Tuesday, October 25, 2016

Deleting Unused Insurance Plans in Dentrix

It happens. You are entering insurance information in Dentrix for a new patient, and as you scroll through the list of carrier names one catches your eye and you think, "We haven't accepted that insurance in forever."

To keep your Dentrix database uncluttered, you may at times want to delete carriers from which you no longer accept insurance. Dentrix only allows you to delete insurance plans when they don't have subscribers attached, and only when all claims for the plan have been received. To find out whether an insurance carrier meets those two criteria, you should first run the Insurance Carrier List to find patients attached to the plan, and then the Insurance Aging Report to find out if there are any outstanding claims attached that would prevent you from deleting the plan.

It's worth noting that Dentrix uses the word "purge" as an equivalent to "delete" with regards to removing an insurance plan.


To purge an insurance plan:

  1. Run the Insurance Carrier List:
    • From the Office Manager, click Reports > Reference> Insurance Carrier List.
    • Select the desired insurance group range. Uncheck Standard List, and check Include Subscribers. Click OK.
    • In the Batch Processor, view or print the Dental Insurance Carriers and Subscribers list and use it to clear insurance from patients attached to the plan.
  2. Clear insurance plans attached to patients:
    • From the Family File, select a patient from the Insurance Carrier List.
    • Double-click the Insurance block to open the Insurance Information dialog box.
    • Click the Clear Primary (or Clear Secondary) button, and click OK.
    • Repeat these steps for all patients on the Insurance Carrier List.
  3. Run the Insurance Aging Report:
    • From the Office Manager, click Reports > Ledger > Insurance Aging Report.
    • Search for outstanding insurance claims by entering a range of carriers (the one(s) you are wanting to delete) from the Select Insurance Carrier group box, and click OK.
    • View or print the report to see if there are any claims outstanding for the carrier. If there are outstanding claims, you must wait until the claims have been paid to purge the insurance carrier.
  4. Delete insurance carriers using the Purge Dental Insurance Plans utility:
    • From the Office Manager, click Maintenance > Reference > Insurance Maintenance.


    • Click the Purge button to open the Purge Dental Insurance Plans dialog box.
      Note: Insurance plans do not appear in the Purge Dental Insurance Plans dialog box if there are patients attached to the plan or if there are outstanding claims attached to the plan.


    • Do one of the following:
      • To delete a single carrier, select the carrier and click Delete.
      • To delete all the listed carriers, click Delete All.
    • A warning message appears asking you to confirm the deletion of the selected plan(s). Click OK.
    • Click Close to return to the Insurance Maintenance dialog box.
Stay tuned next week for a Tip Tuesday post about joining insurance plans to remove duplicate entries.

Tuesday, October 18, 2016

Printing the Family Ledger Report

The Family Ledger Report is an account history of all procedures, payments, adjustments, and service charges posted to the Ledger.

As the year comes to a close, you may find that patients would like a report of all the activity on their account for the year.

To print a Family Ledger Report for a selected family:


  1. With a patient selected in the Ledger, from the Print menu, click Family Ledger. The Family Ledger Report dialog box appears.

  2. In the First Transaction Date field, specify the earliest date that you want to include transactions for. To include the entire year, set this date to January 1.
    Note: By default, all current transactions (transactions that have been posted since the previous month was closed out) will be included on the report. For example, if the last month you have closed was September, and the selected family has procedures entered beginning on October 3, then October 3 will be the date that appears in the First Transaction Date field.
  3. Check the List Individual Patient Balances for Family box to separate and list patient balances at the bottom of the report.
  4. Click Print to print the report now, or click Send to Batch to store the report in the Batch Processor in the Office Manager.



If you want to print the Family Ledger Report for a range of accounts, you can do so from the Office Manager. 
  1. From the Reports menu, select Ledger > Family Ledger. The Family Ledger Report dialog box appears.

  2. Type the Report Date you want to print on the report. The default is the current date.
  3. Enter a range of guarantors to include on the report using the To and From fields of the Select Guarantor group box. 
  4. Enter a range of providers to include on the report using the To and From fields of the Select Provider group box. To include all providers, leave both fields set to <ALL>.
  5. Enter a range of billing types to include on the report using the To and From fields of the Select Billing Type group box. To include all billing types, leave both fields set to <ALL>.
  6. In the First Transaction Date field, specify the earliest date that you want to include transactions for.
  7. Check the Print Condensed Report box to print more than one family ledger on a single page. (Dentrix will not insert a page break between families.)
  8. Check the List Individual Patient Balances for Family box to separate and list patient balances at the bottom of each family report.
  9. Click OK to send to the Batch Processor.
Information that appears on the report:



A. Family History - Displays all financial transactions posted to the Ledger for all family members.
B. Family Totals - Displays year-to-date totals for the family.
C. Individual Balances - If you select List Individual Patient Balances for Family when setting options for this report, the current balance of each family member appears on the report.Note: When viewing the report, Dentrix labels items placed in history with and asterisk (*) and labels items dated in history but entered after month end with a caret (^).


Tuesday, October 11, 2016

Customizing the Appointment Book Hover Window

When working in the Dentrix Appointment Book you have the ability to see additional patient information whenever you hover your mouse over an appointment. Interestingly, one of the top questions we get concerning the Hover window is "How do I turn it off?"

Many people get frustrated with the Hover window because the default setting is that it immediately appears when you hover over an appointment, blocking the Appointment Book underneath.  Luckily, you can customize the Hover window to make it better fit your preferences.

To customize the Hover window:
  1. From the Appointment Book, click Setup > Practice Appointment Setup. The Practice Appointment Setup dialog box appears.


  2. Click the Hover Detail Setup button. The Hover Detail Setup dialog box appears.


  3. Click Hide or Show as appropriate to specify what information you want to display in the Hover window. A sample Hover window is shown on the right to give you an idea of what the window will look like when it appears.
    Note: The default (meaning if you have never gone in and changed these settings) is to show all the detail except the patient's Social Security number.
  4. To specify how quickly the Hover window appears over an appointment, click the slide bar for Hover Window Delay. Choose an option for the amount of time before the Hover window appears when you move your cursor over an appointment--between 0.5 seconds to 7 seconds. Likely a lot of your frustration comes because the Hover window pops up too quickly. Adjust the slider for a longer/shorter delay.
  5. To prevent the Hover window from displaying altogether, click the Disable Hover Window button. All options are grayed out, and the Hover window will not display in the Appointment Book.
  6. Once you have made your customizations, click OK to save.
Hover window settings are workstation specific, which means the settings that you want to see in the hover window on one computer will not carry through to the rest of your computers. These instructions must be followed on each computer where you wish to see changes to the hover window.

Tuesday, October 4, 2016

Understanding the Ledger Display - Updated for Dentrix G6

A couple of years ago we did a post on Understanding the Ledger Display, and it has remained in our top 3 most popular posts ever since! But in Dentrix G6, the Ledger got a little bit of a facelift, and we wanted to make sure you could still understand the Ledger and how it looks today.

The Ledger window still contains a transaction log that lists all transactions posted to the patient's or family's account. But what's new is how that information is organized in columns on the screen.

There are 17 columns in the transaction log that provide additional information about each transaction:





  • Date - The date manually entered for the procedure/transaction. Usually this is the current date, but at times a different date may be used (such as when entering backdated procedures)
  • Entry Date - System-generated date (the current date) that indicates when the transaction was entered in Dentrix
  • Name - The patient's name
  • Tooth - Tooth number, as applicable
  • Surface - Tooth surface(s) treated, as applicable
  • Check # - Check number or other information entered in the Check/Payment # field of the Enter Payment dialog box
  • Code - Procedure code or transaction code (ADA procedure codes appear for procedures, financial codes such as Pay, Ins, Adj, etc. appear for transactions)
  • * (Transactions Flags) - An asterisk (*) in this column indicates that the transaction has been moved into history. A plus sign (+) indicates that the procedure has been invalidated. A carat (^) indicates that the procedure has been back-dated to a month that has been closed out.
    Note: When the procedure is moved into history, the carat will change to an asterisk.
  • Description - A description of the procedure description or financial ransaction
  • N (Has Note)- A musical note in this column indicates that a note is attached to the procedure or transaction
  • R (Has Referral by) - The letter "R" in this column indicates there is a related referral for this procedure
  • D (Has Diagnosis) - The letter "D" in this column indicates the procedure has diagnoses attached to it
  • M (Has Medical Cross Coding) - A solid triangle in this column indicates the procedure has been cross-coded for medical insurance billing. A hollow triangle indicates the procedure can be billed to medical insurance but that the cross code information has not yet been entered. A blue triangle indicates (solid or hollow) indicates the patient has medical insurance assigned in the Family File. A gray triangle indicates the patient does note have medical insurance assigned.
  • Amount - Amount charged for the procedure
  • Prov - Provider ID associated with the procedure or transaction
  • Ins (Insurance Claim Created)- "No" in this column indicates the procedure has not been submitted to the patient's insurance
  • Balance (Running Balance) - The patient's balance
The column headers in the Ledger can each be clicked to reorganize the information in the transaction log. For example, if you wanted to view the transaction log by tooth number, click the Tooth column heading. The information will be arranged first in ascending order, then if you click the Tooth column header a second time, the information is rearranged in descending order. Each column header behaves in a similar manner when the header is clicked. (To get back to a "standard" view, click the Date column header.)

You can also choose which columns to display on the screen. Right-click any column heading and a drop-down list appears showing all column options. Check or uncheck column names to have them appear (or not) in the window. For example, some offices might find that having the Entry Date column visible causes confusion, and want to remove it. (The Date column is visible by default and cannot be changed).




And finally, you can resize the width of any column by hovering your mouse over a column header dividing line. Your cursor will change from an arrow to a slider. Click and hold your mouse to expand or reduce the size of the column to fit your needs. You can also double-click the dividing line to auto-size the column to fit the data.



For additional tips regarding the Dentrix Ledger, see the following blog posts: