Tuesday, August 26, 2014

Viewing Scheduled Amounts by Provider

Did you know you can get a snapshot of provider production stats at a glance in the Appointment Book? You can see how much production each provider has scheduled each day, how much each provider has produced so far this month, and how providers' production compares to their monthly goals by viewing the scheduled production by provider in the Appointment Book.

To view scheduled production by provider:

  1. Set up an Appointment Book view that includes only the provider(s) whose production you want to see, and select that view. The providers included in that view will be the only providers whose scheduled production statistics are displayed.
  2. Click the Calendar button. The providers whose statistics are included in the totals are listed at the top of the dialog box.
  3. Click Scheduled Production to view the production statistics.

Things to look for:
  1. The scheduled production total for each day is listed on that day.
  2. The total Scheduled production, Month Goal, Variance between the goal and the scheduled production, and total completed Production for the month to date are listed at the bottom of the dialog box, along with the MTD New Patients seen.
  3. The Month Goal statistic is based on the amounts of the goals set up for each provider in the Practice Analysis in the Office Manager.
  4. The completed Production total and MTD New Patients total are based on the last time the month was closed in Dentrix. If you are behind in closing your month, these statistics will include the totals since the last time you closed the month.

Tuesday, August 19, 2014

Entering Insurance Claim Status Notes

Dentrix makes it easy for you to keep track of your follow-ups on insurance claims. In the Primary Dental Insurance Claim window, you can indicate the claim status and date, and you can also type a note to go along with the status so you have all the information you need. Claim status notes are a great place to store information about claims.

To enter a claim status note:
  1. From the Ledger, locate the claim you want to add a note to. Double-click the claim. The Primary Dental Insurance Claim window appears.
  2. Double-click the Status block. The Insurance Claim Status dialog box appears.

  3. Check the status you want to set:
    • Claim Sent - When the claim is sent, the status is automatically flagged as Sent, and the Sent Date defaults to the current date. When the claim is received, the status is automatically flagged as Received, and the date defaults to the date of the payment or estimate. You can change the date if necessary.
    • Tracer Sent - Select this option if you attempted to track the claim and enter the appropriate date.
    • On Hold - Select this option if the claim is on hold and enter the appropriate date.
    • Re-sent - Select this option if the claim was resubmitted and enter the appropriate date.
  4. To clarify or give additional information about the status of a claim, enter a note in the Claim Status Note text box. Click Insert Dateline to add a date to the text.
  5. Click OK to save the changes to the claim status.
For more information about working with insurance claims, view the "Claims Management" webinar recording which can be found from the Videos tab (under the Ledger sub-heading) in the Dentrix Resource Center.

Tuesday, August 12, 2014

Refreshing Dentrix Reports for Real-Time Information

When you generate a report in Dentrix, the settings and filters you use for the report are stored in the report that is sent to the Batch Processor. However, the actual report data is compiled when you view the report, so if you leave a report in the Batch Processor, you can view updated information for the report every time you preview it.

For example, if you are working on collections and you generate the Provider A/R Totals Report in the morning, you can preview the report and see a list of patients you can contact. As you work with outstanding accounts (entering payments in the Ledger, applying late charges, etc.), you can periodically preview the report again throughout the day to view updated payment and balance information without having  to generate the report from scratch each time.

Note: It's still important to clear out your Batch Processor regularly. You can use the same report for a day or two at a time,but it's not a good idea to leave the same report in the Batch Processor for weeks or months.

Tuesday, August 5, 2014

Customizing the Procedure Code List in the Patient Chart

Did you know you can customize which procedure codes appear in the procedure code list in the Patient Chart, and which you have to click <<More Codes>> in order to find?

You can edit this list so that the most common procedure codes you use in your office are listed when you expand the category they are assigned to.

To customize the procedure code list:
  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup. The Procedure Code Setup dialog box appears.

  2. Select the procedure code you want to add to the Procedure Code List in the Chart, and click Edit. The Procedure Code Editor - Existing dialog box appears.
  3. In the Treatment Flags group box, check the Show in Chart option.
  4. Click Save to save your changes, and Yes to verify the change.
  5. Click Close to return to the Procedure Code Editor - Existing dialog box.
  6. Repeat the process for any other procedure codes you want to add to the list.
    Note: If you have the Patient Chart module open while you are making these changes, you will need to close it and open it again for the procedures codes to appear in the list.
For more information on editing procedure codes, see the "Editing ADA-CDT dental codes" topic in the Dentrix Help.

Tuesday, July 29, 2014

Using the Family Appointment List

Did you know that with the click of a button, you can see a comprehensive list of not only a selected patient's scheduled and broken appointments, treatment plan information, and unscheduled continuing care, but also view that same information for everyone in that patient's family?  It's all available in the Family Appointment List.

To use the Family Appointment List:
  1. Open a patient's appointment in the Appointment Book.
  2. Click the Other Appt(s) button. The Family Appointment List dialog box appears.
The Family Appointment List is divided into three sections:

  1. This section of the list shows everyone in the family, their position in the family, their age, and their continuing care due dates.
  2. This section of the list shows upcoming appointments the patient is scheduled for, continuing care for which the selected patient is due but does not have an appointment, and past appointments (which have an asterisk next to the date).
  3. This section of the list shows the patient's treatment-planned procedures, including any visits order that have been set up in the Treatment Planner. A question mark next to a treatment-planned procedure means it does not have a visit assigned to it. An asterisk next to a procedure means it is scheduled.
You can create a new appointment for a patient directly from the Family Appointment List by clicking the Create New Appointment button.

You can view the details about one of the patient's scheduled appointments by selecting the appointment in the list and clicking the View Appointment button.

Tuesday, July 22, 2014

Reviewing Past Practice Advisor Reports

Did you know that Dentrix stores a copy of each Practice Advisor Report you generate? These stored reports make it easy to compare the information from past reports with current reports, and see how that information has changed. And because these reports are stored in Dentrix, you don't have to store paper copies that take up filing cabinet space.
To review past Practice Advisor Reports:
  1. From the Office Manager's Analysis menu, click Practice Advisor. The Practice Advisor dialog box appears.
  2. Click the Report History button. The Practice Advisor Report History dialog box appears.

Reports are grouped by date and then listed by the time each was generated. You have the following options for viewing reports listed here:
  • Expand List/Collapse List - click these buttons to expand or collapse all items.
  • Preview - Click this button to preview a selected report. This button is only active if a report time is selected (see image below).
  • Delete - Click this button to delete the selected report. This button is only active if a report time is selected.

Previewing past reports is quick and easy because Dentrix doesn't have to regenerate the report.

Learn more additional tips about how to generate and interpret this report in The Dentrix Practice Advisor Report course offered at this year's Business of Dentistry Conference. Visit businessofdentistry.com/dentrix for more information about the 2014 Dentrix Business of Dentistry Conference, including information on how to register for the conference, conference speakers and agenda, and a complete list of Dentrix courses being offered.

Tuesday, July 15, 2014

Deleting Unused Continuing Care Types

Did you know that you can only delete a continuing care type if the type is not in use? If you try to delete a continuing care type that is still assigned to patients, you'll see an error message. Don't worry though. You can still delete the continuing care type by following these steps.

Create a temporary view:
  1. From the Appointment Book, click the Continuing Care button. The Continuing Care module appears.
  2. From the Continuing Care module, click Views > Temporary View. The Temporary Continuing Care View dialog box appears.

  3. Select the continuing care Type you want the list to include from the drop-down options (the type you want to delete) and select the With CC option.
  4. In the Due Date Span group box, the increments should be <ALL> to <ALL>.

  5. Make sure that all other filters are set to <ALL>.
  6. Click OK to load the temporary view.
This view contains a list of all patients currently attached to the type you want to delete. Use this list to open up individual patient's continuing care, and clear that type from their account.

Once you have cleared the continuing care type from each patient on the list, you can then delete it. 

To delete a continuing care type:
  1. From the Office Manager, click Maintenance > Practice Setup > Continuing Care > Continuing Care Setup. The Continuing Care Setup dialog box appears.

  2. Select the continuing care type you want to delete. Click Delete. A warning message box appears.

  3. If you want to delete the continuing care type, click Yes.
Want more information about ways to customize your continuing care system? We have an entire course dedicated to that topic at this year's Business of Dentistry Conference titled, Dentrix Continuing Care Clean-up

Visit businessofdentistry.com/dentrix for more information about the 2014 Dentrix Business of Dentistry Conference, including information on how to register for the conference, conference speakers and agenda, and a complete list of Dentrix courses being offered.