the indicated number of payments.
    Note: The payment agreement dunning message overrides the standard, insurance, and last payment dunning messages.
While the text of dunning messages is customizable, there is default text already assigned to standard and insurance dunning messages for some age ranges. See the Dunning Messages topic in the Dentrix Help for a list of the default wording for standard and insurance dunning messages in the 30-60, 60-90, and Over 90 aging categories.

If the default dunning messages do not meet your needs, you can add to or edit them. There is a 70 character length limit for dunning messages.

To add to or edit dunning messages:
  1. In the Office Manager, select Maintenance > Practice Setup > Dunning Messages. The Dunning Messages dialog box appears.

  2. Do one of the following:
    • Under Standard Dunning Messages, Insurance Dunning Messages, or Last Payment Dunning Messages, select the option that corresponds to the aging bracket for which you want to add, edit or delete a dunning message. The current dunning message for that aging bracket appears in the text box at the bottom of the dialog box.
    • Under Payment Agreement Dunning Messages, for the Missed Monthly Pmts, Missed Semi-monthly Pmts, Missed Bi-weekly Pmts, or Missed Weekly Pmts group boxes, select the option that corresponds to the number of missed payments for which you want to add, edit, or delete a dunning message. The current dunning message for the selected option appears in the text box at the bottom of the dialog box.
  3. Type, edit, or delete the dunning message for the selected option.
    Note: You can create a message of up to 70 characters. Click the spell check button to check the spelling of your message.
  4. Repeat steps 2 and 3 for any dunning message you want to use.
  5. Click OK to save your changes.
Once you have added, edited, or deleted dunning messages, they will appear on the next batch of account billing statements you print or send electronically as applicable and based on the hierarchy explained above.

Tuesday, October 27, 2015

Customizing Medical Alerts in Dentrix G6

Using Dentrix, you can assign medical alerts to patients. Medical alerts serve to remind you of any medical conditions your patients may have that you should be aware of before treatment--for your protection and theirs. In Dentrix G6, you have the ability to save medical alert notes in the notes history, copy medical alerts to clinical notes, as well as include medical alerts in the Patient Notes Report.

View the following video to see how to use and manage medical alerts and medical alert notes:

Tuesday, October 20, 2015

Dealing with Interruptions When Using the Batch Insurance Payment Entry

In a previous post we outlined the process for entering a batch insurance payment.  But did you know that you can "pause" in the middle of entering a large insurance check and come back to it later? You can have an insurance check for several thousand dollars come in that needs to be posted in Dentrix for multiple patients, and inevitably you get interrupted (sometimes multiple times) in the middle of entering those claim payments.

In such a case, you should close the Batch Insurance Payment Entry dialog box in Dentrix to save your progress. To do this, click the Close button in the upper right corner of the dialog box.  A warning message appears stating that the amount you have posted does not match the insurance check amount you entered, and asks if you want to save this session to post additional claims later.

Click Yes. The Batch Insurance Payment Entry dialog box closes and saves your progress*.  When you are ready to resume entering claim payments on this check, from the Ledger, click File > Enter Batch Ins. Payment (Pending)... to re-open the unfinished claim.  

All previously entered claims are still intact, and you can begin from where you left off, without having to start over.

*Note: While you can close the Batch Insurance Payment Entry dialog box and have your progress saved, your work will NOT be saved if you close the Ledger entirely. If you attempt to close the Ledger, you will get a warning that you have a pending Batch Insurance Payment Entry session, and that by closing the Ledger all payment entries will be lost. You can however, switch patients in the Ledger without fear of losing your progress.

Tuesday, October 13, 2015

Setting the Recommended Treatment Plan Case

When you create treatment plan cases for patients, at times you may give the patients treatment alternatives (where they could have either a root canal and crown or a bridge, for example). Once you have created alternative treatment cases, you'll want to set one of the cases as the recommended case. The recommended case should be the case that the clinician feels offers the patient the best care. By default, the first case created will be set as the recommended case.

To set a case as recommended:

  1. In the Treatment Planner, select the treatment plan case you want to set as recommended.
  2. Click the Link button and select Link Alternate Cases. The Linked Cases dialog box appears.

  3. Select the case(s) that you want linked to the recommended case by checking the corresponding box(es), and click OK.

You can easily see the recommended case in the Treatment Plan Case Setup window. Linked cases are identified by a link symbol in a colored box. The recommended case includes a yellow star to help you identify it.

There are a couple of things you should be aware of when it comes to the recommended treatment plan case, and how it is displayed in Dentrix:
  • If you have multiple linked cases, only the treatment-planned procedures within the recommended case will be visually represented in the graphic Patient Chart.
  • In the Treatment Plan view of the Ledger, only treatment-planned procedures within the recommended case will be displayed.
  • When creating an appointment, in the patient's Appointment Information dialog box, the procedures listed under the Tx button in the Reason group box, will only correspond with those in the recommended case.
For additional information about working with treatment plan cases, search for the following topics in the Dentrix Help: Creating Alternate Cases, Linking Alternate Cases, and Setting or Changing a Recommended Case.