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.