Tuesday, May 31, 2016

Complete Patient Clinical Notes at Your Fingertips

Many doctors and hygienists like to review their past clinical notes about a patient at the beginning of their appointment. That way they can see any notes they made about the patient's health or treatment in the past. You can open a list that displays all of the clinical notes at once, so the provider can review them the same way they would in a paper chart.

To view all clinical notes at once:
  1. Select the appropriate patient in the Patient Chart module.
  2. Click the Progress Notes tab to open the Progress Notes panel.



  3. On the Progress Notes toolbar, select the Clinical Notes and Expand Notes view options. All of the clinical notes for the patient will be displayed within the Progress Notes list with the notes expanded so you can see the text of each one.
  4. If desired, deselect any other view options that are selected so that the only things displayed in the list are the expanded clinical notes.
Additional Information: 
  • You can sort the columns of information in the Progress Notes panel by clicking the column heading. For example, if you want to see a specific provider's notes, you can click the Provider column heading and then scroll to the beginning of that provider's notes.
  • You can expand the Progress Notes panel to be taller so it's easier to read several notes at a time. To expand the panel, hover over the top edge of the panel until your cursor changes to an expanding arrow. Click and drag the panel to the desired height. When you are done reading the notes, you can resize the panel back to its original height so you can focus on the tooth chart. 


Tuesday, May 24, 2016

Making Last Minute Changes to Procedures

You probably all know that when you are creating an appointment in the Appointment Book, you can click the Tx button in the Appointment Information dialog box to pull up a list of treatment-planned procedures that you can use for the appointment. 




But did you know that after you have selected the treatment-planned procedure, you have the option to edit it?  Simply click the Edit button within the Treatment Plan window.




This will open the Edit or Delete Procedure dialog box where you can make changes to the procedure as needed. 




This can come in handy in a situation where, for example, you have treatment planned an MI amalgam but when you have the patient in the chair for the exam, it turns out that they are going to need an MID instead. You can use that Edit option to quickly update the appointment without having to go into the Chart or Treatment Planner, and it will be corrected before you post the appointment complete.

Tuesday, May 17, 2016

Making Your Billing Statements Easier for Patients to Understand

Do patients call your office with questions about their billing statements, and wonder what the charges listed as "Balance Forward" actually are?

When you generate billing statements, the balance forward date defaults to one month ago. Any patient balance prior to this date gets grouped into a lump sum labeled as "Balance Forward' on the billing statement.



If you want to be able to see a more itemized list of charges on your billing statements, change your balance forward date to something different, such as three months ago.



Be judicious about how far back you set the balance forward date, because if you move it back too far, some patients may receive statements with several pages of itemized procedures. Work to find the "sweet spot" with the balance forward date, where you give patients as much recent data as they need but not so much that they get confused or overwhelmed by the number of pages included in their billing statement.

To adjust the balance forward date on billing statements:
  1. From the Office Manager, click Reports > Billing. The Billing Statements dialog box appears.

  2. The Balance Forward Date field defaults to one month ago. Change this date as needed.
  3. Modify other settings and filters as needed.
  4. In the Statements group box, select whether to send statements to Batch, Print, or Send Electronically.
  5. To save your changes as the default settings for future billing statements, check the Save as Default box.
  6. Click OK to generate the statements.
For additional tips on generating billing statements, view these other Tip Tuesday posts:

Tuesday, May 10, 2016

What does OPEN mean in the Appointment Book?

Do you have patients with flexible schedules? Willing to come in sooner than scheduled, or maybe even be willing to be rescheduled to accommodate another patient? If so, you're in luck. Dentrix has a special place for this kind of patient, and it's called the Open List.

To move a patient's appointment to the Open List, in the Appointment Information dialog box, set their Schedule Type to OPEN.



This places the patient's appointment on the Open List but does not remove it from the Appointment Book. Patients on the Open List are patients who you know ahead of time have a flexible schedule, and could be moved around. When you have a patient who has limited flexibility and you are having a hard time finding an opening for them, you can check the Open List to see if you can create a space for that patient, by moving a more flexible patient.

The Open List is part of the ASAP List. When you open the ASAP List, you can toggle between ASAP and Open.

To reschedule an appointment from the Open List:
  1. From the Appointment Book select Appt Lists > ASAP List. The Dentrix ASAP List window appears.


  2. Select the View menu. The Dentrix ASAP List View dialog box appears.


  3. In the Types of Search group box, select Open.
  4. Change the Span of Search and other filters as desired, then click OK. The Dentrix ASAP List window will display the Open appointments.

  5. When you contact the patient and he or she agrees to reschedule, you can either drag the appointment from the ASAP List to the Appointment Book to fill a hole, or drag it to the Pinboard while you find an open spot. Dentrix will ask you to confirm that you want to move the appointment. Moving the appointment creates an opening in the Appointment Book, which you can then fill with an appointment for a less flexible patient.

For additional information on other Appointment Book Lists, see the "Appointment Lists Overview" topic in the Dentrix Help.

Tuesday, May 3, 2016

What Are You Waiting For? Finding Unreceived Preauthorizations

One of the questions frequently seen by our support team recently asks, "Is there a report we can run that tells us which insurance preauthorizations haven't been received yet?"

The answer is YES!

It's called the Preauthorization Aging Report (prior to Dentrix G6, this report was called the Pre-Treatment Estimate Aging Report), and you can generate it from the Office Manager

To generate this report:
  1. From the Office Manager, select Reports > Ledger > Preauthorization Aging Report. The Preauthorization Aging Report dialog box appears.


  2. Enter a Report Date, if needed. The current date is the default.
  3. In the Select Report Type group box, select whether to include Dental or Medical insurance preauthorizations.
  4. In the Select Patient group box, select the range of patients you want to include. Click the From and To buttons to select the starting and ending patient, respectively, or leave <ALL> selected in both fields to include all patients.
  5. In the Select Insurance Carrier group box, select the range of insurance carriers you want to include. Click the From and To buttons to select the starting and ending carrier, respectively, or leave <ALL> selected in both fields to include all carriers.
  6. In the Select Provider group box, select the range of providers you want to include. Click the From and To buttons to select the starting and ending provider, respectively, or leave <ALL> selected in both fields to include all providers.
  7. To include only preauthorizations sent within a set number of days, select one of the following in  the Minimum Days Past Due group box:
    • Over 0 - All preauthorization estimates
    • Over 30 - Preauthorization estimates over 30 days old
    • Over 60 - Preauthorization estimates over 60 days old
    • Over 90 - Preauthorization estimates over 90 days old
  8. Click OK to generate the report and send it to the Batch Processor.
The printed report contains the following information:


A. Insurance Carrier - Insurance carrier name and phone number.
B. Estimates - The preauthorization estimates submitted to the insurance carrier.
C. Aging Totals - The aged balances or preauthorizations included in the report.

For additional information, log in to the Dentrix Resource Center and view the Insurance Estimates webinar (knowledgebase article #60441).