Tuesday, February 25, 2020

Make Documenting Referral Sources More of a Priority

If you enter new patients without including a referral source, your practice is missing some great opportunities! Without this valuable referral information, you limit your reporting options to know which of your advertising methods is the most effective. You also miss the chance to thank your most productive referring doctors or patients. It is especially important for periodontal, pediatric, or other specialty practices to track where your new patients are coming from.

Yet when you are in the rush of checking in new patients, the step might not seem important. It is so easy to skip over collecting and documenting that simple referral information.

To make sure that this step is not overlooked, Dentrix G7.3 now offers two new options:
  1. When creating a new patient file, the Referred By field is now available within the Head-of-House Information and Patient Information windows.

  2. An office administrator can now set the Referred By field as required when entering new patient information. In the Office Manager, click Maintenance > Practice Setup > Preferences and check the box next to Require Referred By for new patients.

This new feature in Dentrix G7.3 will help you stay on top of your new patient referral sources so you can track, expand, and reward those sources!

For additional information, read the following this post from the Dental Office Manager blog titled, Requiring Referral Sources for New Patients.

Tuesday, February 18, 2020

Processing Payments Promptly by Adding a Credit Card to a Payment Agreement

Wouldn’t it be nice if your patients on payment agreements always paid the correct amount on the date it was due? And what if you could routinely post these payments on a monthly basis without having to bill your patients? With Dentrix Pay, you can add a patient's credit card to their payment agreement and use that card to process payments when they’re due.* You'll be paid promptly, and your patients won't have to remember to send you a check!

To add a credit card to a payment agreement, open the patient’s Ledger and click the Billing/Payment Agreement button. Click the Credit Card drop-down menu, select Add Card, and follow the on-screen directions.

Be sure to have the cardholder sign the consent form authorizing you to use their card for payments. When finished, click OK. You're now ready to process their payment agreement with their saved credit card as soon as it’s due.

For additional information:
*You must have Dentrix Pay to save credit cards and to use them for recurring payments. For more information, visit www.Dentrix.com/DentrixPay or call 844.853.2285.

Tuesday, February 11, 2020

Use Fast Checkout to Create Claims Automatically

When a patient checks out, do you find yourself manually creating an insurance claim for their completed procedure(s)? Wouldn't it be nice if Dentrix would automatically create and send a claim for those procedures — with the click of a single button? With the Ledger's Fast Checkout button, you can do just that!

However, before you can use the button, you must set it up with the options you prefer.

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

Check the Create Insurance Claim check box. Select an option for how you want Dentrix to "send" the claim:
  • Batch - send the claim to the Batch Processor
  • Send Electronically - submit the claim to insurance carriers electronically (requires Dentrix eClaims) 
  • Print - send the claim directly to the printer
Then click OK.

Once set up, when you click the Fast Checkout button in a patient's Ledger, Dentrix automatically creates a claim for today's completed procedures and sends the claim for you.

Bonus Tip

Also within the Fast Checkout Setup dialog box are options you can check so that after the claim is processed, you can enter a payment and/or generate a walkout statement for the patient.

For additional information, read Setting Up Fast Checkout Options in Dentrix Help.

Tuesday, February 4, 2020

Updating Your Printed Insurance Claim Form

Have you heard? The American Dental Association released a new insurance claim form! Dentrix G7.3 is able to begin printing that form, but you will need to make a simple change to enable it.

In Office Manager, open Maintenance > Practice Setup > Definitions. From the Definition Type menu, choose Claim Format.

In Definitions, you will usually see codes such as DX2018 or DX2012 - or possibly older. The reference table below will let you know what the common codes are.

  • DX2019 – form J432 (ADA's 2019 claim format, available with Dentrix G7.3)
  • DX2018 - form J432 (ADA's 2018 claim format, available with Dentrix G7.1 with updates installed)
  • DX2012 - form J430 (ADA's 2012 claim format, available with Dentrix G4.8 with updates installed)
  • DX2007 - form J400 (ADA's 2006 claim format, available with Dentrix 11 and G2 with updates installed)
  • DX2003 - form J515 (ADA's 2002 claim format, available with Dentrix 10)
  • DX2000 - form J591 (ADA's 1999 claim format, available with Dentrix 7.5)
  • DWNLOAD - form J504 (ADA's 1995 claim format, if you still use this one, you go way back!) 
To update a claim form:
  1. Select a line showing an old claim form code. This will copy the text of the line into the two editable Definition Text boxes. 
  2. Alter the text and enter the new claim format code DX2019, and then click the Change button. You will be warned that the change will affect all insurance carriers that previously used the old definition. 
  3. Click OK to proceed with the change.
Note: You can only select and change codes one-at-a-time.  And if there are extra characters at the end of the code, go ahead and update the code but keep those characters. For example, DX2012F would become DX2019F, DX2018X would become DX2019X, etc.

In the example image, you see that it is also possible to list the ADA's J### form name. If you do this, the claims will print without including the graphic. That means that you'll need to have blank claims in the paper tray of the printer so that the information will print, lined up in the right position on the page to match the lines and boxes.

Once the claim format codes are updated, all future claims you generate will print on the newest claim form!

For more information, read the Customizing Claim Formats topic in Dentrix Help.

Tuesday, January 28, 2020

Customizing Dentrix Module Toolbars

Did you know that you can rearrange toolbar buttons in Dentrix? On each workstation, you can re-order the buttons into a configuration that makes sense for you. Keep in mind though, that customizing a toolbar only affects the workstation where the customization occurred—not any other workstations.

You can customize Dentrix toolbars in one of two ways, depending on the Dentrix module you are working in.

Customizing the Appointment Book, Family File, Ledger, or Office Manager Toolbars

  1. Right-click anywhere on the toolbar and select Customize Toolbar.

  2. This example is from the Appointment Book toolbar.

  3. The Customize Toolbar window is divided into two sections, Available Buttons (those not currently in use on the toolbar) and Toolbar Buttons (those currently in use). Do any of the following to customize the toolbar:
    • To remove a button from the toolbar, select an item in the Toolbar Buttons list and click the “<” button to move it to the Available Buttons list. 
    • To add a button to the toolbar, select an item in the Available Buttons list and click the “>” button to move it to the Toolbar Buttons list.
    • To rearrange the order in which a button appears on the toolbar, select an item in the list and click the Move Up or Move Down button until the selected item is in the position you want. Repeat this process for other buttons as needed.
    • To return the buttons to the module's default settings, click the Default button.
  4. Use Separators to set up groups of buttons:
    • To add a Separator, select the ---Separator--- option in the Available Buttons list and move it to the Toolbar Buttons list and position it as needed.
    • To move a Separator in the Toolbar Buttons list, select it and position it as needed.
  5. Click OK to save your changes.
Note: The Toolbar Buttons list, from top to bottom, represents how the button arrangement will appear on the actual module toolbar from left to right.

Additional Information
  • When you move a button from the Available Buttons list to the Toolbar Buttons list, the button is automatically set at the bottom of the list. Move the button within the list as needed.
  • For more information about customizing the toolbars for the Appointment Book, Family File, Ledger, and Office Manager view Customizing the Dentrix Toolbars in Dentrix Help.

Customizing the Patient Chart, Document Center, Questionnaires, or Treatment Planner Toolbars

Customizing a toolbar works differently in the Patient Chart, Document Center, Treatment Planner, and Questionnaires modules. For more information about customizing toolbars in these modules, read the following:

Tuesday, January 21, 2020

Process Payment Agreements in a Single Batch with Saved Credit Cards

One of the great features of Dentrix Pay is the ability to save a patient’s credit card information when you create a payment agreement. But what do you do when payments are due? Do you open each patient’s agreement and make their payments individually? You could, but there's a faster and easier way: batch processing.*

Every morning you can open the Payment Agreement Manager and process every agreement that's due—all at once.

How To:

  1. From the Ledger, click File > Payment Agreement Manager. (Or click the Payment Agreement Manager toolbar button.)
  2. Click the Process Due Amounts button. The number of agreements due is enclosed in parenthesis, so you don't have to search through the list to find them.

  3. If needed, deselect the guarantor(s) for whom you don't want to process a payment by clicking the X next to their name. Then click the Process button.

  4. Review the processed payments (and any that did not process) and click Close.
That's it! The payment agreements that were due, have been paid. 

And Dentrix makes sure you don’t forget to process payments. When you open the Ledger a pop-up message will display the number of agreements that are due for processing. All you have to do is click the Process Due Payments Agreements button. The Payment Agreement Manager will open, and you can process the agreements as described above.

For more information about batch processing payment agreements with saved credit cards:

*You must have Dentrix Pay to batch process payment agreements with saved credit cards. For more information about Dentrix Pay, visit www.Dentrix.com/DentrixPay or call 844.853.2285.

Tuesday, January 14, 2020

Archiving Patients Just Got Easier!

In previous versions of Dentrix, you may have found it frustrating to try to archive a patient, only to have Dentrix tell you that the patient did not have a zero balance, and therefore couldn’t be archived.

It required you to go to the Ledger and poke around, looking for the cause. There might have been an obvious balance that needed to be adjusted to another family member, or there might have been a much more subtle problem caused by an old payment that was assigned to the wrong provider. Whatever it was, Dentrix could see it but it wasn't telling you!

Now, when you archive a patient using Dentrix G7.3, you'll see something new: the Archive Patient Wizard. This wizard streamlines the processes of identifying patient provider balances. After showing you what the balances are, it will ask which credit and charge adjustment types you want to use to correct them, and then it will post the necessary adjustments automatically. You just click Next through the wizard and verify the settings at each step!

The Archive Patient Wizard is another way that Dentrix G7.3 reduces your administrative workload!

To watch a short video demonstrating this feature, visit the Dentrix Resource Center and click Dentrix New Feature Videos.

Tuesday, January 7, 2020

Why Is the Family Portion of Balance Showing 0.00?

Sometimes an account gets a little lopsided, and the insurance estimate comes in higher than the balance owed.

In past versions of Dentrix, the Family Portion of Balance line in the Ledger used to show a negative amount – so that when added to the Expected from Dental Insurance amount, the two would equal the Family Balance.

You may have noticed that in Dentrix G7 it stopped doing that. The Family Balance now shows 0.00 by default.

If you liked it the old way, you can change it back.

  • If you are using Dentrix G7.0 - G7.2, in the Ledger, select the File menu, then Pre-Payment Allocation Setup
  • If you are using Dentrix G7.3, in the Ledger select File > Allocation Options Setup.

In the If estimated ‘Family Portion of Balance’ is less than 0: section, select the option you want to see in the Ledger: either Display 0.00 or Display Credit Amount, and click OK.

For more information, see the various topics on Setting up the Ledger in Dentrix Help.

Thursday, January 2, 2020

Year End -- Have You Done It?

Before you start your year-end processes, read our "Closing the Year in Dentrix" article found in the online version of Dentrix Magazine. In it, the Dentrix Customer Support team shares how to make the year-end process as easy as possible by providing some helpful advice and tips.