Tuesday, March 20, 2018

The Fill Appointment Feature - New in Dentrix G6.6

It happens all the time. An appointment time opens up in next week's schedule that you need to fill, but you can't seem to find a spare minute to call patients who could potentially fill it.

Wouldn't it be nice if you could contact multiple patients at once from the Unscheduled List or ASAP List, the patients who are the most likely to be able to fill the open time at short notice?

You're in luck! With Dentrix G6.6 and higher and the Dentrix Communication Manager, you can contact patients via text message to let them know you have an appointment time available--and have them call you to schedule!

Here's how it works:
  1. Right-click an open appointment time in the Appointment Book and select Fill Appointment.
  2. Select which list(s) of patients to target, such as Broken Appointments, Will Call, or ASAP. Then select other search criteria, including the provider, date range, and appointment length.

  3. Click OK to generate a list of patients that match your criteria.
  4. Select up to 40 patients on the list, and then click Text Setup.
  5. Enter the text of the message you want to send to the patients, informing them of the opening in your schedule, and click Send.

Your selected patients receive a text message telling them to call your office and claim the open time. You can fill the open time with the first patient who calls you back, and as additional patients call you back, you can schedule them for other open times you have in the future.

You'll also receive an email from Dentrix Communication Manager confirming the text message was sent successfully. Text messages that were sent also show up in the Correspondence Reports within the Dentrix Communication Manager.

For more information watch our Dentrix G6.6 New Feature - Fill Appointment video.

Tuesday, March 13, 2018

Creating Custom Appointment Lists

With Dentrix G6.6, you can see all your appointment lists (ASAP, Unscheduled, Broken, Open, Pinboard, and Wait/Will Call) together in one place.

With this feature, you can combine two or more lists instead of generating them separately like you did in the past. For example, if experience has told you that the most likely candidates to fill holes in your schedule are the patients on the ASAP or Wait/Will Call lists, you can generate a single call list  that includes both of those groups of patients.

How To
  1. In the Appointment Book toolbar, click Appt List.
  2. From the Appointment List toolbar, click Setup > Appointment List View.
  3. Select the providers, operatories, and appointment list types to include in your list.

  4. Because the list of appointments for your practice can be quite long, select a Span of Search option to narrow the results.
  5. To save the list for future use, click Save List. Give the list a name, and then click OK to generate it.

Tuesday, March 6, 2018

Printing Care Instructions for Specific Procedures

With some procedures, there are a few reminders or care instructions you want to give patients. Rather than having to write these reminders on an appointment card or create a separate document for those instructions, you can attach them to the procedure so they are automatically printed with the patients' walkout.

For example, you may typically tell patients who have had fluoride varnish applied to avoid sticky foods, hot drinks like coffee, and carbonated drinks for at least four hours. Printing those instructions on the walkout will serve as an additional reminder if the patient forgets what you said or has questions about the instructions after they leave the office.

How To
  1. In the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.
  2. Select the procedure code you want to add care instructions for, and click Edit.
  3. In the Procedure Code Editor dialog box, click Edit Note.
  4. In the Recommendation Note section, enter the text to appear on the note, and check the Print Note on Walkout box.

  5. Click OK to save the note, and then click Save and Close.
Whenever you post this procedure complete, the note you added will be printed with the walkout statement that includes that procedure.

If you need to give more detailed instructions, such as specific care instructions following oral surgery or other difficult procedures, follow these steps to learn how to upload a document that can be printed with a walkout statement.  

Tuesday, February 27, 2018

Giving Progress Notes a Little Color

When looking at a patient's graphic chart, the paint colors that are used can easily help identify work that is existing, completed, or treatment planned. But did you know you can customize the progress notes so the status of each procedure matches your paint colors? That way it's easy to quickly identify progress notes that correspond to a certain status.

In the Patient Chart, select Setup > Chart Display Setup, and then check the box labeled Use Paint Colors for Progress Notes.

Tuesday, February 20, 2018

Stack 'Em Up: Multi-codes within Multi-codes

When you’re scheduling or posting multiple procedures that are often completed together, multi-codes help you schedule or post them all at once. However, each multi-code can only include eight procedures, so what do you do when you want to create a multi-code that contains more procedures than that? The answer is simple: add a multi-code within a multi-code.

Let’s say you want to create a multi-code that contains the procedures your office completes for a new patient appointment (a comprehensive evaluation, 4 bitewings, 6 PAs, a prophy, and topical fluoride). Here’s how to do it.

First create a multi-code for the 6 PAs and save it in Dentrix. Then, create a second multi-code. Add the evaluation, bitewings, prophy, and fluoride procedures, and then add the PAs multi-code. Since the PAs multi-code counts as a single procedure, you are within the eight-procedure maximum and still have all the procedures for the appointment.

For more information, see these other Dentrix Tip Tuesday posts about working with multi-codes:

Tuesday, February 13, 2018

Viewing Family Continuing Care Information from the Patient Visit Form

When you see a patient, it's nice to be able to quickly review continuing care appointments for the other members of their family.  This information is visible on a patient route slip, but is limited to showing the date of when they last were seen for a prophy, and when they are due again.

By generating a Patient Visit Form instead of a route slip, you can customize up to three specific continuing care types (not just prophys) you want to see information on for all family members. 

For example, if you are seeing a parent for an appointment today, you can refer to their Patient Visit Form and see when their children were last seen for continuing care, when they are due, and whether they have an appointment scheduled. Then as you schedule the parent for their follow-up, you can schedule the needed continuing care appointments for the rest of the family at the same time.

How To
  1. Select an appointment in the Appointment Book.
  2. Click File > Patient Visit Form.

  3. Check the Include Family Information box, and use the drop-down lists to select which continuing care type(s) are shown on the form. 
  4. Select other form options as needed and then click an option to Preview, Send to Batch or Print the form.
Additional Information
  • To generate the form for multiple patients at a time, from the Office Manager click Reports > Lists > Patient Visit Form. Select the information to print on the form and choose a print option.
  • If you want to always include (or exclude) certain information on the form, make your selections and then check Save As Default before closing the dialog box.

Tuesday, February 6, 2018

Setting up Time Blocks for Providers

If you have a provider in your office who prefers to perform crown appointments in the morning and see new patients from 3-5pm on Tuesdays and Thursdays, you can set up time blocks that match their preferences.

How To
  1. From the Appointment Book menu, select Setup > Provider Setup.
  2. Select a provider and click Setup.

  3. In the Set Time Blocks group box, click Add.
  4. Give the time block a name, such as NP Appt or Crowns, and select a color that will be used to designate it on the schedule.
  5. Select the day(s) and times for the time block, and select an operatory and appointment type for the block.
  6. Click OK.
Once the time blocks are assigned, turn on the Perfect Day Scheduling function to see those blocks in the Appointment Book. The Perfect Day Scheduling button is the last button on the Appointment Book toolbar, and toggles on or off with each click.

When you schedule appointments within a time block, Dentrix checks to see if the appointment matches the type of appointment the block is intended for. A notification appears if the provider or appointment type doesn't match the settings of  the time block. You can override the message and schedule the appointment anyway, if needed, but the notification serves as a reminder to keep that time available for certain types of appointments.