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.

Tuesday, January 10, 2017

Preventing Patients from Receiving Billing Statements

There are some patients you may not want to send a billing statement to. These patients could have a special billing circumstance they have worked out with the doctor or they may be family/VIP patients that are not billed like regular patients.

You can prevent patients who fit these situations from receiving billing statements by assigning them to a "No Statements" billing type and then not including that type when you generate statements.

To prevent patients of a certain type from receiving billing statements:
  1. Select the patient in the Ledger.
  2. Click File > Billing/Payment Agreement to open the Billing/Payment Agreement Information dialog box.


  3. In the Billing Type list, select the billing type you use for patients who shouldn't receive a statement.
  4. Click OK. The patient is now assigned to the new billing type. The updated billing type appears at the bottom of the Ledger window in the gray area.


Once you have assigned the patient to a "No Statements" billing type, when creating billing statements, simply do not include that type in the range of billing types to generate. And remember that you can change a patient’s billing type at any time, so that if their situation changes, you can easily incorporate them back into a billing type that is billed regularly.

For additional information on creating a "No Statement" billing type (if you don't already have one), see the Customizing Billing Types or Setting Billing Types topics in the Dentrix Help. For additional information on generating statements, especially on selecting a range of billing types to include in your statement run, see the Generating Billing Statements topic in the Dentrix Help.

If you read this article looking for how to exclude a billing statement from an existing batch, please see our previous blog post titled, Verifying Billing Statements to Send.

If you read this article looking to avoid resending a billing statement to a patient who was sent a statement within a certain time frame, please see our previous blog post titled, Using the "If Note Billed Since" Option When Generating Billing Statements.

Tuesday, January 3, 2017

Save Time When Scanning Documents

There it is again--that growing stack of papers that is the scan pile...

Did you know that not only can you designate an empty folder on your computer to saved scanned documents into automatically regardless of the type of device you used to scan the document, but that you can also set certain document information to be pre-filled?  It's like putting your scanning on auto-pilot, and it just takes a few minutes to set up in the Dentrix Document Center.

Note: If you haven't already set up Auto File Acquire, a message appears when you first open the Document Center. Click Yes to set up Auto File Acquire.

To set up (or make changes to) Auto File Acquire:

  1. In the Acquire menu in the Document Center, click Auto Directory File Acquire.


  2. In the Setup Acquisition Method Defaults dialog box, make sure the Select Acquisition Method option is set to Auto File Acquire.
  3. The following settings will be used for any document(s) acquired using the Auto File Acquire method:
    • Document Type - Select the appropriate type from the drop-down list. If the majority of items you scan in your office are patient payment agreement forms, for example, set this option to Payment Agreement Documents. You can always edit the document type for individual documents later.
    • Description - Type a description of the document. This too can be edited after the fact as needed.
    • Orientation - Select an orientation from the list. This option really only applies to X-rays and other images of a patient's mouth.
    • Acquire without displaying Document Information - Check this box to prevent the Document Information dialog box from appearing. For example, if you have the Document Type set to Payment Agreement Documents, and you happen to be scanning a single EOB, you would want the Document Information dialog box to appear so you could change the document type and description for document as it's entered in Dentrix. But if you are scanning a stack of Payment Agreement Documents, it may make sense to check the box, so the Document Information dialog box doesn't appear repeatedly.
  4. Under Set Default Scanner Import Folder, click the search button.
  5. Do one of the following:
    • Select a folder on your computer where scanned documents will be stored, and click OK.
    • Click Make New Folder to create a new folder when documents will be stored, give the new folder a name, and click OK.
  6. In the Combine Images Created within [X] seconds field, select the appropriate number of seconds. When scanning multiple images (such as X-rays) at once, Dentrix will combine documents into a single image if they are scanned within the amount of time you set here. Enter a number between 1 and 30. To prevent unwanted combining of images, set your number to 1 second.
  7. Click Save and Close.
For more information, see our previous Tip Tuesday post on setting up document types.