Tuesday, May 27, 2014

Finding a Patient by Phone Number

Another great reason for using the new Select Patient dialog box, is the ability to search for patients by any of their phone numbers.

Imagine coming in after a long holiday weekend and you have a full schedule of patients for this week. You begin going through your voicemail and you have a message from a patient saying that she won't be able to make her appointment on Wednesday. Her name was garbled, so you don't know who made the call, but she did leave her phone number. You can use the Advanced Search tab of the new Select Patient dialog box to find this patient.

To search for a patient by phone number:
  1. From any Dentrix module, click the Select Patient button.
    *This search function is only available in the new Select Patient dialog box, to learn how to switch to this new dialog box, click HERE.
  2. Click the Advanced Search tab.
  3. Enter the phone number in the Phone field.
  4. Click the Search button.
Dentrix will search through all phone number fields without you having the specify which kind of phone number it is--home, work, mobile, etc.

Just remember, Dentrix can only find phone numbers if you are entering them in to the Family File, so be sure to enter a patient's home, work, and cell numbers for this advanced search to work best for you.

Tuesday, May 20, 2014

Searching for Patients Scheduled Today

If you are using the new Select Patient dialog box,you can view a list of patients who are scheduled today or on a specific day. This makes it easy to see which patients are coming in without having to run a report or generate a Daily Appointment List from the Office Manager.

To search by appointment:


  1. From any patient specific Dentrix module, open the Select Patient dialog box.
  2. Click the Appointments tab. The appointments for today are displayed by default.
  3. In the Show appointments for drop-down list, select a different day if you want to see patients who are scheduled another day.
This tip comes from the 50 Things You Didn't Know Dentrix Could Do course offered at this year's Business of Dentistry Conference. This never-before offered course features tips from several areas of Dentrix including scheduling, billing and A/R, charting and treatment planning, patient information and documents, and reporting and practice defaults.

Visit http://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, May 13, 2014

Navigating the Questionnaires Module

In order to effectively manage your patient forms, you must understand how to navigate and use the Questionnaires module. 

The Questionnaires List box lists the questionnaire forms that the selected patient has filled out. Based on the symbols and information contained in each column of the Questionnaires List box, you can see when the form was filled out, whether the Family File has been updated with the information in the form, whether the form requires a signature, if the for is expires, etc. 


The bullet points below explain the symbols and information contained in each column. 
  1. PI - This column indicates whether or not the patient information has been updated in the Family File. If this column is empty, the Family File has not been updated. A blue check mark indicates that the Family File has been updated. A dash in this column indicates the questionnaire form does not include patient information.
  2. Signed - This column indicates if the form requires a signature and if it has been signed. If this column is blank, the questionnaire form has not been signed. If this column has a signature icon, the questionnaire for has been signed. If the form contains all required signatures, the icon is red (see bottom three forms in image above). If not, the signature icon is gray (see top form in image above). If this column has a dash in it, no signature is required for the questionnaire form.
  3. Prov - This column indicates which provider is attached to the form, if any.
  4. Responses - This column displays the date the responses were entered for the form.
  5. Form Name - This columns displays the name of the form.
  6. ID - This column lists the identification number for the form. The ID number is assigned in the Questionnaires Setup.
  7. Form Date - This column displays the date the form was created.
  8. Category - This column displays the form category.
  9. Expiration - This column displays the date the form will expire and need to be filled out again. Expired form dates are red. Most forms do not have an expiration date set up by default, but you can add an expiration date in the Questionnaires Setup.
If you are viewing the Questionnaires module for all patients, you will see three additional columns:
  1. NP - This column displays a Y if this form is for a patient with a new patient appointment in the Appointment Book.
  2. Patient Name - This column displays the name of the patient whose information appears on the form.
  3. Web - This column displays a W if the form was submitted electronically via a kiosk or practice website.


You can sort by column by clicking on the column heading. By right-clicking, you can choose which columns to display and which columns to hide. You can also re-size and re-order the columns in the list box.

To learn more about how to manage completed forms in the Questionnaires module and how to update patient information using questionnaire responses, see the "Using the Questionnaires Module" tutorial (article #41849) in the Dentrix Resource Center, or sign up for the Paperless Patient Check-in with Dentrix and Kiosk course offered at this year's Business of Dentistry Conference.

Visit http://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, May 6, 2014

Effectively Using Patient Alerts

If your office is using patient alerts, then you are probably familiar with the pop-up messages that go along with them. But are you really reading them, or just clicking OK to get on with the task at hand?  If you aren't reading them, is it because they are constantly popping up every time you try to perform a task in Dentrix, and they are more of a nuisance than they are informative?

Today's tip will help you make these pop-up alerts more effective. It's all about how you set up patient alerts. The key to using Patient Alerts effectively is setting them up to only appear when they are relevant and necessary. In the steps below you'll find insight about key settings that will make this feature more effective in your office.
  1. In the Family File, select the patient for whom you want to make an alert.
  2. Click the Patient Alerts button. The Create Patient Alert dialog box appears.


  3. In the Select Date group box, enter the Start and End dates that you want the alert to be active or check Always to permanently activate the alert.
    *If the alert is only going to be relevant for three weeks, enter a starting and ending date. That way the alert will stop popping up after the information is outdated!

     
  4. If desired, in the Options group box, check Show Symbol on Appointment to display a flag on the face of the appointment.
     
  5. Check Display Aged Balance with Note to display the patient's balance at the bottom of the patient alert pop-up.
    *If you are setting up the alert for a financial reason, such as the need to collect at time of service, then check this option so you can see at a glance what the balance on the account is without having to switch to another module.
     
  6. If you want the note to be applied to one or more family members, check Also apply Patient Alert to and mark the desired option:
    • Mark All Family Members to apply the patient alert to all family members.
    • Mark Select Family Members to select the family members to whom you want to apply the patient alert.
    *Be judicious when using this option. If the alert really only applies to the guarantor, then don't use this option and have it popping up for every family member.

  7. Enter a Description for the alert (Collections or Pre-Medicate, for example).
     
  8. Enter a detailed description for the alert in the Note field.
     
    *Be sure to include enough information that the reason for the alert is clear to anyone who reads it.
     
  9. In the scroll pane provided, select the areas of Dentrix in which you want the alert to display. 
    *This is the most important thing to consider when creating alerts, and the most often misused. Think about the alert you are creating, and in what areas of Dentrix this alert is relevant. For example if your alert has to do with not scheduling an appointment for John Doe until his outstanding balance is paid off, then you should really only set the alert to show when you are performing the scheduling tasks--Create New Appointment, Edit Existing Appointment, or Move Appointment. You don't need to see this alert any other time. Think about the tasks listed here and only select the ones that directly pertain to the alert you are creating.
     
  10. Click OK.
  11. Click Close to return to the Family File.
Patient alerts are meant to alert you to certain situations concerning your patients, and if you aren't reading them because they are popping up too often or unnecessarily, then they are ineffective. Make them work for you. Set them up according to the information given above, and edit those that are currently in use to be most effective for you.

To learn more about patient alerts and other patient notes, sign up for the Organizing Your Patient Notes course offered at this year's Business of Dentistry Conference.

Visit http://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.