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.