Tuesday, September 30, 2014

Wrapping Appointment Reasons on Appointments

Patients often have several appointment reasons attached to one appointment. When those appointment reasons are longer than one line of text on the face of the appointment, you have to view the appointment information to see all the procedures attached to that appointment.

It's easy to change the appointment view to display two (or more) lines of appointment reasons so that the appointment reason wraps to the next line on those long appointments with several procedures attached.


To wrap appointment reasons on appointments:
  1. From the Appointment Book, click View. The Select View dialog box appears.
  2. Select  the view you want to display longer appointment reasons and click Edit. The Select View dialog box appears.
  3. Click the arrow to open the drop-down menu below the line that says "Appt Reason" and select Appt Reason to wrap the appointment reason to the next line.
  4. Click OK to save your changes.

Tuesday, September 23, 2014

Understanding the Office Journal

The Office Journal allows you to keep a comprehensive record of contact made between your office and your patients. When you want to review what interactions a patient has had with the office, the Office Journal should be your first stop.




While you can manually add entries to the Office Journal to document your communication with patients, the Office Journal also automatically records many types of patient contact when you perform normal operations in Dentrix. Automatic entries are created for the following operations.

Scheduling:
  • Scheduled Appointment: When patient appointments are created, an Office Journal entry is recorded which includes the date, time, provider, and reason for the appointment.
  • Broken Appointment: When an appointment is broken in Dentrix, an Office Journal entry is recorded which includes the date, time, provider, and reason for the original appointment.
  • Purged Appointment: An Office Journal entry is recorded when appointments are purged, which includes the date, time, and provider for the original appointment.
  • Archived Patient Appointment: When a patient with an appointment is archived, the Office Journal records the appointment date, time, reason, provider, and the date the patient was archived.
Financial Transactions:
  • Billing Statements: Any time a billing statement is generated for an account, the Office Journal records the date of the bill, the account balance, and the please pay amount from the statement.
  • Patient Payments: When a patient (or guarantor) makes a payment, a note is added that includes the payment date and amount.
  • Insurance Payments: When an insurance payment is posted in the Ledger, a note is added that includes the payment date and amount.
  • Payment Agreement Notes: If you've added a payment agreement note to a guarantor's account, it is recorded in the Office Journal along with the date and provider.
  • Financing Requests: If you click the Patient Financing button from the DXWeb Toolbar, a note is added to the Office Journal.
Correspondence:
  • Letters: Letters generated for patients (using Quick Letters or checking the "Add to Journal" option when merging letters from the Office Manager) are noted in the Office Journal. The entry includes the date, provider, and name of the letter that was created.
  • Messages: Whenever an email is sent to a patient by clicking the Send Message toolbar button, the Office Journal records the contact with the date and time.
  • WebSync: The Office Journal records any DXWeb communications, uploads, referrals, and eligibility requests for the patient.
Misc:
  • Referrals: The Office Journal records when a referral recap or referral slip is printed for the patient and when a gratuity is given.
  • Privacy Requests: The Office Journal records when any privacy requests are made through the Family File.
For more information about using the Office Journal to document patient contact and communication, consider attending the Create a Complete Patient Record workshop held in a city near you.  There are also quite a few topics concerning the Office Journal found in the Dentrix Help.

Tuesday, September 16, 2014

Using the Wait/Will Call Button

Some patients have a lot of free time and are available to come in whenever you need them to. Instead of tracking these patients with a sticky note or document on your computer, you can use the Wait/Will Call button to move them to the Unscheduled List so you can schedule them when you have cancellations or holes in your schedule.

To set an appointment as wait/will call:

  1. Create an appointment for the patient with the appropriate treatment and/or continuing care attached.
  2. From the Appointment Information dialog box, click the Wait/Will Call button. 


The appointment will be added to the Unscheduled List with a status of W/Call (instead of Broken) so you can see that is a person you might be able to call at short notice to fill an opening in the schedule.



Tuesday, September 9, 2014

Sorting Progress Notes by Column

Did you know you can change the way the progress notes in the Chart are sorted? You can sort by any of the columns in the progress notes by clicking the column heading. Clicking the heading once sorts the list in descending order, and clicking it again sorts the list in ascending order.



Do you want to look at the history of procedures performed on a certain tooth? Click the Tooth column to sort the progress notes by tooth.  Or if you want to view the notes by provider, click the Provider column to sort them that way.

Having the ability to sort progress notes makes it easy to find information you would otherwise have to search through manually.  And when you're done, you can click the Default Sort button to restore the progress notes to their original sort order.

Tuesday, September 2, 2014

Setting Up and Using the Ledger Tax/Discount Option

Dentrix makes it easy to apply tax or discounts to individual patients or family accounts. You can select the tax or discount you want to apply and Dentrix will automatically calculate the adjustment amount for you and post it to the Ledger. No more manual calculations!

To apply a tax/discount to a patient or family account:
  1. With a patient selected in the Ledger, click Transaction > Tax/Discount. The Enter Tax/Discount dialog box appears.


  2. In the Procedure Date column, enter the procedure date of the procedures you're applying the tax or discount to. The date defaults to today's date.
  3. From the Tax/Discount Type list, select the type of tax or discount you want to post.
  4. Select how you want to apply the tax/discount in the Calculate for group box:
    • Current Patient - Applies the tax/discount to just the patient currently selected in the Ledger.
    • All Family Members - Applies the tax/discount to all family members of the selected patient who have procedures on the selected date. The discount will be listed in the guarantor's Ledger.
    • Selected Procedures - Applies the tax/discount to the procedures you selected in the current patients' Ledger before you opened the Enter Tax/Discount dialog box.
  5. Select the Provider that should be attached to this tax/discount.
  6. Enter any additional information about the tax or discount in the Notes field, and then click OK to create the adjustment in the Ledger.
Dentrix comes with a few tax/discount types already defined. You can edit these or customize your own. For more information, see the Creating tax and discount types topic in the Dentrix Help.