Tuesday, December 26, 2017

Our Most Popular Tip of 2017!

That's a wrap folks! 2017 is as good as over! In case you missed them, we've already posted the #5 , #4 ,  #3, and #2 most popular Dentrix Tip Tuesday posts of the year. 

Our most viewed tip this year was originally posted back in September, and it was all about how you can set a specific provider for a patient's continuing care appointments.

Read it here:

And speaking of 2018, it's time to start thinking about closing the year in Dentrix (Hint: it's as easy as closing the month)

To watch an overview video of the Month End/Year End process, click here if you are using Dentrix G6.4 or any previous version, or click here if you are using Dentrix G6.5 or higher.

Tuesday, December 19, 2017

Countdown to 2018: Our 2nd Most Popular Tip of the Year

As we wrap up 2017 and look forward to 2018, we’re reposting the five most popular tips from the last year--one per week until the end of the year. 

We've already posted the #5 , #4 , and #3 tips over the last few weeks. 

Our second most viewed tip this year was originally posted back in September, and it was all about how to copy the text of your procedure notes into your clinical notes. Whew! What a time saver!

Are you familiar with all the new features in Dentrix? Visit our New Features Overview to watch videos about selected new features in recent Dentrix updates.

Tuesday, December 12, 2017

Countdown to 2018: Our 3rd Most Popular Tip of the Year

As we wrap up 2017 and look forward to 2018, we’re reposting the five most popular tips from the last year--one per week until the end of the year. 

We started it off two weeks ago with #5 and posted #4 last week.

Our third most popular tip of the year, originally posted back in September, was all about how to email documents that are stored in the Document Center--perfect for patients who call in asking for a copy of their last billing statement or copies of oral images.

Are you signed up for the monthly Dentrix eNewsletter? Get product updates, profitability tips, articles from industry experts, and of course, more Dentrix tips and tricks! Click here to sign up.

Tuesday, December 5, 2017

Countdown to 2018: Our 4th Most Popular Tip of the Year

As we wrap up 2017 and look forward to 2018, we’re going to repost the five most popular tips over the last year--one per week until the end of the year. 

We started it off last week with #5 and are continuing this week with our 4th most viewed tip of the year.

This tip, originally posted back in January, is all about how to set up and use the Auto File Acquire feature in the Document Center (available in Dentrix G6 or higher) which allows you to designate a folder on your computer where you can save images and documents that will be automatically added to the Document Center. Talk about a time saver!

Did you know that you can get our weekly tips via email? It's super easy. Just enter an email address (it can be a personal email address or one for the practice) in the field on the top right,  here on the blog, and each tip posted here will be delivered to your email each week. 

Tuesday, November 28, 2017

Countdown to 2018: Our 5th Most Popular Tip of the Year

2017 has been a great year! We've published 47 tips on the Tip Tuesday blog this year, and those tips have been read a staggering 23,552 times! 

As we wrap up 2017 and look forward to 2018, we’re going to repost the five most popular tips over the last year--one per week until the end of the year. If you didn’t see them when they ran before or you didn’t try the features out the last time you read about it, consider adding them to your workflow for the new year. Here's the 5th most viewed tip of the year.

This tip, originally posted in March, describes how to find the patients whose treatment plans fit certain criteria so that you can fill your schedule with the right types of appointments.  

And if you want an easy way to collect and remember the tips we share each week, consider creating a Pinterest board to save them all. Follow the Dentrix Pinterest account where we have over 400 pins on 10 different boards categorized by topic. It’s easy to find the kinds of tips that correspond to your responsibility in the office and make note of the features you want to try.

Tuesday, November 21, 2017

Refilling Prescriptions in Dentrix

You've probably had this happen in your office recently: a patient calls wanting a refill on their pain medication, and you can't remember what you prescribed for them or when. There's no need to try and remember which drug was prescribed, or dosage amounts, or if they've already gotten a refill from you recently. The Prescriptions module in Dentrix keeps track of all this information for you. And when you refill a prescription, you have the option to change the dosage or dispensing instructions or keep the same settings as when it was last prescribed.

How To

  1. From any patient-specific Dentrix module, select a patient and click the Prescriptions button on the toolbar.
  2. From the Patient Prescriptions list, review the patient's list of prescriptions, prescribing doctor, and last prescription date.
  3. If it's appropriate to refill the prescription, select the prescription to be refilled, and click Refill.

  4. If necessary, change the information in the Sig, Disp, Refills, and/or Notes fields.
  5. Click Print to print the prescription and to save the refill to the Patient Prescriptions list.
Additional Tips
  • The Medical Alert button is available within the Patient Prescriptions dialog box, allowing you to check for drug allergies or other medical conditions before you create a prescription for a patient. If the Medical Alert cross is red, click the button to check for medical alerts.
  • To learn more, read Refilling Patient Prescriptions in the Dentrix Help.

Tuesday, November 14, 2017

Saving a Screen Capture in the Document Center

Some insurance companies provide coverage details on their website, and you like to check for detailed coverage breakdowns when a new patient comes to your office. If you need to refer to the coverage breakdown again you could go back to the insurance company’s website and find it, but it’s a lot easier to just capture the image using the Screen Capture tool and save a copy of it in the Document Center. 

How To
  1. Open the website with the coverage table you want to save, and leave it open on your screen.
  2. Open the Document Center and select the patient to whom you want to attach the screen capture. Then click Acquire > Screen Capture.

  3. Go back to the screen you want to capture, and click Start Capture.
  4. Position your mouse pointer where you want to start the capture and drag to capture the image. When you release the mouse button, the Document Center opens and the image you captured appears in it.
Additional Information
  • If you don't want to be prompted to enter the document type, description, and orientation each time you take a screen capture, in the Document Center click Acquire > Screen Capture and click the Setup Defaults button. Check the Acquire without displaying Document Information option and specify the default information, and the Document Center will automatically assign that info to every screen capture.
  • For additional information, read the Acquiring Screen Captures topic in the Dentrix Help.

Tuesday, November 7, 2017

Analyzing Referrals

If you are looking for a quick way to analyze your patient referrals without having to generate a report in the Office Manager, look no further! 

Let's say your office offers a discount on teeth whitening when a patient refers five people to your practice and those patients are seen for appointments. You know that patient Brent Crosby is close to meeting the five referrals, and you want to see details about the referrals he has made. You can access that information easily from the Family File. 

How To
  1. In the Family File, select a patient who has made referrals to your practice.
  2. From the File menu, select Referral Analysis.

  3. The number of referrals a patient has made to your office appears in the Total Referrals Made field, and a list of individual patients, the date they were referred, and production totals resulting from that referral appear in the list.
  4. Use the drop-down lists for Referral Date Span and Production Date Span to see referrals and production for a specific time period. 
Additional Tips

Tuesday, October 31, 2017

Assigning Insurance to a Patient when the Subscriber is a Non-Patient

Because the family situations of your patients are varied, there will be times when a patient in your practice is covered through an insurance subscriber who is not a patient. This can happen in cases of divorce or when an adult child is still covered by their parent's insurance. In situations like this, even though the subscriber isn’t a patient you need to add them to Dentrix so that you can assign their insurance coverage to your patient.

How To

  1. In the Family File, select the patient who will have insurance coverage through the non-patient subscriber, and click File > Add New Family Member.
  2. Enter the subscriber's name, set the status to Non-Patient, enter the birthdate and other information including address and phone number if they are different from the other members of the family, and click OK.
  3. Double-click the non-patient's name in the family list to select them, and then double-click the Insurance block.

  4. Select the insurance carrier,  enter the subscriber ID and other insurance information, and then click OK.
  5. From the family list, double-click the name of the patient to be covered by the non-patient's insurance, and then double-click the Insurance block.

  6. Assign the non-patient's insurance coverage as either primary or secondary insurance and click OK.
  7. Repeat as needed for other family members.
Additional Tips
  • The insurance subscriber must be a member of the same family in Dentrix as the covered patient.
  • The non-patient subscriber can have a different address from the rest of the family in Dentrix, as may be the case with divorced or unmarried parents who are insurance subscribers for their children that do not live with them full time.
  • Non-patients don’t show up on reports and will only receive correspondence if they’ve been designated as the head of household.
  • To learn more, read Adding Family Members and Assigning Insurance to Non-subscribers in the Dentrix Help.

Tuesday, October 24, 2017

Hiding Patients on the Collections Manager List that You've Already Contacted

Let's say you have generated a list of patients with outstanding balances in the Collections Manager. You are working your way through the list, calling patients to talk to them about their balances and explaining their options, but because you are making these calls in between your other front desk responsibilities, you want to remember who you've contacted and who still needs to be called. You can hide patients on the list that you've already talked to, but still keep them on the list as having an outstanding balance to be paid. 

How To
  1. Select a guarantor's name from the Collection Manager list.
  2. Right-click the guarantor's name and select Hide Account.

The patient is removed from the list until the next time the list is generated. 

Additional Tips
  • After you've generated the list and begun making phone calls (or otherwise contacting patients), leave the list open. You can minimize the list to work on other tasks and restore the list with your previous settings and patients still hidden when you want to continue working.
  • If you close the list completely, you will have to enter your View criteria again (or generate using the last View settings), but patients previously hidden will be back on the list.
Learning how to use the Collections Manager effectively is part of the Accounts Receivable Management workshop which is offered in cities nationwide this fall. Click the link to view workshop details and to register.

Tuesday, October 17, 2017

Make Multi-Codes More Manageable

When you have been using Dentrix for several years, you can build up lots of customizations that were useful to you at one time, but may not be any more. Often, this means you have a long list of items that you are no longer using, such as custom multi-codes that you do not use or no longer want your staff to use. 

You can inactivate the old codes to clear them from the procedure code list, which means you won’t have to look through as many codes to find the ones you need, and you’ll prevent staff members from using the wrong multi-code.

How To

  1. In the Office Manager, select Maintenance > Practice Setup > Multi-Code Setup.
  2. Select the multi-code you want to disable, and click Edit.

  3. Check the Disable this Multi-Code box, and click OK.
Additional Information
  • When a multi-code is disabled it no longer appears in the Procedure Code List in the Procedure Codes dialog box in the Appointment Book, or in the Multi-Codes List in the Enter Procedure(s) dialog box in the Ledger.
  • When you disable a multi-code, you do not lose it. Disabled multi-codes are still listed in the Multi-Code Setup dialog box, but they are marked with an asterisk.
  • You can enable a disabled multi-code at any time by following the steps above and unchecking the Disable this Multi-Code box.
  • For more information see the Multi-Code Setup topic in the Dentrix Help.

Tuesday, October 10, 2017

Deleting a Document from the Document Center

Your dental clinic has several office workers, and sometimes the same documents are unknowingly scanned more than once and stored in the Document Center. If you have duplicate files or have attached a document to the wrong person in the Document Center, it is okay to delete that document to reduce redundancy and save storage space.

How To
  1. Open the Document Center and select a patient.
  2.  From the patient's document tree, select the document that you want to delete, and click Edit > Delete Selected Document(s).

  3. Click OK to delete the document, or if a document is attached to more than one source, a message appears giving you the option to delete the current document only, or to delete the document for all attachments. Select the appropriate option, and click OK.

Additional Information
  • You cannot delete a document that has been signed.
  • You can also delete documents by first selecting them and the using the Delete Selected Document(s) button on the Document Center toolbar.
  • To learn more, read Deleting Documents in the Dentrix Help.

Tuesday, October 3, 2017

Searching for Payments in Dentrix

It would be nice to have every piece of information available when you need to find a payment in Dentrix, but that isn’t always the case. For instance, a patient tells you they made a payment, but it is not posted on their account. You need to find out where that payment was posted so you can correct the error, but you only have the payment date and the payment amount to work from.

Luckily, the Search Payments utility lets you perform a search with whatever information you have available without having to manually look through individual patient accounts or running reports. 

How To
  1. From the Ledger, click File > Search Payments.
  2. Enter the search criteria you have available to find the payment(s). Click Search. Payments matching the criteria will be listed.

  3. Double-click any payment in the list to open the Ledger for that patient so you can view the payment in more detail.
Additional Tips
  • You can combine several search criteria (check number + date, or payment type + amount, for example) for a more precise search with fewer results.
  • In the search results, click any column header to sort the results by that column. Or click and drag the column header to rearrange the columns.
  • To learn more, view the Search Payments video or read Searching Payments in the Dentrix Help.

Tuesday, September 26, 2017

Assigning a Specific Provider for Continuing Care

One of your patients was recently seen by HYG2 for a prophy appointment. The patient appreciated how the hygienist listened to her concerns and her gentle touch when cleaning her sensitive teeth, and she would like to continue to see that hygienist for future appointments. You can accommodate requests like this and set up a specific provider for continuing care appointments as part of assigning a continuing care type. That way, when you schedule a prophy appointment, the patient’s preferred provider is attached by default.

How To
  1. From the Family File, select a patient and double-click the Continuing Care block.
  2. Select the prophy continuing care type from the list (or select the perio type if the patient is on perio maintenance), and click Edit. (If the patient does not already have the selected continuing care type assigned, click Set.)

  3. In the Provider group box, select the provider the patient wants to perform their continuing care.
    • Prov1 - Continuing care appointments default to the patient's primary provider (as selected in the Family File).
    • Prov2 - Continuing care appointments default to the patient's secondary provider.
    • Spec - Continuing care appointments default to the specific provider you select in the drop-down list.
  4. Enter the other information as needed for the continuing care type.
  5. Click OK. When an appointment is scheduled for the continuing care type, the specific provider attached to the continuing care type is listed as the appointment provider in the Appointment Information dialog box.
Additional Tips
  • When scheduling appointments, you can still manually change the provider/additional provider for the appointment in the Appointment Information dialog box as needed.
  • To learn more, read Editing Continuing Care Types in the Dentrix Help.

Tuesday, September 19, 2017

Emailing a Document from the Document Center

One of your patients called this morning and asked for a copy of his most recent billing statement and the EOB for his last insurance payment. If you are using the Document Center to store patient documents, you can simply select the requested documents, open an email message from Dentrix (which automatically adds the document as an attachment), and send it to the patient via email.

How To
  1. Open the Document Center and select the patient to whom you need to send a document.
  2. From the Document Tree, select the document you want to send.

  3. Click File > Send Document(s). Your email program will automatically open with the following attributes:

    • The To address field will have the patient's email address (if one is store in the Family File).
    • The Subject field will be populated with the document's description.
    • The document's description will also be used for the attached file name, along with the document's type (PDF, JPG, etc.) and file size.
    • Any notes from the Document Information dialog box will be included in the main body of the message (which you can edit before sending).
  4. Add text to the body of the email as needed and click Send to send the message.
Additional Tips
  • To email a document from Dentrix, your computer must be running a MAPI-compliant email software such as Microsoft Outlook or Outlook Express. Web-based mail accounts, such as Gmail or Yahoo Mail, do not work with Dentrix.
  • If MAPI-compliant software is not installed or your practice uses a web-based solution, you can export the document and then attach it to an email. (Open the Document Center, select the document from the Document Tree, and click File > Export Document(s). Save the document to your computer and then attach it to your email.
  • You may want to record the correspondence in the patient's Office Journal, as Dentrix does not do this automatically.
  • To learn more, read Sending Documents Electronically and Exporting Documents as Files in the Dentrix Help.

Tuesday, September 12, 2017

Copying Procedure Notes to Clinical Notes

After each appointment, the clinical providers in your office spend several minutes writing detailed, accurate clinical notes. It would save a lot of time to not have to write all of the notes from scratch. Did you know that many procedure codes in Dentrix already have procedure notes written that can be copied and used as part of your clinical notes? Instead of taking the time write all that information again, get a head start by copying the information that’s already in the procedure notes to your clinical notes and then making edits and additions as needed.

How To
  1. From the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. Select the procedure code category and individual procedure you want to edit, and click Edit.
  3.  Click Edit Note.

  4. Edit the procedure note text as needed, select the Copy to Clinical Note option, and click OK.
  5. Click Save, verify that you want to save your changes, and then click Close.
  6. Repeat for other procedure codes as needed.
Additional Tips
  • Whenever the procedure is posted complete for a patient, the procedure note appears as the clinical note on that date. You can edit the clinical note and make changes or add additional information as needed.
  • Not all procedures in the Procedure Code Editor will have procedure notes by default. You can add or edit the procedure notes for any procedure and then select the Copy to Clinical Notes option.
  • When you set complete a procedure code that requires a tooth number, surface, quadrant, or other treatment area information, that information will automatically be added to the beginning of the clinical note text. For example, if the procedure code note read “Filling of a cavity.” When you set complete the procedure, the clinical note will read “Tooth:  3 Surface: O Filling of a cavity.”
  • To learn more, read Editing Procedure Notes in the Dentrix Help.

Tuesday, September 5, 2017

Clearing a Continuing Care Type from a Patient

Assigning a patient to a continuing care type is the best and easiest way to keep them on schedule for regular preventive treatment. Most often a patient will be assigned the "prophy" type. But a patient's needs change with dental conditions and diagnoses. Some of your patients may develop periodontal disease, for example. If this happens, you'll want to attach patients to the "perio" continuing care type instead. But how can you make sure the same patient isn't attached to both the prophy and perio continuing care types in Dentrix? Follow these simple steps to clear a continuing care type from a patient:

How To
  1. From the Family File, select a patient.
  2. Double-click the Continuing Care block.
  3. Select the continuing care type that you want to clear and click the Clear button.

  4. Click Yes to the confirmation message that appears to clear the continuing care type from the patient.
  5. Click Close to return to the Family File.
Additional Tip
  • To learn more about assigning, editing, and clearing continuing care types, see the topics listed under Continuing Care Overview in the Dentrix Help.

Tuesday, August 29, 2017

Requiring a Pre-Authorization for Specific Procedures

Occasionally, insurance companies require you to submit a pre-authorization for a procedure before the work is completed. Because these requirements vary from insurance company to insurance company, you can manipulate the coverage table for each insurance company in Dentrix and mark the procedures that require pre-authorizations.

 How To
  1. In the Office Manager, select Maintenance > Reference > Insurance Maintenance.
  2. Highlight the insurance plan you want to update, and click the Coverage Table button.
  3. Select the procedure (or procedure category) that requires a pre-authorization.

  4. Check the Pre Auth checkbox and then click Change. A “Y” will appear in the Pre Auth column. When that procedure is treatment planned for a patient, a notation is added to the Treatment Plan view of the Ledger and the Case Detail view of the Treatment Planner.
  5. Click OK to save the changes.

Additional Information
  • You should make it a habit to update the coverage table when insurance companies notify you of procedures that require pre-authorization. Then as procedures are treatment planned for patients, double-check the Treatment Planner view of the Ledger for which procedures need authorized before treatment.
  • In the Treatment Planner, click View > Procedure Information and make sure that the PreAuth option is checked. Then when you use the Treatment Planner Case Detail view, you will be able to see whether a pre-authorization is needed before you complete the procedure.
  • When viewing the Treatment Plan view in the Ledger, procedures needing pre-authorization display the following information in the Ins column to indicate what kind of pre-authorization is required:
    • 1** - Indicates primary insurance requires a pre-authorization on that procedure.
    • 2 - Indicates secondary insurance requires a pre-authorization on that procedure.
    • 1*2 - Indicates both primary and secondary insurance require a pre-authorization on the procedure.
    • NO - Indicates neither insurance requires a pre-authorization on the procedure.
To learn more, log in to the Dentrix Resource Center and read article #22873 Applying Insurance Pre-Estimate Flags in the Dentrix Knowledgebase.

Learning how to customize insurance coverage tables is part of the Insurance: Billing and Collections Workshop which is offered in cities nationwide this fall. Click the link to view workshop details and to register.

Tuesday, August 22, 2017

Tips for Adding Insurance Plans in Dentrix

It's important to set up insurance plans properly in Dentrix in order to give accurate insurance estimates, and make it easier for you to process insurance claims and work with insurance in Dentrix. 

Maybe your office sees patients who have different insurance carriers and you are constantly entering these new carriers into the database, or maybe your staff rotates front desk responsibilities and you have new staff entering insurance information regularly. By having policies in place to make sure the way insurance carriers are added to Dentrix is done consistently, you increase the likelihood of having accurate estimates.

Use these three tips to update your policies about how insurance plans are entered in Dentrix:

  1. You should always search for the insurance company you want to add to your database to make sure it hasn’t already been entered in Dentrix. Having multiple instances of the same insurance company can cause problems, such as assigning the wrong insurance plan to patients, or when you update insurance information for one plan you don't update the other, leaving one of the plans outdated.
  2. A good way to prevent different spellings or abbreviations of the carrier name is to enter the information exactly as it is printed on the patient's benefit card.
  3. The Group Plan name is primarily used to help you distinguish this plan from other plans with the same carrier. If the carrier doesn’t furnish the group plan name, you can use this field to enter a plan name that will mean something within your office. By marking the Do Not Include Group Plan Name option in the Insurance Claims Options group box, the name you give the group plan will not be printed on claims.

To learn more, read Entering a New Insurance Plan in the Dentrix Help.

Tuesday, August 15, 2017

Attaching Continuing Care Types to Procedure Codes

If you discover that patients' continuing care due dates aren't resetting automatically when a patient is seen for a continuing care appointment, it is often because procedure codes have not been set up properly with continuing care attached to them.

To fix this problem, you should review your procedure code setup to make certain that codes have been properly assigned to the desired continuing care types, and then attach procedure code(s) to the continuing care type you want the continuing care due date to automatically reset for.

For example, your office wants to attach the PERIO continuing care type to procedure codes D4341 and D4342 so patients are automatically set up on continuing care when they come in for scaling and root planing.

How To

  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.
  2. Select a Procedure Code Category and individual procedure, and click Edit.
  3. Click the Auto Continuing Care search button.

  4. Select the continuing care type to which you want to assign this procedure code, and click the Select button.
  5. Click Save, answer Yes to the prompt, and click Close.
Additional Information
  • A procedure code may be assigned to only one continuing care type. However, you can assign multiple procedure codes to the same type.
  • When a continuing care type is attached to a procedure, Dentrix automates three processes for you:
    • When you select a continuing care procedure as an appointment reason, Dentrix automatically attaches that assigned continuing care type to the appointment.
    • When you post a continuing care procedure, Dentrix automatically resets the patient's continuing care due date according to the interval you defined.
    • If you haven't previously assigned a continuing care type to the patient, when you post a continuing care procedure, Dentrix will assign that type for you using the defaults you defined.
To learn more, read the Dentrix Help topic titled, Attaching Continuing Care Types.

Tuesday, August 8, 2017

Reactivating Archived Patients

Sometimes patients who have been away for several years move back into the area and come back to your practice. If you archived these patients and they return to your practice, you can easily reactivate them in Dentrix. When you reactivate the patient, their address, procedures, insurance claims, payments, adjustments, medical alerts, prescriptions, patient questionnaires, and periodontal exams are all restored.

How To
  1. From the Family File, open the Select Patient dialog box and check Include Archived Patients.

  2. Select the archived patient you want to reactivate and click OK.
  3. In the Family File window, double-click the Patient Information block.
  4. Click OK to the message that appears. Dentrix will change the patient status to Patient.
Additional Tips
  • The  Include Archived Patients checkbox option is only available when selecting a patient from the Family File.
  • When an archived patient is reactivated, view the Patient Notes to see information regarding their previous continuing care, employer, insurance, and referral settings (if any).
  • To see a list of all archived patients, generate the Archived Patient List. From the Office Manager, select Reports > Lists > Archived Patient List and enter filtering criteria to generate the list.
To learn more about how to archive a patient, see our previous tip post titled, Archiving Patient Records.

Tuesday, August 1, 2017

Purging Appointments and Events in Dentrix

You create and complete patient appointments hundreds of times each day as part of your workflow. But what should you do with those completed appointments from the past that are no longer needed?

You should purge old appointments from Dentrix on a regular basis, keeping only the last 1-2 years of appointments. And as of Dentrix G6, you can also purge old events as well. When you purge old appointments and events, searching for patient appointments takes less time, because you will have cleared out old data you don’t need anymore.

To purge appointments and events:

  1. In the Appointment Book, from the File menu, click Purge Appointments/Events.
  2. Enter a date in the Cutoff Date field. Appointments and events before this date will be purged from Dentrix.

  3. Click OK. A warning message appears asking you to confirm that you want to purge appointments. Click OK to continue with the purge.
Additional Tips
  • Dentrix automatically creates an entry for each purged appointment in the patient’s Office Journal.
  • Purging appointments and events does not purge unscheduled appointments. If you want to purge unscheduled appointments, open the Unscheduled List, select Appt > Purge Appointments, enter a cutoff date, and click OK.
  • When performing Month End, you have the option to include an appointment/event purge as part of that process.
  • When you purge appointments/events manually from the Appointment Book, other users do not have to close out of Dentrix, as they have to do when you purge appointments as part of Month End.

Tuesday, July 25, 2017

Save Time with Payment Agreement Templates in Dentrix G6.4

As you set up a payment agreement, you can customize the terms and conditions of the agreement. Save yourself from having to make those adjustments every time you create a payment agreement by creating a new agreement template that includes the terms you use most often. In Dentrix G6.4, payment agreement templates replace having to set an individual agreement's terms.

For example, if your practice wants to set up a payment agreement template for staff members who have dental treatment performed, you can create a template called Standard Staff Agreement with no annual finance charge, an annual late charge of 1%, a grace period of 15 days, no minimum late charge, and a minimum balance to charge of $100.

How To
  1. From the Office Manager, select Maintenance > Practice Setup > Payment Agreement Manager Setup.
  2. To create a new payment agreement template, click New.

  3. Enter a name for the new template, enter the terms for the agreement in the corresponding fields, and click OK.

  4. Click Close. The next time you create a new payment agreement, you'll be able to select that template.
Additional Tip
  • To edit an existing payment agreement template, from the Office Manager, go to Maintenance > Practice Setup > Payment Agreement Manager Setup, select an agreement template from the list, and click Edit.
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, July 18, 2017

Setting up a Payment Agreement in Dentrix G6.4

At times, a patient may need to pay off a procedure or balance over time. You can accommodate these patients by setting up a payment agreement with them in which they agree to pay off their balance through regular payments instead of in one lump sum.

You can track payment amounts and due dates, print payment coupons, and apply interest terms in Dentrix. With Dentrix G6.4 and higher you can use the new Payment Agreement Manager to manage payment agreements and to post payments from a single location for multiple accounts.

To set up a payment agreement in Dentrix G6.4:

  1. From the Ledger, select the patient for whom you want to create a payment agreement, and click the Billing/Payment Agreement button.

  2. From the Billing Type drop-down list, select the billing type to be assigned to the account.
  3. Enter the agreement date and select the payment interval from the drop-down list.
  4. Enter the annual finance charge percentage, total amount of the agreement, first payment due date, and payment amount in the corresponding fields.
  5. Click the Agreement Templates button and select the terms to apply to the payment agreement from the list. Click OK.
  6. Click OK to save the agreement.
Additional Tips
  • Once you have created a payment agreement for a patient, they will appear in the Payment Agreement Manager, which you can use to enter payments.
  • When you enter the total agreed amount, Dentrix calculates the total number of payments necessary and puts that number in the # of Payments field. Conversely, you can enter the number of payments and have Dentrix calculate the amount of each payment.
  • By clicking the Print button, you can print a Truth in Lending Statement, an Amortization of Payments and Charges, and/or a coupon book for patients.
Make sure you subscribe to the Dentrix Tip Tuesday blog so you don’t miss next week’s tip about how to create and customize payment agreement terms templates.

Tuesday, July 11, 2017

Using Medical Alert Notes

When you document a patient's medical conditions in Dentrix, it is important to give all the information about the condition that your staff will need to know. In Dentrix G6, you can add notes to medical alerts that can provide this clarifying information about a patient's medical condition.

  1. In the Family File, double-click the Medical Alerts block. The left side of the dialog box lists the medical alert(s) currently assigned to the patient (if any), and the right side of the dialog box lists any clarifying notes.
  2. Click the Edit button.

  3. Select an alert from the list to assign it to the patient.
  4. Add a note in the Note field that gives additional information about the medical alert. Click the Insert Date Line button to add a date line to the note as needed.
  5. Click OK to save your changes.

Additional Tips
  •  Medical alerts can be customized in the Office Manager. You can have up to 64 medical alerts. Be careful when changing medical alerts in definitions as your changes will affect other patients to whom that medical alert is assigned.
  • You can use the note field as a way to keep track of several kinds of medical alerts without creating different medical alert categories. For example, you can use the generic Allergy category and create notes that describe the different types of allergies patients have instead of creating several different allergy alert types.

Tuesday, July 4, 2017

Finding Patients Not Attached to Continuing Care

Occasionally, patients who haven’t been in for a while will call to schedule an appointment, and they’ll tell you they didn’t receive any kind of reminder that they were due for a cleaning. This usually happens when the patient isn’t attached to continuing care in Dentrix, so Dentrix can’t track when that patient is due. You can prevent this by generating a list of patients who haven’t been attached to continuing care.

To find patients not attached to continuing care:
  1. From the Continuing Care module, click Views > Temporary View.

  2. In the Type group box, select the continuing care type you want to focus on, and select Without CC. Leave all other settings at the default and click OK to generate a list of matching patients.
Additional Tips
  • Once you have generated a list of patients who aren't attached to a continuing care type, you can easily manually attach that type to the patient. Select a name on the list and click Edit > Selected Patient's Continuing Care. Select the type you want to attach to the patient, and click Set. Set the continuing care options as needed and click OK.
  • To learn more, read Accessing the Continuing Care List in the Dentrix Help.
Take the new online Dentrix Continuing Care Mastery course to learn more about setting up and maintaining your continuing care system. Log in to the Dentrix Resource Center,and follow these steps:

  1. In the Get Your Training section, click Enter
  2. Click Register to create your learner account, or log in if you already have one. 
  3. Then, under Study for Mastery, click Courses and select the Continuing Care Mastery course.