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.