Tuesday, June 20, 2017

Splitting Payments by Family Members

With Dentrix G6, you can split payments by provider and by family member. If you use these split payment options, you can post a single payment that will be distributed among the providers with balances for each family member and posted in each family member's Ledger as appropriate.

For example, if you have a family come in for cleanings and they pay you with a single check, you can use the split payment by family members option to quickly apply payments to each patient in the family from a single screen in Dentrix without having to open each person’s Ledger.

To split a payment by family member:
  1. In the Ledger, select a patient and click the Enter Payment button.
  2. Enter the amount and type of payment in the appropriate fields.

  3. In the Patient drop-down list, select Split by Family Members to split the payment among the family members with outstanding balances, or select the individual patient whose account you want to apply this payment to.
  4. To split the payment between two or more providers or to split by family members, in the Split Method drop-down list, select the desired option to split the payment:
    • Percentage Payments – Divides the payment among the providers according to the provider’s percentage of the total amount owed.
    • Guarantor Estimate – Applies the payment to providers who have balances as guarantor estimates and ignores provider balances that Dentrix estimates insurance will pay the remainder of.
    • FIFO (First In First Out) - Applies the payment toward the oldest completed procedures first.
    • Equal Payments - Splits payment amounts equally among all providers with debit balances.
  5. Enter any notes about this payment in the Note field, and click OK to post the payment and return to the Ledger.

Additional Tips
  • Before splitting payments by family member, go to the Office Manager > Maintenance > Practice Setup > Preferences. Under the General Options tab, in the Payment/Adjustment Options group box, make sure the drop-down list option is set to Split by Family Members.
  • To make sure a specific provider's balance is paid, you can select that line item and click Give Payment Priority to selected items. That item will be paid off first and the remaining items will be paid according to the split method you selected.
  • Check Apply to Payment Agreement if the payment should be applied to the family's payment agreement.

Learn about other new and updated Dentrix features in the course titled What's New In Dentrix G6, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, June 13, 2017

Showing Transaction Links in the Ledger

The Dentrix Ledger contains individual line items for every completed procedure, insurance claim, payment, adjustment, finance charge and late charge made on the account. It can quickly get confusing to look at, particularly when viewing the Ledger for all family members, or looking at the Ledger plus history for the account.

To help make it easier to locate transactions that are related to each other (payments attached to procedures or claims, for example), Dentrix has a Show Transaction Links option, which will highlight line items in the Ledger that correspond with one another.

For example, if you want to see which procedures are included on a particular claim, you can select the claim and use Show Transaction Links to view the procedures and payments attached to that claim.

To view transaction links for an insurance claim:
  1. In the Ledger, select a patient.
  2. Select a claim and click View > Show Transaction Links.

Dentrix highlights every transaction entry that is linked to the one you selected. This can help to make sense of a potentially confusing Ledger that is full of entries.

Additional Information

  • The Show Transaction Links feature will show any other related transactions (if any). You don’t have to always start with an insurance claim. If you select a payment, and then view the transaction links, procedures and claims will be highlighted.

Want to learn more about handling financial transactions in Dentrix? We have several courses at this year's Business of Dentistry Conference that fit the bill! Click the link to view conference details and to register.

Tuesday, June 6, 2017

Identifying Which of Today's Patients have Unscheduled Treatment

Talking to patients about treatment-planned procedures is most easily done face-to-face. If you know ahead of time which of today’s patients you need to talk to about their planned treatment that needs to be scheduled, you can prepare to have those conversations with your patients while they’re in the office.

You can customize the Daily Huddle Report to show you which patients who are coming in today have unscheduled treatment. You can use this report during your morning meeting to see which patients you need to speak with and plan for who in the office will discuss the treatment with the patient. 

To generate the Daily Huddle Report:
  1. From the Office Manager, click Analysis > Practice Advisor, and then click Daily Huddle Report.

  2. Select the report date, providers, and other report options as desired.
  3. In the Select Report Sections & Related Options group box, check Scheduled Patients Summary and then click the Scheduled Patients Setup button.

  4. In the Select Report Sections & Order list, check the Patients who have Treatment Plans option to include patients who have unscheduled treatment on the list. Select other report sections you want to include as desired.
  5.  Click OK to save your settings, and then click the Preview button to view the report.
Additional Information

  • You can save selected report options and then use them to generate the report in the future by clicking Save Options and assigning the saved options a name. Next time you generate the report, select your saved options from the Options drop-down list in the Daily Huddle Report dialog box.
  • Options in the Select Report Sections & Order list that contain an asterisk (*) correspond with group boxes on the page where you specify which types, statuses, or ranges of information to include in the generated report.
  • For an in-depth explanation of the options in the Scheduled Patients Setup dialog box, see the "Setting up the schedule patients summary and lists" topic in the Dentrix Help. 

Tuesday, May 30, 2017

Changing the Way a Procedure Code Appears in the Patient Chart

When you’re doing an exam, the easiest way to see a patient’s treatment history is by looking at the graphic chart. Every time you treatment plan or post procedures in the Patient Chart, the graphic chart displays those procedures visually according to a paint type. You can  customize these paint types to display procedures in a way that shows you what you want to see and makes sense to your staff.

For example, if you want crown procedures that you manufacture in-house on your new CAD/CAM machine to paint with a different paint type than a crown from the lab, you can customize the paint type for a D2740 crown and change the way it appears in the Patient Chart.

To customize the way procedure codes appear in the Patient Chart:
  1. In the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. Expand the appropriate category in the procedure code list, select the procedure code you want to add to the procedure code list, and click Edit.

  3. Select a Paint Type from the drop-down list to indicate how Dentrix will paint the procedure on the tooth in the graphic chart.
  4. Click Save to save your changes and then click Close.
Additional Information

  • Changing the paint type of a procedure code is a global setting, which means it will change the way that procedure code looks on all computers in the office.
  • If you want the code to remove the tooth from the Chart when it is posted complete, check the Remove Tooth option in the Procedure Code Editor dialog box.
  • For more information on customizing paint types, see the Customizing Paint Types topic in the Dentrix Help.

Tuesday, May 23, 2017

Adding Procedures to the Procedure Codes List

Your staff members may find that the procedure codes they use most often are not listed in the Procedure Codes list, and they have to click the More Codes button in order to access them. You solve this problem by adding procedure codes to the Procedure Codes list in the Patient Chart.

For example, procedure code D4355 is not listed in the Procedure Codes list by default. If the hygienists in your office treatment plan that code often, you can add it to the Procedure Codes list to help them enter this procedure quicker.

To add a procedure to the Procedure Codes list:
  1. From the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. In the ADA-CDT Codes tab, select the procedure code you want to add to the Procedure Code list and click Edit.

  3. In the Treatment Flags group box, check the box for Show in Chart. When checked, this procedure code is listed under the corresponding category in the Procedure Codes list in the Patient Chart. You will not have to click <<More Codes>>  to fully expand the category to find the code.

  4. Click Save to save your changes and then click Close.
Learning to customize procedure codes is part of the new course called 15 Dentrix Procedure Code Tricks You Need To Know, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, May 16, 2017

Sub-totalling Treatment Case Estimates

For patients with extensive treatment plans, seeing the total for the entire plan on the Treatment Case Report can be overwhelming. If a patient is going to have the treatment completed in stages, you may want to break down the treatment and show subtotals by visits on the report, which lets the patient focus on the smaller estimate for each visit.

To sub-total treatment case estimates by visit:

  1. In the Treatment Planner, select the treatment plan case you want to print, click the Print button, and select Print Treatment Case.

  2. In the Case Procedure Options group box, enter the visit number(s) you want to include in the printout. If you want to include all the visits, clear out any numbers in the field.
  3. Check the Print Subtotals by Visit option to print a subtotal of the price estimates for each visit.
  4. Set the other report options as desired and click OK.
Additional Information
  • In order to sub-total treatment by visit, you must first assign the visits to the procedures in the treatment case.
  • You can include a range of visits by typing a range of numbers with a hyphen between them (e.g. 1-4). Or, you can print specific visits by separating them with a comma (e.g. 1, 3, 5). You can also do a combination of the two (e.g. 1-3, 5).
For additional tips about using the Dentrix Treatment Planner, visit our Treatment Planning board on Pinterest, which has links to several past tips and Dentrix eNewsletter articles.

Tuesday, May 9, 2017

Viewing Prescriptions in Dentrix

You may want to review a patient's past prescriptions before issuing refills or prescribing new medication. In Dentrix, you can review prescriptions that have been previously created for a patient.

How To:

  1. From any patient specific Dentrix module, select a patient and click the Prescriptions button.

  2. Select the prescription you want to see more information for, and click View.

  3. You can view the drug name and description, dosage and dispensing information, and any notes that were added to the prescription. You can either print or refill the prescription by clicking the corresponding button.
  4. Click Cancel to close the prescription. 
Additional Information
  • Prescriptions are listed with the date the prescription was created, the description, drug name, and prescribing provider.
  • A check mark in the NS column (Not a Standard Prescription), located to the left of the date, indicates that you made a change to the default prescription type when you added this prescription.
Managing prescriptions in Dentrix is one of the topics featured in the Clinical Charting Workshop offered this spring nationwide. Click the link to find a workship near you and to register.

Tuesday, May 2, 2017

Customizing Collection Letters in Dentrix

Before you send patients a final notice that their account will be sent to collections, you like to try to reach them by phone. You can add the details of that phone call to the final notice letter you send using the Quick Letters feature in Dentrix. These customizations will apply only to that specific letter and won't be saved in the letter template, so you can add custom information to each patient’s letter as applicable.  

How To:
  1. Use the Collections Manager to generate a list of patients with overdue balances.
  2. Select a name on the Collection Manager list and click the Quick Letters button.

  3. From the Quick Letters dialog box, select the Collection Notification letter from the list, and click Build/View.

  4. A Microsoft Word document opens with the letter text displayed. Add the text about the phone call to the letter, and then print the letter.
Additional Information
  • It's important that you do not save any changes you make to the letter because you don't want to overwrite the letter template. Instead, send a copy to the patient's Document Center. From Microsoft Word, click File > Print. Change the printer to Send to Dentrix Document Center, and click Print. A copy of the letter is saved in the Unfiled Documents folder in the Document Center.
  • Be default, the Collection Over 90 Day letter is listed as the Collection Notification letter in the Quick Letters list. You can change the letter template being used by selecting the letter and clicking Edit. Change the merge letter template name to reflect the name of the document you would like to use.
  • Once you have created and printed the letter, a note is added to the Office Journal indicating that a collection letter was sent.
Learning to use the collection quick letters is part of the new course called Top 10 Collection Tools in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, April 25, 2017

Customizing Initial Appointment Reasons

You can use the initial appointment reasons list in the Appointment Information dialog box for quick access to procedures or codes you frequently add to appointments. 

For example, if you offer a discount on whitening trays and many of your patients are asking for that service, add that code to the Initial Reasons list so that you can add it to appointments quickly.

The list of initial appointment reasons is set up in Definitions in the Office Manager. Codes that have been added to the list from the Office Manager are then available in the Appointment Book. 

How to:

  1. From the Office Manager, click Maintenance > Practice Setup > Definitions.
  2. In the Definition Type drop-down list, select Appointment Reasons.

  3. Enter the procedure code and description of the procedure you want to add, and then click Add.
Additional Information
  • You must make sure the procedure code and description text you enter match the ADA code and description text. Otherwise, Dentrix will not be able to link the information you entered to the ADA code and the code will not work when you try to use it to post procedures when you set an appointment complete.
  • You cannot add procedures that require a tooth number, surface, quadrant, or sextant to the Initial appointment reasons list.
  • You can have up to 20 procedures listed in the Initial appointment reasons list.
This tip comes from our new Insight Seminar titled, "50 Thing You Didn't Know Dentrix Could Do!" which is being offered in cities nationwide this spring. Click the link to view seminar details and to register.

Tuesday, April 18, 2017

Viewing Rejected Treatment Plan Cases

In the Treatment Planner, when you assign a case status of Accepted to a case that is linked to another case, the other case is automatically assigned the status of Rejected. That way you still have a record of all the treatment options you proposed to the patient should you ever need them again in the future.  To view rejected cases in the Treatment Planner, check the Include Rejected Cases option in the Treatment Plan Case Setup panel. 

Additional Information
  • Only treatment cases that are set as the recommended case or cases with a case status of Accepted display on the graphic chart.
  • See the Updating Case Status topic in the Dentrix Help for a complete list of case status options that can be assigned to treatment plans.
For more tips like this, attend one of the treatment planning courses at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, April 11, 2017

Save Time When Scheduling a Series of Appointments for a Patient

When a patient needs to come in for a series of appointments, such as a crown prep followed by a crown seat, use the schedule next feature to speed up the appointment-making process. After you schedule the first appointment, Dentrix will open a new Appointment Information dialog box that's already populated with the same patient and provider so that you can continuing scheduling the series.

To schedule a series of appointments:
  1. In the Appointment Book, double-click the time when you want to schedule the first appointment, and enter the appointment information for the patient as you normally would.
  2. Click the Schd. Next button. Dentrix will add the first appointment you created to the Appointment Book and open a new Appointment Information dialog box with the same patient and provider(s) already selected.

  3. Enter the appointment information for the next appointment, click the Pinboard button, and then drag and drop the appointment to the appropriate date and time in the schedule.

Additional Information
  • You can also use this feature when you schedule a patient for a series of filling on opposite sides of the mouth, scaling and root planing, or orthodontic checkups.

Learning to use the Schedule Next button to schedule a series of appointments  is part of the new course called 15 Ways to Make Scheduling Easier in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, April 4, 2017

Avoid Claim Denials by Including Remarks for Unusual Services

By including a brief narrative on insurance claims that describes unusual procedures or services that you have performed or provides clarification about the necessity of certain procedures, you can avoid costly claim denials or delays.

For example, insurance companies often deny crown buildups. When you complete a crown and crown buildup, you can add the following clarifying remarks to a patient's claim so that the insurance company is less likely to deny the buildup: "Previous endo on #21. Insufficient tooth strength and retention for crown."

To enter a claim remark:

  1. From the claim, select Remarks from the menu bar or double-click the Remarks for Unusual Services block.

  2. Enter a claim remark.
    • Type the claim remark in the text box. Click the Check Spelling button to perform a spell check, and click OK.
    • If you have previously set up custom claim remarks, insert the custom remark template by clicking the Claim Remarks button, clicking the appropriate remark description, and clicking OK. Make changes to the template to fit the situation as needed.
    • Click Notes from Procedures to copy the text from the procedure notes into the claim remark. Delete the unnecessary portions of the procedure note text as needed.

  3. Click OK to save the remark.

Additional Information
  • When entering Remarks for Unusual Services, be aware that only 101 characters will print on the insurance claim, and only 125 characters will be sent on an electronic claim.
  • You can remove claim remarks by clicking the Clear button.
Learning to use claim remarks is part of the new course called 12 Ways to Prevent Claim Delays and Denials with Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, March 28, 2017

Finding Patients Who Have Missed a Payment

The Collections Manager assists in your collections efforts by enabling you to quickly access and then act upon account information. You set the criteria for the accounts you want to find and the Collections Manager displays a list of those accounts.

For example, you can use the Collections Manager to follow up with patients on a payment plan who are behind on their payments. Generate a list of patients on the payment plan billing type who have missed more than 1 payment, have a minimum account balance of $10, and are over 30 days past due.
To find patients who have missed a payment:
  1. From the Office Manager, click Analysis > Collections Manager.

  2. Select the payment plan billing types to include only patients attached to those billing types on the list.
  3. Select 1 or more to include patients who have missed at least one payment one the list.
  4. Enter 10.00 as the Min. Balance to include only patients who have at least $10.00 remaining on their account balance.
  5. Click OK to load the list.
Additional Information
  • The Collections Manager is an interactive list that links to many other areas of Dentrix. From the Collections Manager you can make a phone call, create an email message, merge a collection letter, make notes about the contact in the Office Journal, add guarantor notes, set up a payment agreement, or change a billing type.
  • Click the Show Columnsbutton when creating a view to customize the information that appears in the list and in what order it appears.

Using the Collection Manager is part of the new course called Top 10 Collections Tools in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register. Save $400 if you register by Friday, March 31!

Tuesday, March 21, 2017

Finding Specific Groups of Patients in the Treatment Manager

You want to use the Treatment Manager to fill some light days coming up in your schedule. Generate a list of active patients who have had procedures treatment-planned within the last 12 months and still have at least $250 of insurance benefits remaining for the year so you can get them scheduled.

To create this Treatment Manager view:

  1. From the Appointment Book, click the Treatment Manager button.

  2. In the Patient Status field, select Patient to only include patients with that status on the list.
  3. In the Treatment Plan group box, enter a range of treatment plan dates you want to include on the list.
  4. In the Insurance group box, enter $250 for the minimum amount of benefits remaining for the year.
  5. Click OK to load the filters and display the list of matching patients.

Additional Information:
  • Use the patient range option to make contact more manageable by limiting the size of your list. For example, run the list for your A - J named patients, and then after working through that range of patients, run the list to see your K - S named patients.
  • To include grand totals of each column at the bottom of the list, check the  Show Totals option.
  • You can choose which information is displayed on the list and in what order by clicking the Show Columns button.
Using the Treatment Manager is part of the Treatment Planning & Case Presentation Workshop which is offered in cities nationwide this spring. Click the link to view workshop details and to register.

Tuesday, March 14, 2017

Finding Patients Who Received Billing Statements on a Specific Day

You recently printed billing statements for a special group of patients who are on your office payment plan and have missed at least one payment, and today Dr. Smith wants you to follow up with these patients. Since there is no report in Dentrix that will find these patients, you create a custom list using the Patient Report by Filters option.

To generate a list of patients who received statements on a certain date:
  1. From the Office Manager, click Letters & Custom Lists, and then select the Misc. category.
  2. Select Patient Report (by filters) and click Edit.

  3. Click the Last Stmt Date search button. Enter the date you generated the statements and click OK.
  4. Make sure all the other filters are blank and click OK.
  5. Click Open List Manager. All patients who received a statement on that day will be listed.

Additional Information
  • To select the columns that are displayed in the List Manager, right click on one of the column headers and click Select Columns. To change the order of the columns, click Move Up or Move Down.
Generating billing statement reports is part of the Accounts Receivable Management Workshop which is offered in cities nationwide this spring. Click the link to view workshop details and to register.

Tuesday, March 7, 2017

Why Don’t My Insurance Estimates Match the Estimates Dentrix Calculates?

One of the questions that often comes up in customer service phone calls is:

"Why don’t the estimates I calculate by hand match the estimates Dentrix calculates?"

In order to calculate the correct insurance portions, Dentrix uses formulas that reflect real insurance adjudication practices. Most importantly, these formulas use specific orders of operation to arrive at the insurance portion calculation. As a result, if you try to manually calculate these portions without using the same order of operations, you may arrive at a different amount.

For example, let’s say that your patient Bob will be charged $152 for a procedure that insurance usually covers at 80%. First, Dentrix will determine which formula to use.

  • If Bob does not have a deductible to be applied, the formula used is:
    (Insurance Portion) = (Charge Amount) X (Coverage %) or (Payment Table Amount). So the Insurance portion would be ($152 X .8) or $121.60.
  • If Bob has a $50 deductible to be applied, the formula used is:
    (Insurance Portion) = (Charge Amount - Deductible) X (Coverage %). So the insurance portion would be (($152 - $50) X .8) or $81.60.
  • If Bob has a $50 deductible to be applied and there’s a $96 payment table entry, the formula used is:
    Insurance Portion = [(Pay. Table Amount / Coverage %) - (Deductible)] X (Coverage %). So the insurance portion would be ([($96 / .8) - $50] X .8) or $56.

As you can see, even though the charge amounts are the same for each example, the insurance portion is different depending on which formula Dentrix uses to perform its calculations. If you don’t use the same formulas Dentrix uses or you don’t do the math in the same order as Dentrix, your results will be different.

Creating accurate insurance estimates is part of the new course called Estimate or Guesstimate? Getting Insurance Estimates Right in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, February 28, 2017

Updating Deductibles Met and Benefits Used Mid-Year

Patients often come to your practice mid-year when they have met part or all of their deductible or used part or all of their maximum benefits. You can enter their deductibles met and benefits used  manually in Dentrix so that you can track insurance benefits correctly.

How To:
  1. Select the patient in the Family File and double-click the Insurance block.
  2. Click the Deductibles button.

  3. In the Deductibles group box, enter the deductible(s) the patient has met in the appropriate fields.
  4. In the Benefits Applied field, enter the amount of the insurance benefit that the patient has already used. Then click OK.   
Additional Information:
  • You can also enter deductibles met and benefits used for the previous year by clicking the Previous Year’s tab.
  • You can also enter deductibles met and benefits used information from the subscriber information in an insurance claim.
Updating deductibles and benefits mid-year is part of the new course called Estimate or Guesstimate? Getting Insurance Estimates Right in Dentrix, which will be offered at this year's Business of Dentistry Conference. Click the link to view conference details and to register.

Tuesday, February 21, 2017

Setting up Fast Checkout Options in the Ledger

After every appointment, patients come to the front desk to check out and pay their balances. Many of these patients want you to print them a receipt, and you want to make sure you create a claim for that appointment so that you don’t forget when the next patient comes to check-out. Use the Fast Checkout button to complete all three of these tasks with a single click. 

How To: 

  1. From the Ledger, click File >Fast Checkout Options Setup.

  2. Select the tasks you want to perform when the Fast Checkout button is clicked in Dentrix.
    •  Create Insurance Claim - Check this box to create an insurance claim for today's procedures. Then select whether to send the claim to the Batch Processor, send it electronically, or print it. 
    • Enter Payment - Check this box to post a payment on the patient's Ledger. 
    • Walkout - Check this box to create a walkout statement or receipt. Then select to either send the statement to the Batch Processor or print it. 
  3. Click OK to save your settings. 
Once set up, when you click the Fast Checkout button when a patient is checking out of your office, you'll be guided through the checkout process, saving you (and the patient who is anxious to leave your office) time. 

 Additional Information:

  • If the tasks you perform at checkout vary, check Always Show Checkout Options to allow you to select which checkout options are completed for individual patients. 
  • To print appointment reminder labels for patients when they check out, click Print Appointment Reminder Label
  •  In order to use the Send Electronically option for claims, you must have an eClaims account set up.

Tuesday, February 14, 2017

Drag and Drop from Appointment Book Lists

In the Appointment Book, you have access to a group of lists that help you keep your schedule full including the ASAP List, Open List, and Unscheduled List. You can access these lists from the Appointment Book toolbar by clicking Appt Lists.

  • The ASAP List consists of scheduled appointments that have been flagged ASAP. You can use this list of patients to fill holes in an otherwise full schedule. 
  • The Open List consists of patients whose appointment type has been set to OPEN, and are known to have a flexible schedule, and can be moved around.
  • The Unscheduled List consists of patients with broken appointments or appointments that have been marked as wait/will call
While viewing any of these lists, you can select an appointment and drag it to an open slot in the Appointment Book. Once you confirm the movement of the appointment, it no longer appears on the list.

By dragging and dropping appointments in this way, you won't have to spend time recreating appointments because all the details from the Appointment Information dialog box (appointment reasons, providers, etc.) are kept intact and move with the appointment. Dragging and dropping from these lists also helps you to quickly clean up your lists and get patients back on the schedule.

Learning how to effectively use appointment lists is part of our new course 15 Ways to Make Scheduling Easier with Dentrix which will be offered at this year's Business of Dentistry Conference. Click the link above to view conference details and register.

Tuesday, February 7, 2017

Updating Office Fees using the Automatic Fee Schedule Changes Utility

Now that the busy holiday season and the start of the new year is over, it may be time to update the fees you are charging for procedures.

When you use the Automatic Fee Schedule Changes utility, you can change an entire fee schedule or range of procedures at once rather than changing one fee at a time. For example, if you want to increase your continuing care production, you could increase your office fees for diagnostic and preventive procedures by 3% across the board.

To update fees for a range of procedures:
  1. From the Office Manager, select Maintenance > Practice Setup > Fee Schedule Setup.
  2. Select the fee schedule you want to update, and click Auto Changes.

  3. In the Select Procedure Code group box, set the range of procedures you want to include.
  4. In the Change Fee Schedule group box, do the following:
    • In the Change Amount field, enter the amount to change the fee schedule by.
    • In the Change Type drop-down list select whether you want to increase/decrease by either a percentage or dollar amount. Your choice here reflects the change amount by applying the number you entered in that field as a percentage or a dollar amount.
    • In the Round To drop-down list, select the amount to round the fee schedule amount to.
    • In the Minimum Amount To Increase field, type the minimum amount you want to change the fee schedule. For example, if you enter $.50 in this field all fees will be updated by at least $.50.  Note: This option is only available when increasing/decreasing by a percentage.
  5. Click OK. Review the summary of the fee schedule changes and then click Save.
For additional information, see the Fee Schedules topic in the Dentrix Help.

Tuesday, January 31, 2017

Invalidating Completed Procedures from the Ledger

Occasionally you may find procedures that were posted incorrectly, such as a composite that was posted to the wrong tooth number or a crown that was posted as the wrong type of crown. You cannot edit or delete procedures in history, but you can correct the information. To correct a procedure in history, you must invalidate the incorrect procedure and then post a corrected, backdated procedure.

To correct a procedure in history:

  1. In the Ledger, select a patient.
  2. Find the procedure that needs to be corrected. Note the details of the procedure (procedure code, tooth number, surfaces, provider, etc.) as you will need this information when you post a corrected procedure.
  3. Double-click the procedure and mark Invalidate Procedure in the Validate/Invalidate Procedure in History dialog box.

  4. Click OK to return to the Ledger. The procedure will have a +next to it in the Description column of the Ledger to indicate that it was invalidated.

  5. To continue with the correction, click the Enter Procedure button.
  6. Enter the corrected procedure information. Be sure to backdate the procedure to the date the original procedure was posted. 
  7. Click OK to post the corrected procedure. The procedure will have a ^ next to it in the Description column of the Ledger to indicate that it was backdated.
When you invalidate a procedure in the Ledger, the procedure is marked with a + symbol, but nothing happens to any associated financial information for the procedure, such as payments.  When you re-post a corrected procedure, if there is a difference in the amount charged for the invalidated procedure, and the corrected procedure, you must enter an adjustment to make your financial records accurate.

To post an adjustment:
  1. In the Ledger, select the patient.
  2. Select Transaction > Enter Adjustment.

  3. Enter the amount of the adjustment in the Amount field.
  4. Select the type of adjustment being made in the Type pane.
  5. Select the Provider to whom the adjustment should be applied. By default, the patient's primary provider is selected.
  6. Select the family member to whom to apply the adjustment to in the Patient drop-down. 
  7. Enter any notes about this adjustment in the Note field.
  8. Click OK to post the adjustment.
For additional information on how to manage Ledger transactions, consider signing up for and attending a Dentrix Accounts Receivable Management Workshop, offered in 17 cities around the country Spring 2017. Visit our Dentrix Workshops page for more information and to register.

Tuesday, January 24, 2017

Invalidating Completed Procedures from the Chart

Completed procedures are moved into history when the month is closed in Dentrix. This protects them from being changed, because when a completed procedure has been moved into history, it cannot be edited or deleted. This does not mean, however, that an error in history cannot be corrected.  To provide a correction, the incorrect procedure must be invalidated and then replaced with a corrected version. Note that when a procedure is invalidated, the paint colors in the Patient Chart associated with the invalidated procedure are removed and the related progress notes entry for the procedure are also removed so the patient's record is accurate.

Please note: This tip focuses on how to invalidate a procedure, and re-post a corrected, backdated procedure so the clinical record is accurate. There will be a tip next week on how to invalidate a procedure from the Ledger, which will include steps on how to post payment adjustments (as needed) as well as re-posting a corrected, backdated procedure, so your financial records are accurate.

To invalidate a procedure from the Chart:

  1. In the Patient Chart, select a patient and double-click the completed procedure to be invalidated.
  2. Make note of the specific information about the procedure (such as date, tooth, surfaces, etc.) if you will be re-posting a corrected procedure.
  3. In the Validate/Invalidate Procedure group box, mark Invalidate Procedure.

  4. Click OK to return to the Patient Chart.
  5. If needed, re-post the corrected procedure in the Patient Chart, making sure to edit the procedure date to reflect the date the procedure was originally completed so your clinical records are accurate.

Tuesday, January 17, 2017

Setting Initial Balances for Patients

The wonderful thing about the Dentrix Ledger is that patient balances are automatically updated every time you enter procedures, whether it be from the Ledger itself or by completing procedures in the Patient Chart.

However, if you are converting your accounts to Dentrix from another practice management program, you may need to transfer any existing account balances manually. This may be something you'll need to do very rarely, but it's good to know how to do it correctly.

Keep the following in mind regarding initial balances:

  • You can enter an initial balance for a family only if the family has no transactions (including completed, treatment-planned, or existing procedures or conditions). We suggest adding the new patient/family into Dentrix, and before you do anything else, enter the initial balance using the steps outlined below.
  • You can only enter an initial balance if the month in which a new patient was created has not been closed. Again, create the new patient/family file and then immediately enter their initial balance.
  • Initial balances always appear under the name of the guarantor (head of household).
  • Initial balances print as part of the Balance Forward on statements, and also appear in the Ledger, Practice Analysis, Day Sheet, Analysis Summary, and Provider A/R Totals reports.
To set initial balances manually:
  1. Create a new family in the Family File.
  2. Double-click the Balance and Payment block to open the Billing/Payment Agreement Information dialog box.

  3. In the Aged Balance table, specify initial balances for each of the past-due periods (0-->30,
    31-->60, etc.) and the last payment information.
    Note: Entering a amount under last payment amount or date does not change the patient or account balance. Instead, entering an amount updates the billing/payment summary information in the Ledger. The Last Payment Amount and Last Payment Date fields are for reference only, not actual payments in the Ledger. 
  4. Click OK.