Tuesday, December 17, 2013

Customizing Appointment Information Initial Reasons

To save you time when scheduling appointments, Dentrix allows you to create a list of up to 20 appointment reasons that can be quickly accessed in the Appointment Information dialog box.

While this list is customizable, there are some guidelines for the appointment reasons that can be listed here:

  • The reasons must reference an existing procedure code or multi-code.
  • The reason must not reference a procedure or multi-code that requires a tooth number, surface, quadrant, or sextant.
You can customize Appointment Reasons from the Office Manager > Practice Setup > Definitions > Appointment Reasons.
Watch the following Dentrix Does It video for steps on how to customize the procedures within the Initial Reasons section of the Appointment Information dialog box.

Tuesday, December 10, 2013

Our 100th Tip Post

Today we are celebrating our 100th Tip Tuesday post!  Hopefully our previous tips have been useful in some way, and made working with Dentrix a little bit easier, or a little bit faster, or have helped to show you something you didn't know about before.

Not that we're in to popularity contests, but here are the the 5 Most Popular Tips of All Time.  Readers have tuned in to these posts more than any others since the blog launched in 2012.
  1. Understanding the Ledger Display (from Sept. 10, 2013)
  2. Appointment Book Keyboard Shortcuts (from Jan. 31, 2012)
  3. The Patient Visit Form (from May 7, 2013)
  4. Save Time with the Schedule Next Button (from April 30, 2013)
  5. Drag and Drop Scheduling from Lists (from Oct. 15, 2013)
Need a memory refresher? You're not alone. Our readers don't just read the tip for the current week, they go back and read past tips as well. To help speed up the review process, here are the 5 Most Viewed Tips in the last 100 Days.
  1. Assigning a Default Provider for Continuing Care Types ( from Sept. 3, 2013)
  2. Multi-Code 101 (from Sept. 17, 2013)
  3. Options when Generating the Aging Report (from Aug. 27, 2013)
  4. Sending Appointment Reminders via Email (from Aug. 20, 2013)
  5. Splitting a Primary Insurance Claim (from Oct. 1, 2013)
Some of the tips we share have a really good first week, racking up a high number of visits in their first few days. Here are the 5 Most Viewed Tips During Their Debut Week:
  1. Screen Capture Tool (from May 21, 2013)
  2. Dentrix Reports Reference (from Nov. 19, 2013)
  3. Tracking Broken Appointments (from Nov. 5, 2013)
  4. More Information Button (from June 11, 2013)
  5. Insurance Menu Option Not Available (from April 2, 2013)
With new tips every week, how do you keep track of the information they provide? How can you organize the tips so you can find the information again quickly? 

One way you can organize and save these tips for future reference is to create (or add to) a Pinterest board. We've created a Dentrix Tips collection of boards on Pinterest where each of the tip topics is categorized, making it easier to find what you're looking for. Find the Dentrix board that relates to your job in the office and click the "Follow Board" link. As new tips are added to the boards you follow, they appear in your Pinterest feed. Or, you can always create your own Dentrix boards and use the "Pin it" links on each of the tips to create your own, personalized collection of tips you want to remember. Our Dentrix Tips collection includes past eNewsletter articles from the Tips and Tricks column, as well as the weekly Tip Tuesday tips

Start your collection of tips today!

Tuesday, December 3, 2013

Contacting Inactive Patients

The key to a thriving dental practice is having your patients return to your office for routine hygiene visits and recurring exams.  But the reality is that some patients tend to fall off the radar. Did they move? Did they find another dentist? Are they just not making new appointments?  It's not always easy to know the answer to these questions, or to even know who these patients are.

With Dentrix you can run the Inactive Patient List to find three types of patients:

  • Patients who have not been back to the office recently (you can set a date to search for)
  • Patients who have no continuing care and no future appointments
  • Patients who are already flagged as inactive in the Family File
Generate the Inactive Patient List from the Office Manager by clicking Reports > Lists > Inactive Patient List.  From the dialog box that appears, select the filtering options for the type of report you want to run, and generate the list.

Once you have your list of patients, you can use the default Inactive Patient letters within Dentrix to reach out patients and invite them to contact you or schedule appointments to get them back on track.

For more information about using Dentrix letters to contact inactive patients, see the "Merging Dentrix letters" topic in the Dentrix Help. For more information on generating the Inactive Patient List, see the "Inactive Patient List" topic in the Dentrix Help.

Tuesday, November 26, 2013

Charting Supernumerary Teeth

Sometimes patients have extra teeth in their mouths. You can easily chart these supernumerary teeth in Dentrix by following these guidelines:

For permanent teeth:
  • Add 50 to the closest standard tooth number (for example: a supernumerary tooth adjacent to tooth 12, would be entered as #62)
For primary teeth:
  • Add the letter "S" following the closest standard tooth number (for example: AS)
For a demonstration of how to chart supernumerary teeth in the Patient Chart, and post transactions in the Ledger, watch the video below:

Tuesday, November 19, 2013

Dentrix Reports Reference

There are over 125 different reports that can be generated in Dentrix. With so many report options, you need a reference guide that helps you know the kind of information included in each report. Whether you are looking for a report that tells you which patients have unused insurance benefits, or a report to help you analyze your practice goals, the Dentrix Reports Reference is an excellent resource designed to help your office find reports and decide why and when to use them.

The Reports Reference lists each Dentrix report alphabetically, and categorizes them based on usage in the office. There are samples of each report showing you the key information included in the report, with recommendations of when to run them, and why.

To access the Reports Reference, log in to the Dentrix Resource Center, and click the Documents tab. Click the link to view a PDF version of the Reports Reference (Dentrix versions G4 and higher) or order a printed copy for your office.

Tuesday, November 12, 2013

Create and Send a Pre-Estimate Claim

For most offices, handling insurance claims is a big part of the practice management routine. Dentrix includes several features to simplify claim processing.

Did you know you can use the Dentrix Ledger to not only add procedures to a patient's treatment plan, but you can also generate a pre-treatment estimate for treatment-planned work? 

To create and send a pre-treatment estimate from the patient’s Ledger:
  1. With a patient selected in the Ledger, from the Options menu, click Treatment Plan.
    Note: By default, the Ledger-Treatment Plan view appears with a different background color, to help you know you are in the Treatment Plan view and not the Ledger view . You can customize the color of the background by going to File > Ledger Colors Setup.

  2. Treatment-planned procedures appear in the Ledger-Treatment Plan view. (If there are no treatment-planned procedures, you can add them from this page by clicking Transaction > Enter Procedure.) Select the line item(s) to create the pre-treatment estimate for, and click Insurance from the Ledger menu and click Selected Procedures. The pre-treatment estimate will be created, and the Primary Dental Pre-Treatment Estimate dialog box appears so you can edit the claim information.
  3. In the Primary Dental Pre-Treatment Estimate dialog box, you can add attachments to the claim, such as X-rays and images by double-clicking the Claim Information block, and/or document the clinical narrative in the Remarks for Unusual Services box.
  4. Once you have modified the claim as needed, click Submit and choose to send the claim electronically, print it, or send it to the Batch Processor.
In a recent post on her blog, The Dentrix Office Manager, consultant Dayna Johnson gives additional tips for managing pre-treatment estimates, titled, "Don't Just Send It and Forget It".

Tuesday, November 5, 2013

Tracking Broken Appointments

Has this ever happened to you? You come into the office on Monday morning and check your voicemail. You have a message from Stuart Sanders calling to cancel his 2:30 appointment.....again!

You know he has done this several times over the past few weeks, but you aren't sure how many times it's happened.  Did you know that Dentrix keeps track of this for you? Every time you break an appointment for a patient using the Break Appointment button, Dentrix updates the Missed Appointment counter in the Family File and notes the date the patient was originally scheduled.  An entry indicating a broken appointment, including the appointment reason, is also added to the patient's Office Journal.  That's a lot that happens with the click of a single button!

For more information and tips like this one for using the Appointment Book, see the the feature story in the Spring 2013 edition of Dentrix Magazine, titled "10 Time-Saving Tips from the Appointment Book."

Tuesday, October 29, 2013

Setting up Fast Checkout Options

You've probably used the Fast Checkout button many times, but did you know that you can customize the tasks that are performed when you click it?

The Fast Checkout button, used as a patient checks out of your office, completes three important tasks all at once: it posts a payment, generates an insurance claim, and prints a receipt. You can customize these options to fit the needs of your office.

To set up your checkout options:
  1. From the File menu in the Ledger, click Fast Checkout Options Setup to open the following dialog box:
  2. Set up the tasks you want to perform when the Fast Checkout button is clicked in Dentrix. The following options are available:
    • Create Insurance Claim - Click this create an insurance claim for today's procedures, then mark where you want the claim to be sent:
      • Batch - Click to send the claim to the Batch Processor.
      • Send Electronically - Click to submit the claim electronically. You must first set up an eServices account to use this feature.
      • Print - Click to send the claim directly to the printer.
    • Enter Payment - Click to post a payment on the patient's Ledger.
    • Walkout - Click to create a walkout statement or receipt. Then, mark where you want the walkout statement to be sent:
      • Batch - Click to send the statement to the Batch Processor.
      • Print - Click to send the statement directly to the printer.
  3. To print appointment reminder labels for patients when they check out, click Print Appointment Reminder Label. The label will print to the label printer you have set up in the Office Manager (File > Printer Setup.) 
  4. To select checkout options for each patient because they tasks you perform at checkout vary, click Always Show Checkout Options.
  5. Click OK to save your settings. 
By setting up these options, you'll be guided through the checkout process, saving you (and the patient who is anxious to leave your office) time.

Tuesday, October 22, 2013

Find Patients with Unscheduled Treatment

One of the most powerful tools available in Dentrix is the Treatment Manager. You can use the Treatment Manager to generate a filtered list that only includes patients with unscheduled treatment. Since the list is interactive, you can work directly from the list to call patients, send email messages, generate quick letters and quick labels, make Office Journal notes, and access the Treatment Planner.

To access the Treatment Manager, from the Appointment Book click the Treatment Manager button.

In the Treatment Manager View dialog box, specify the filter criteria that makes sense to your practice.

If you want to contact patients about scheduling an appointment for treatment-planned procedures before the end of the year, it's a good idea to find patients who:

a) Are active patients
b) Have insurance
c) Have at least $100 of either primary or secondary insurance benefits remaining for the year
d) Have a treatment plan worth at least $10 that was diagnosed in the last year
e) Are not on either the Bad Debt, Payment Plan, or No Insurance billing types

Once you have generated the Treatment Manager List, you can look at the information about each patient and decide if you want to contact them and if so, how you want to do it.

For more information about using the Treatment Manager to contact patients to schedule treatment, and using Dentrix tools to do so, read the "Act Now to Boost Year-End Profits" article in the Fall 2013 Dentrix Magazine.

Tuesday, October 15, 2013

Drag and Drop Scheduling from Lists

Did you know that you can drag and drop an appointment from any of the appointment lists right to the Appointment Book? 

From the Appointment Book toolbar, click the Appt Lists option. A drop-down box appears giving you access to various lists of patient appointments including the Unscheduled List, ASAP List, Appointment List, and Pinboard List. Each of these lists can contain patient appointments that you can use to fill holes in your schedule.  

While viewing any of these lists, click a patient's appointment to select it, and then drag it to an open spot in the Appointment Book. Once you confirm the movement of the appointment, it no longer appears in the list. 

Don't spend time recreating appointments. Use the drag and drop feature to clean up your lists, and get patients back on the schedule.

Tuesday, October 8, 2013

Setting Up Document Types

When you save a document in the Dentrix Document Center, you must assign it a document type as a way of categorizing it. By default, Dentrix comes with several different document types that you can use to categorize patient documents, but you can also create additional document types or modify existing ones to more closely align with how your office works. 

You'll want to quickly find these documents at a later time, so using a type that is descriptive of the documents assigned to it is essential.

To set up a new document type, and edit or delete a default type:
  1. In the Document Center, select Setup > Document Types.  The Document Types Setup dialog box appears.
  2. Add, edit or delete a document type:
    • To add a new document type, enter a description for the document type in the Description field and click Add.
    • To modify an existing document type:
      • Select the document type from the list.
      • Click Change.
      • Replace the existing description with a new description.
      • Click anywhere in the dialog box to make the change.
    • To delete an existing document type:
      • Select the document type from the list.
      • Click Delete.
      • Click Yes to the confirmation message that appears.
      • If the document type is attached to documents in the Document Center, the Delete Document Type dialog box appears. Select another document type to assign all the documents to when the document type is deleted.

        Note: Only document types that do not contain signed documents can be modified or deleted.
  3. Click Close to return to the Document Center.
You may find that the default document types are sufficient for the way your office stores information. Or you may need to add or modify document types to better organize documents in a way that make sense with how your office works. Either way, set up document types that help you to manage, and later find the documents stored in the Document Center.

Tuesday, October 1, 2013

Splitting a Primary Insurance Claim

At times, insurance carriers will send a partial payment for an insurance claim. You can post the partial payment while still keeping track of the unpaid procedures by splitting the claim. Once the original claim is split into two or more separate claims, you still have all the reports and options available with any unpaid claim.

To split a primary insurance claim:
  1. With a patient selected in the Ledger, from the transaction log, select the primary insurance claim you want to split.
  2. From the Insurance menu, click Split Primary Claim. The Split Claim dialog box appears.
  3. Under Claim #1, select the procedure(s) that you want to move to the second claim. Click the Down Arrow button. Dentrix moves the selected procedures to the Claim #2 area.
  4. Click OK to exit. Two claims with the same date appear in the Ledger.
For more information on splitting claims, see the "Splitting Claims" topic in the Dentrix Help.

Tuesday, September 24, 2013

Creating Time Blocks

Setting up Time Blocks allows you to reserve specific times in your Appointment Book for certain types of appointments, such as appointments for new patients or appointments with high production. Once created, the Time Block appears in the Appointment Book as a colored border surrounding the designated area of blocked time which contains the name of the time block and the provider assigned to it.

To create a time block:
  1. In the Appointment Book, from the Setup menu, click Provider Setup.
  2. Select the provider for which you want to set up the time block and then click the Setup button.
  3. In the Set Time Blocks group box, click Add.
  4. Enter a Time Block Name (12 characters maximum, such as New Patients or Crown/Bridge), and select a color the outlined time block will appear in.
  5. Select the day(s) of the week, and starting/ending for the time block.
  6. Select an Assigned Operatory from the drop-down list for the time block.
  7. Select a Block Appointment Type to designate whether the block should be used for low, medium, high, or general production appointments.
  8. Click OK to save the time block and return to the Appointment Book.
Once created, the time blocks will appear in your Appointment Book (if they don't, make sure you have selected the Perfect Day Scheduling button located at the top right of the Appointment Book toolbar).

Because time blocks are designed to "save space" for specific types of appointments, when you try to schedule an appointment that doesn't match the description you've set up, you will see a warning message asking if you want to go ahead and schedule within the block anyway.

Try using this tool to set aside time for the types of appointments you have trouble fitting into your otherwise full schedule. 

Tuesday, September 17, 2013

Multi-Code 101

Multi-codes are custom code sets that contain a group of procedures. By using multi-codes, you can save time when posting groups of procedures that you often post together, such as a prophy and exam or a crown and buildup.

Designed to save you time when charting, scheduling, and posting procedures by not having to post each procedure individually, several multi-codes come already installed with Dentrix. For example, you could use the XXRCC multi-code to add a root canal and crown to a patient's treatment plan. Similarly, the XXWis  multi-code can be completed to post the surgical extraction of all wisdom teeth.

In addition, some of the pre-installed multi-codes group a code with selected surfaces or quadrants. You can use the XXPeL multi-code to post quadrant scaling and root planing to both the lower left and right quadrants at the same time.

You may find that you need to create your own multi-codes, based on the types of procedures your office routinely completes. In the Multi-Code Editor in Dentrix, you can specify a description for the multi-code, set the amount of time required to complete the group of procedures the multi-code consists of, and which procedures (surfaces, quadrants, etc.) are part of the code. 

Once created, the multi-code can then be selected from list of procedure code categories when creating an appointment in the Appointment Book, 

when entering procedures from the Ledger,

 or when entering procedures from the Patient Chart.

For specifics on how to create, edit, or delete a multi-code, or to see a complete list of the multi-codes installed with Dentrix, review the topics found in the Dentrix Help under Office Manager > Setting up the Office Manager > Multi-code setup.

Tuesday, September 10, 2013

Understanding the Ledger Display

The Ledger is used to post completed procedures, create insurance claims, and enter payments. If you are new to using the Ledger it can all look like a big, jumbled mess. But once you understanding how to interpret the information, it all becomes clear.

The Ledger uses symbols and letters to indicate the following information:
  1. * - Indicates that the item is in history.
  2. + - Indicates that this procedure has been invalidated and will no longer appear in the Patient Chart.
  3. ^ - Indicates that the procedure has been back-dated to a month that has already been closed.
  4. >> - Indicates that the procedure has a procedure note.
  5. D - Indicates that a diagnostic code has been attached to the procedure.
  6.   - Indicates that the procedure can be cross coded for medical insurance.
  7. R - Indicates that the procedure is attached to a referral provider.
  8. No - Indicates that the procedure has not been billed to insurance but the patient does have insurance.
  9. X - Indicates that the procedure has been marked as Do Not Bill to Insurance. This symbol will be X2 if the patient has secondary insurance and the procedure has been marked Do Not Bill to Secondary Insurance.

Tuesday, September 3, 2013

Assigning A Default Provider for Continuing Care Types

When setting (or editing) a patient's continuing care, you can assign a default provider for the continuing care type. Hygienists can assign themselves to be the default provider for specific continuing care procedures they typically perform.

For example, if a hygienist performs scaling and root planing on a patient, she can assign herself to be the default provider for that patient's perio maintenance. The patient will have a better experience when they return for perio maintenance because they are receiving consistent care from the same provider.

This customization when assigning a continuing care type to a patient is also helpful in practices where hygienists are paid on production. By assigning themselves as the default provider for their patients' continuing care types, the hygienist can help ensure that her patients are being scheduled for appointments with her and not with another hygienist in the practice.

To assign a default provider, in the Set Continuing Care dialog box, mark the correct provider in the Provider group box. Prov1 and Prov2 are the patient's default providers in the Family File. If you are the patient's secondary provider, mark Prov2. Otherwise, mark the Spec option (which allows you to select a specific provider) and select yourself from the list.

Tuesday, August 27, 2013

Options when Generating the Aging Report

A few weeks ago we held our annual Business of Dentistry Conference. There was so much great learning going on at the conference including 14 different courses on Dentrix topics. Here's a sampling from our 10 Basic Dentrix Reports Every Office Should Use course:

The Aging Report shows all the accounts with a balance in a specific aging bracket. This report can customized to show a range of patients, providers, billing types, minimum balance, and minimum days past due. This lets you create a report that only shows you the information you want to see without having to weed through information outside your focus.

Let's say you wanted to concentrate on accounts that haven't made a payment in the last 30 days. By default the Aging Report includes all accounts, regardless of their last payment date. But, you can use the Last Pmt Before date to exclude accounts that have made a recent payment. For example, if the date entered in this field is for the prior month, Dentrix excludes any accounts that have made a guarantor payment within the prior month from the Aging Report.

For additional information about how to generate the Aging Report, see the "Aging Report" topic in the Dentrix Help Files.

Tuesday, August 20, 2013

Sending Appointment Reminders Via Email

Did you know that sending email appointment reminders is an inexpensive yet highly effective means of reminding patients of appointments? Email reminders reduce the need for reminder calls to confirm appointments because patients have the ability to confirm appointments from the email, and confirmed appointments are automatically updated in your Appointment Book.

For more information on how to set up and send email appointment reminders, browse to www.dentrix.com/getting-started/email and download a Getting Started Guide as well as watch helpful videos of the steps.

Tuesday, August 13, 2013

Entering Batch Insurance Payments

Did you know that Dentrix lets you post payments to multiple claims quickly and easily without having to open each patient's claim individually? The Batch Insurance Payment option in the Ledger lets you post payments and adjustments for all claims associated with an insurance check from one dialog box.

To use the Batch Insurance Payment option:
  1. From the File menu in the Ledger, select Enter Batch Ins.Payment. The Batch Insurance Payment Entry dialog box appears.

  2. In the Amount field, type the total amount of the insurance payment check.
  3. In the Check # field, type the check number.
  4. In the Bank/Branch # field, type the bank or branch number. This number will also print on the Dentrix Deposit Slip.
  5. Under Insurance Type, select the appropriate insurance type.
  6. To select an insurance carrier, click the Insurance Carrier Name search button, search for the carrier from which you received the payment check, and click OK.
    Note: Any pending claims for the selected carrier appear in the Pending Claims list and Dentrix enters the group plan name and group plan number in the appropriate text boxes
  7. From the Pending Claims list, select the claim that you want to post, and click Post Claim. The claim appears in the Posted Claims list.
  8. Under Insurance Payment, click Next Check to process and post the next check OR under Posted Claims, click Generate Statements to generate a billing statement.
In addition, the Batch Insurance Payment feature automatically cross checks your payment for entry errors. When you're done posting the check, if the entered check amount doesn't match the paid amount you've posted, you'll see a warning message notifying you that there has been an error and allowing you to quickly find and correct your mistake.

Tuesday, August 6, 2013

The Batch Payment Entry Utility

Did you know you can save time and reduce posting errors by using the Batch Payment Entry utility in the Ledger?

With the Batch Payment Entry utility, you can enter multiple patient payments at a time without having to open each patient's individual Ledger. Using this utility you can save time when posting payments you receive in the mail each day. The utility also helps cut down on posting errors because it lists all the payments entered, allowing you to double-check that payments have been posted correctly.

To enter batch payments:

  1. In the Ledger, click File > Enter Batch Payments. The Batch Payment Entry dialog box appears.
  2. Click the search button in the Patient Name field and select the name of the patient for whom you will post a payment. The Enter Payment dialog box appears.

  3. Enter the details of the payment as you normally would, and click OK. The payment details appear in the Batch Payment log.

  4. Repeat steps 2-3 for all other patient payments.
  5. When finished entering payments, compare the Batch Total and number of Entries in the Batch Payment Entry dialog box with your original documents as a cross check.
  6. In the case of a discrepancy, highlight the incorrect entry and click Edit.
  7. Click Close to return to the Ledger.
The next time you have a stack of payments you need to enter, try using the Batch Payment Entry utility, to see how it can streamline your process.

Tuesday, July 30, 2013

Options When Using Dentrix Letter Merge

You probably know that you can use the Dentrix letter merge to create custom cards and letters, but you may not realize that you can also use this feature to create patient lists. For example, if you wanted to see a list of accounts receiving a collection letter, you could generate this list pretty easily using the letter merge feature. After you have set the filtering criteria for your letters, you can make the choice to generate letters or lists.

To create letters, click the Create/Data File and Merge Letters option. This creates a data file based on the settings you specified in the Patient Report View and uses that data file to merge letters in Microsoft Word.

To create a list, click the Create Data File ONLY option. This creates a data file based on the settings you specified in the Patient Report View but does not merge any letters. The data file is stored in the Dentrix database, and you can view it by clicking View List. You can then copy and paste the list in into Microsoft Excel if you want to organize and sort the information.

For additional information about generating patient letters, view the various Dentrix Help files found under Office Manager > Creating letters, labels, and cards > Creating patient letters.

Tuesday, July 23, 2013

Using the "If Not Billed Since" Option When Generating Billing Statements

One of the lesser-known features of billing statements is the If Not Billed Since option. Adjusting your billing cycle so you are sending statements every day and using this option is a great way to cut down on the flood of phone calls that follows the big billing statement day.

Sending fewer statements more often can even out your cash flow and phone calls so you're sending 10-15 statements a day and getting a few phone calls instead of sending 200 statements in one day and getting 100 phone calls the week after you run statements.

In order to use this feature properly, you would create billing statements (with this option checked) at the end of every day. The If Not Billed Since option defaults to 30 days, so you're sending a statement to anyone who hasn't been billed in the last 30 days.

For the first month or two you run statements this way, you'll still have a big batch of statements each month. But as patients come to the practice throughout the month, or as you generate individual statements from the Ledger as needed, the statements will spread out over the month and you'll end up with just a few everyday.

Tuesday, July 16, 2013

Viewing Production Value of Individual Appointments

Last week, we showed you how you could see your scheduled production at a glance in the Appointment Book. Another important figure you may want to see at a glance is the scheduled production value of individual appointments. You can view the production amount of individual appointments by completing the following steps:
  1. From the Appointment Book menu click View.
  2. Select the view you're using and click Edit. The Select View dialog box appears.
  3. In the Appointment Display Info group box, select a line item and select Amount from the drop-down list of options.

    Note: The Amount will now replace the information previously being displayed on that line. Be sure to choose a line that isn't showing critical information, such as the patient Name or the Appt Reason.

  4. Click OK to save your changes.
  5. Repeat for any other views in which you want to see appointment production amounts.

Note: Dentrix rounds production amounts to the nearest dollar and camouflages them by adding a zero in front of the amount, making it less likely that patients will associate the number with revenue.

Monday, July 15, 2013

Dentrix on Pinterest

Need help organizing the tips we bring you each Tuesday? We’ve connected our Tip Tuesday blog to Pinterest by creating boards that organize our past tips by topic.

You can access our boards by going to http://pinterest.com/DentrixHS/.

If you already have a Pinterest account, you can start creating your own boards. Each Tip Tuesday post includes an image that will display a Pinterest icon when you hover over it. Click the icon to save and organize the tip in your own Pinterest account. Or you can check out our own Pinterest boards where you can repin past tips and tricks from our Tip Tuesday blog as well as past editions of the Dentrix eNewsletter.

Check it out, and start pinning!

Tuesday, July 9, 2013

Viewing Scheduled Production Amounts

If you're setting daily production goals or you just want to see how productive your day is going to be, try viewing the Scheduled Production Amount in the Appointment Book. With this feature enabled, you can view your daily scheduled production amount just by glancing at the Appointment Book. It's displayed in the top right corner of the Appointment Book next to the Previous, Today, and Next buttons.

To enable this feature:
  1. From the Appointment Book menu click View.
  2. Select the view you're using and click Edit. The Select View dialog box appears.
  3. Click the View Amount option and click OK.

  4. Repeat for any other views in which you want to see the daily schedule production amount.
Note: Dentrix rounds production amounts to the nearest dollar and camouflages them by adding a zero in front of the amount, making it less likely that patients will associate the number with revenue.

Tuesday, July 2, 2013

The Difference Between Payment Agreements and Future Due Payment Plans

Dentrix allows you to manage two different kinds of payment arrangements with your patients: Payment Agreements and Future Due Payment Plans.

Payment Agreements can be used when treatment has been completed, and the balance will be paid over time. For example, if a patient has accrued a large balance and has asked to be able to make monthly payments on the balance you would set up a payment agreement.

Future Due Payment Plans can be used when treatment will be completed over time, and you want to change an account monthly. For example, if you are completing orthodontic treatment for a patient over a 24-month period, you would set up a future due payment plan to charge out a monthly amount.

With payment agreements, Dentrix keeps track of whether or not a payment has been made by a patient. With future due payment plans, Dentrix keeps track of when to post a charge for the patient.

For more information, see the Setting up Payment Agreements and Creating Future Due Payment Plans topics in the Dentrix Help Files.

Tuesday, June 25, 2013

Find An Appointment Time within a Time Block

You can use the Find Appointment Time feature to save time when searching for available time blocks in the Appointment Book:

  1. Click the Find New Appointment Time button.

  2. In the Find New Appointment Time dialog box, select the providers, operatories, days, dates, and times you need for the desired appointment.

  3. Note: In the Start Date group box, the start date defaults to the current date, and the feature will begin looking for an available appointment after that date. If you need to look for an available appointment time in two weeks you can:
    • Use the >> button to select a date two weeks from now. The Start Date field will update to two weeks from the current date and begin searching for appointment times from that date.

    • select the Week(s) option, and click the 2 button. The Start Date field will update to two weeks from the current date and begin searching for appointment times from that date.
  4. Click Search. Dentrix gives you a list of available appointment times that fit your criteria and are within the specified time block.

Tuesday, June 18, 2013

Dentrix Update Manager

The latest version of Dentrix (Dentrix G5 Productivity Pack 1) includes the new Dentrix Update Manager. The Dentrix Update Manager helps you keep your software up to date by notifying you when new updates are available and giving you the status of each so you can easily see which updates require you to take action. It takes the guesswork out of deciding how important the update is, when you should install it, and whether it applies to your practice.

For more information about Dentrix G5 Productivity Pack 1 or to get installation help and system requirements, visit www.dentrix.com/g5.

Tuesday, June 11, 2013

More Information Button

One of the often overlooked, but highly useful, buttons in Dentrix is the More Information button.

This button is available in all patient-specific modules, as well as from the Lab Case Manager, Treatment Manager, and Collections Manager.

The More Information dialog box displays additional patient information, such as patient contact information, family members, appointment history, continuing care due dates, and balance information. You can also access the patient's Ledger, and add an Office Journal entry from within this dialog box. When you click on any of the patient's family members, you can see the same information for that family member and click Select Family Member to select that person in the module.

For more information about how to use this dialog box, see the "Viewing More Patient Information" topic in the Dentrix Help Files.

Tuesday, June 4, 2013

How do you spell "anesthesia"?

Did you know that all editable note fields in Dentrix include a spell check option?

Be sure to use this feature so that your notes are free from misspelled words, making them more accurate and professional.

Simply enter the text of your note in the field provided, and click the Check Spelling button: 

The Check Spelling dialog box opens and works just like any standard spell-check tool. It's quick and easy to use!

Tuesday, May 28, 2013

Patient/Family Alerts

Did you know you can create alerts that are assigned to individual patients, selected family members or all family members?  That way you don't have to spend time recreating the same alert for each member of the family.

To create patient/family alerts:
  1. Select the patient you want to add the alert to from the Family File.
  2. Click the Patient Alert button. (A white flag means there are NO alerts attached to the patient, while a yellow flag means there ARE alert(s) attached.)

    The Create Patient Alert dialog box appears.
  3. In the Select Date group box, enter a Start and End date for the alert, or check Always.
  4. In the Options group box, check the box for Also apply Patient Alert to:
  5. Select one of the following:
    • All Family Members - The option will attach the Patient Alert to all members of the selected patient's family.
    • Selected Family Members - This option allows you to choose which family members (in addition to the one selected) this alert will be attached to. Click the search arrow to open the Select Family Members dialog box from which you can select additional family members, and click OK.
  6. Add a description of the alert and use the Alert Notes button to select from a list of Alert Notes set up in Definitions.
  7. Select which area(s) within Dentrix in which the Patient Alert should display.
  8. Click OK.
There is no limit to the number of alerts you can assign to a patient, giving you the flexibility to create as many alerts as you need.

For more information about patient alerts, see the "Customizing Alert Notes" topic in the Dentrix Help Files.

Tuesday, May 21, 2013

Screen Capture Tool

Dentrix G5 includes a screen capture feature that allows you to capture any image on your computer screen, including graphics, images from third-party software, X-rays, perio charts, and Web pages. These images can be stored directly in a patient's Document Center.

To use the Screen Capture feature:

  1. From the Document Center toolbar, select Acquire > Screen Capture.

  2. From the Screen Capture dialog box, select Start Capture. The mouse icon changes from an arrow to a cross-hair icon.

  3. Click and drag over the area of the screen you want to import into the Document Center. The image is stored in the patient's Document Center. 
You can adjust the settings for which category the document will be stored under by clicking Setup > Acquisition Method Defaults from the Document Center toolbar.
For more information about using the Screen Capture feature, log in to the Dentrix Resource Center and view knowledgebase article #61031. Expand the Dentrix G5 option, and view the short video titled “Dentrix G5 New Features.” To see information about acquiring documents using the Screen Capture feature, see the "Acquiring screen captures" topic in the Dentrix Help Files.

Tuesday, May 14, 2013

Patient Insurance Eligibility

Are you looking for a fast way to verify if a patient is eligible for insurance benefits on the day of treatment? eCentral's Insurance Manager can quickly and accurately help you determine if a patient will have coverage on the day of an appointment.

You can also quickly see if a patient is eligible for benefits, with the Eligibility icon located on the face of the appointment:

A blue E on a white background indicates that the patient is eligible for benefits, and the description in the Appointment Information dialog box reads YES.

A gray E on a yellow background indicates one of the following:
    • The patient's eligibility could not be verified, possibly because of incorrectly entered or missing information. The description in the Appointment Information dialog box reads OTHER.
    • The patient's eligibility has not been checked or entered for the past five days.
If the Eligibility icon does not appear, and the description in the Appointment Information dialog box is blank, the patient's eligibility has never been checked or entered.

For more information, download the Checking Patient Insurance Eligibility getting started guide by logging in to the Dentrix Resource Center and searching for knowledgebase article #58049. From the Resource Center you can watch helpful videos on how to set up patient eligibility in eCentral, how to submit eligibility requests in Dentrix, and how to view eligibility documents, as well as view a recorded webinar on the eCentral Insurance Manager.