Tuesday, March 31, 2015

Creating Claim Remarks Templates

Did you know you can create templates for frequently used claim remarks or narratives that the doctor has to write? By creating these templates, when you're adding remarks to insurance claims, you can add theses templates to the claim remarks instead of rewriting or making the doctor rewrite the narrative.

To create a claim remark template:
  1. From the Office Manager, click Maintenance > Practice Setup > Custom Notes > Claim Remarks Setup. The Custom Claim Remarks Setup dialog box appears.


  2. Click New. The New Custom Claim Remark dialog box appears.


  3. In the Description field, enter a description for the claim remark.
  4. In the Note field, enter a brief claim remark. If desired, click the spell check button to check the spelling of the note.
    Note: You'll be able to edit the template on a per-patient basis, so don't include specific tooth numbers or surface information in the template you create, though you can include placeholders in the text.
  5. Click OK to close the dialog box.
Once you have created a claim remark template, it is easy to attach it to an insurance claim. Open the claim, double-click the Remarks for Unusual Services block, and then select the template you want to use. The remarks print as a narrative on the claim.

For three simple rules to remember when writing claim remarks, see the previous Tip Tuesday post titled, Reduce Claim Denials by Using Claim Remarks.

Tuesday, March 24, 2015

Using Screen Capture for Claim Attachments

Using Dentrix you can easily send claim attachments, such as letters, X-rays, and images to an insurance carrier. The Ledger lets you attach documents, images, and even patient periodontal exams to claims and pre-authorizations sent electronically. You can attach from the Document Center, the Perio Chart, and your imaging software.

To add claim attachments using screen capture:


  1. From the Ledger, open the claim you want to add the attachment to and double-click the Claim Information block. The Insurance Claim Information dialog box appears.


  2. Under Attachments, indicate the number of each type of attachment you want to include with the claim.
  3. Click Include Attachment(s). The Include Attachments dialog box appears.


  4. Click the Screen Capture button to capture an image of what is being displayed on your computer screen. Draw a rectangle around the portion of the screen you wish to capture as an attachment. The screen capture is added to the Attachments list.
  5. When finished adding attachments, click Close.
For more information, see the previous Tip Tuesday article, Screen Capture Toollog in to the Dentrix Resource Center and view knowledgebase article #61031, or view the Dentrix Does It video below.

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Tuesday, March 17, 2015

Attaching Another Patient to a Document

With the Dentrix Document Center you have the ability to scan, capture, and import documents such as patient letters, EOBs (explanation of benefits), referral letters, and images (such as patient pictures and X-rays). You can attach these documents to patients, providers, insurance carriers, and referral sources.

There are times when you will want the same document to be attached to an entire family or to multiple patients. Instead of scanning the document multiple times in each patient's Document Center, you can attach multiple patients to the same document. For example, if you scan a guarantor's insurance card, you can attach it to all family members covered under that plan.

To attach another patient to a document:
  1. Open the Document Center and select the patient who has a document that should be attached to another patient. 
  2. Right-click on the document you want to attach to another source and select Modify Document Attachments. The Modify Document Attachments dialog box appears.


  3. Click the Patient search button and select the other patient(s) you want to add to this document.
  4. Click OK. The patient you attached will be listed in the Document Attachments list.
Bonus Tip: In addition to attaching multiple patients to a document, you can attach providers, staff members, employers, insurance plans, and referrals.  For example, if you have a letter referring a patient to an oral surgeon, you can attach that document to the patient, the provider who wrote the letter, and to the referred surgeon. A copy of the letter can then be found in each source's Document Center.

For additional information about using the Document Center, log in to the Dentrix Resource Center and view the webinar titled "Going Paperless with the Document Center" (article #46376).

Tuesday, March 10, 2015

Viewing Appointment History

Dentrix tracks each time a change is made to an appointment and keeps track of what was changed, when, and if passwords are enabled, by whom. You can use this appointment history to see how many times an appointment has been rescheduled, who made a change that resulted in a problem, or when an appointment was originally created and scheduled.

To view the history of an appointment:
  1. Double-click the appointment you want to view to open the Appointment Information dialog box.

  2. Click the History button. The Appointment Information History dialog box appears. The date the appointment was originally created is listed at the top of the dialog box in the Created field.

  3. In the Modified Date panel, each time the appointment is modified, the date and time of the change is listed, along with the ID of the person who was logged into the computer that made the changes (if passwords are enabled in your office). Click on the past dates and times in this panel to see the what the information was prior to the change. Information that has been changed is listed in red.
Note: The Appointment History feature was introduced in Dentrix G4, Productivity Pack 7. Previous versions will not have the History button in the Appointment Information dialog box, and appointment history prior to this update will not be listed.

For more information about using the Appointment Information History feature see the Dentrix eNewsletter article titled Tracking Appointment Changes.

Tuesday, March 3, 2015

Printing Care Instructions with Walkout Statements

When patients have oral surgery or other difficult procedures completed in your office, you often have care instructions to send home with them. You can attach those care instructions to specific procedure codes. Then, when you complete that procedure code, the care instructions will be automatically printed along with the walkout statement you generate for the patient.

To attach care instructions to specific procedure codes:
  1. Create a document that contains the care instructions you want to give to patients and save it in your Dentrix letter template folder.
    Note: If you don't know the location of your Dentrix letter template folder, you can find it in the Office Manager by clicking Maintenance > Practice Setup > Preferences and clicking the Paths tab. 
  2. Attach the document to the appropriate procedure code. In the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup, select the appropriate procedure code and click Edit. The Procedure Code Editor dialog box appears.
  3. Click the Edit Note button. The Edit Procedure Code Notes dialog box appears.


  4. In the Recommendation Note group box, click the Recommended Documents search button and select the document you want to attach to the procedure code, then click OK.
  5. Check Print Note on Walkout to include that document when you print a walkout that includes in this completed procedure code.
For additional information, log in to the Dentrix Resource Center and search for knowledgebase article #41256 titled Creating a Doctor Recommendation Note using Microsoft Word.