Tuesday, December 9, 2014

Closing the Office on a Selected Day

Updated 3/23/2020

When you have to close the entire office for an extended period of time, or for holidays or other events, instead of just blocking off the operatories in the schedule, the best thing to do is to close the office on that day in the Appointment Book.

If you leave the office open and just block out time, the day will still be counted as available time on your reports and your weekly and hourly production totals will be lower than they should be.

When you close the day in the Appointment Book, the day will be grayed out and will give you a warning that the office is closed if you try to schedule something on that day.

To close the office on a selected day:

  1. From the Appointment Book, click Setup > Practice Schedule.

  2. Select the day the office will be closed, click the Office Closed button, and then click Close Office on selected date. The hours will be removed from the day and it will turn gray. The day will also be grayed out in the Appointment Book.
  3. Click Close to return to the Appointment Book.

Bonus Tip:  You can also close the office for holidays that occur on the same date every year (such as July 4th or Christmas Day). When you click Office Closed, click Set Yearly Holiday on selected day. Do not use this option for holidays that occur on the same day of the week each year, but not the same date (for example, Thanksgiving and Memorial Day).

For more information, read the Setting Yearly Holiday Closures and Closing the Office For a Day topics in Dentrix Help.

Tuesday, December 2, 2014

Referring Several Procedures at Once

Updated 4/29/2019

At times a patient may have several procedures or a series of procedures that you are referring to a specialist. While you can edit each procedure individually and add the referral to each one, this process can be simplified by using the Treatment Planner to add a referral to a group of procedures at once.

To refer several procedures at once:
  1. Select the appropriate patient in the Patient Chart, and then open the Treatment Planner.
  2. Click the New Case button and create a new treatment plan case called "For Referral."
  3. Click and drag the procedures you want to refer from their current treatment-planned case into the "For Referral" case you created.
  4. Select the "For Referral" case and click the Update Case Status button, and select the Referred status.
  5. Click Referred search button >> to select the provider to whom you are referring the procedures.
  6. Click OK. The case will be marked as Referred. All the procedures in the case will be marked as referred in the Progress Notes, and the procedure amounts will be zeroed out.
For more information, read the Updating Case Status topic in Dentrix Help.

Tuesday, November 25, 2014

Automatically Creating Secondary Claims

Updated 4/29/201

Dentrix can save you time and speed up your claim process by automatically creating secondary claims when you have posted a payment to close a primary claim. In addition to having Dentrix create the secondary claim, you can have Dentrix automatically close the claim if the secondary claim comes back with no pending insurance estimate.

To automatically create secondary claims:
  1. From the Ledger, click File > Insurance Payment Setup. The Insurance Payment Setup dialog box appears.

  2. In the Additional Options group box, check the Auto-Create Secondary Claim with Primary Payment option to enable Dentrix to automatically create a secondary claim.
  3. Check the Auto-Receive Secondary Claim if No Pending Ins Estimate option to enable Dentrix to automatically post a zero payment and close out the secondary claim if the insurance estimate is $0.00.
  4. Click OK.

For additional information, read the Creating Secondary Claims Automatically topic in Dentrix Help.

Tuesday, November 18, 2014

Searching for Payments

Updated 4/29/2019

Have you ever had to research an insurance payment that you know you entered into Dentrix, but you don't know who the payment was posted to? Or, have you ever had a patient call you to talk about a payment they made "earlier this year" that they have questions about?

You can use the Search Payments utility to find specific payments that have been posted to the Ledger without having to manually look through patient accounts or running reports. You can find payments using the information you have, such as check number, date, insurance carrier, payment type, amount, or guarantor.

To use the Search Payments utility:
  1. From the Ledger, click File > Search Payments.

  2. Enter the search criteria you want to use to search for the payment(s). You can combine several search criteria for a more precise search with fewer results.
  3. When you have entered your search criteria, click Search. Any payments matching your criteria are listed. Double-click any payment listed to open the Ledger for that patient so you can view the payment in more detail.

Want to see how to do it? Watch this video to see the process in action:

For more information, see the Searching for Payments topic in Dentrix Help.

Tuesday, November 11, 2014

The Scheduled Patients Summary in the Daily Huddle Report

Updated 4/29/2019

Did you know that you can generate a list of all patients coming in today that tells you which of the patients are overdue for continuing care, which have treatment plans, and which have family members without an upcoming appointment? It's called the Scheduled Patient Summary, and it's a customizable report within the Daily Huddle Report.

The Scheduled Patient Summary is an important tool to use in your daily morning meetings. You can use this information to talk with your staff members about opportunities you have to discuss future appointments or other patient problems with patients coming into the office today.

To generate the Scheduled Patient Summary:
  1. From the Appointment Book, click File > Print Daily Huddle Report or click the Daily Huddle Report button.
  2. Check Scheduled Patients Summary to include the summary when you generate the rest of the report.

  3. Click Scheduled Patients Setup.

  4. Select which criteria you want to display on the summary, and click OK.
  5. Click Preview to generate the Scheduled Patients Summary.

For additional information read Super Charge Your Daily Huddle in Dentrix Magazine.

Tuesday, November 4, 2014

Viewing Patient Insurance Benefit Information in the Treatment Planner

Updated 4/29/2019

Did you know that when you are discussing the financial considerations of a treatment plan with a patient, you can view the patient's deductibles met, benefits used, and insurance coverage breakdown, without having to switch to the Family File?

That information is available to you with the click of a button in the Treatment Planner.

To view patient insurance benefits:

  1. With the patient selected in the Treatment Planner, click the Insurance Benefits button.

  2. Review the information with the patient and use it to explain insurance and patient portion of your fees for the planned procedure(s).
Note: The information contained in the Dental Insurance Benefits dialog box is only as accurate and reliable as your office policies about entering them into Dentrix.

For more information, read Viewing Insurance Information and Estimates in Dentrix Help.

Tuesday, October 28, 2014

Family File Time Savers

Updated 4/25/2019

Dentrix has lots of little time-saving features that really add up throughout the day. You can take advantage of several of those time savers when you enter new patients in the Family File.

  • In fields that require you to type patient information (Name, Salutation, Address, etc.), you don't have to capitalize the words you enter. Dentrix does that for you! Simply type the information and use the Tab key on your keyboard to advance to the next entry field (or manually click the next entry field), and Dentrix will capitalize the first letter for you. Note: The exception to this rule is the Email field, which won't automatically capitalize the first letter.
  • When entering information in date fields (Birthdate, Consent date, Visit dates, etc.) you can enter a string of numbers with two digits for day, month, and year without any spaces or punctuation (for example: 052376) and then Tab to the next field. Dentrix will automatically convert your entry to a corresponding date with a four digit year and appropriate punctuation (05/23/1976).
  • For the Phone and SS# fields, you can just enter a string of numbers and Dentrix will convert it into the appropriate groupings for you. Note: Phone numbers must include a 3-digit area code followed by a 7-digit phone number, and the SS# should consist of a 9-digit number for the automatic conversion to work properly.

As mentioned in the above tips, use the Tab key on your keyboard to advance through the different fields you need to fill out in dialog boxes, it will save you time in having to move your cursor to a new field with the mouse. Fewer clicks saves you time in the long run!

For more information, read the topics listed under Creating Accounts Overview in Dentrix Help.

Tuesday, October 21, 2014

Appointment Book Day Notes

Updated 4/25/2019

If you need a way to communicate date specific information to your office staff, consider using the Appointment Book Day Note. These notes of up to 3,900 characters can be used as daily task lists, reminders, or notices.

Using the Appointment Book navigation buttons, you can enter notes for not only the current date, but future dates as well. Any note you write can be accessed from any networked computer, so you can share notes with your entire office staff.

To create an Appointment Book Day Note:
  1. Click the Note button located in the upper-left corner of the Appointment Book, next to the Calendar button.

    The Appointment Book Day Note dialog box appears.

  2. Type your note in the text field.
  3. To perform a spell check of the note, click the Spell Check button.
  4. Click OK to save the note.
    The Note button will appear in yellow now, indicating that there is a note for the current date shown in the Appointment Book.

You can also print the Appointment Book Day Note if needed. To print the note on the Appointment Book View Report, select File > Print Appointment Book View, and then select the Print Day Note option in the Print Appointment Book View dialog box.

For more info, read Creating Day Notes in Dentrix Help.

Tuesday, October 14, 2014

Drag and Drop from Unfiled Documents

Updated 4/25/2019

Within the Document Center is a window called Unfiled Documents, where documents that you have scanned or imported into Dentrix are stored until you attach them to the appropriate patient.

Attaching an unfiled document to a patient consists of three steps:
  1. Assigning the document a Document Type
  2. Giving the document a Description
  3. Selecting to whom the document will be attached

You can save time and eliminate the first two steps by dragging a document from the Unfiled Documents directly to a Document Type folder within a specific patient's Document Center. Dentrix will automatically fill in the patient's name and the Document Type, so all you have to do to attach the document is enter a Description.

First, select the patient to whom you want to attach the unfiled document. Then from the Unfiled Documents window, click and drag the document to the appropriate document type in the patient's Document Center.

While dragging the document, the cursor will show a "no" symbol.

Once you hover over the patient's Document Type folder, the cursor changes from a "no" symbol to a "box" symbol. Release the mouse button to drop the document into that Document Type folder.

When you release the mouse button, the Document Information dialog box appears. The Document Type field is pre-filled with the folder you dropped the document into. Enter a Description of the document, and then click OK.

If the patient to whom you want to attach the document doesn't already have the Document Type folder you want to use listed in his/her Document Center, drag the unfiled document to the patient's name and release the mouse button.

The Document Information dialog box will appear with just the patient selected and will allow you to select the Document Type and enter the Description.

For more information about managing documents, read Acquiring Unfiled Documents in Dentrix Help.

Tuesday, October 7, 2014

Deleting Treatment-planned Procedures from a Case

Updated 4/25/2019

When working with a patient's treatment plan, there may be times when you need to quickly edit or delete procedures from a case.

To edit or delete a procedure within a treatment plan case:

  1. From the Treatment Planner, select a patient.
  2. In the Treatment Plan Case Setup panel, expand the treatment plan case that contains the procedure you want to edit/delete.
  3. Double-click the procedure. The Edit or Delete Procedure dialog box appears.

    • To edit the procedure, make any changes needed within the dialog box and then click OK to save.
    • To delete the procedure, click the Delete button, then click OK to verify the deletion.

As an alternate method for deleting a procedure, you can simply right-click the procedure within the treatment plan case and then choose Delete Procedure(s) from the list of options.

For additional information, see the topics under Treatment Plan Case Setup Overview in Dentrix Help.

Tuesday, September 30, 2014

Wrapping Appointment Reasons on Appointments

Updated 4/25/2019

Patients often have several appointment reasons attached to one appointment. When those appointment reasons are longer than one line of text on the face of the appointment, you have to view the appointment information to see all the procedures attached to that appointment.

It's easy to change the appointment view to display two (or more) lines of appointment reasons so that the appointment reason wraps to the next line on those long appointments with several procedures attached.

To wrap appointment reasons on appointments:
  1. From the Appointment Book, click View. The Select View dialog box appears.
  2. Select  the view you want to display longer appointment reasons and click Edit. The Select View dialog box appears.
  3. Click the arrow to open the drop-down menu below the line that says "Appt Reason" and select Appt Reason to wrap the appointment reason to the next line.
  4. Click OK to save your changes.

For more information on this and other Appointment Book features, read 10 Time-Saving Tips for the Appointment Book in Dentrix Magazine.

Tuesday, September 23, 2014

Understanding the Office Journal

Updated 4/25/2019

The Office Journal allows you to keep a comprehensive record of contact made between your office and your patients. When you want to review what interactions a patient has had with the office, the Office Journal should be your first stop.

While you can manually add entries to the Office Journal to document your communication with patients, the Office Journal also automatically records many types of patient contact when you perform normal operations in Dentrix. Automatic entries are created for the following operations.

  • Scheduled Appointment: When patient appointments are created, an Office Journal entry is recorded which includes the date, time, provider, and reason for the appointment.
  • Broken Appointment: When an appointment is broken in Dentrix, an Office Journal entry is recorded which includes the date, time, provider, and reason for the original appointment.
  • Purged Appointment: An Office Journal entry is recorded when appointments are purged, which includes the date, time, and provider for the original appointment.
  • Archived Patient Appointment: When a patient with an appointment is archived, the Office Journal records the appointment date, time, reason, provider, and the date the patient was archived.

Financial Transactions:
  • Billing Statements: Any time a billing statement is generated for an account, the Office Journal records the date of the bill, the account balance, and the please pay amount from the statement.
  • Patient Payments: When a patient (or guarantor) makes a payment, a note is added that includes the payment date and amount.
  • Insurance Payments: When an insurance payment is posted in the Ledger, a note is added that includes the payment date and amount.
  • Payment Agreement Notes: If you've added a payment agreement note to a guarantor's account, it is recorded in the Office Journal along with the date and provider.
  • Financing Requests: If you click the Patient Financing button from the DXWeb Toolbar, a note is added to the Office Journal.

  • Letters: Letters generated for patients (using Quick Letters or checking the "Add to Journal" option when merging letters from the Office Manager) are noted in the Office Journal. The entry includes the date, provider, and name of the letter that was created.
  • Messages: Whenever an email is sent to a patient by clicking the Send Message toolbar button, the Office Journal records the contact with the date and time.
  • WebSync: The Office Journal records any DXWeb communications, uploads, referrals, and eligibility requests for the patient.

  • Referrals: The Office Journal records when a referral recap or referral slip is printed for the patient and when a gratuity is given.
  • Privacy Requests: The Office Journal records when any privacy requests are made through the Family File.

For more information, read the Dentrix Magazine article titled, Say Goodbye to Sticky Notes.

Tuesday, September 16, 2014

Using the Wait/Will Call Button

Updated 3/23/2020

There will be situations where a patient gives you advanced notice that they need to reschedule their appointment. You don't want to break the appointment in Dentrix (and, have a broken appointment recorded in the Family File). But rather, you should use the Wait/Will Call button to move them to the Unscheduled List so you can schedule them when you have cancellations or holes in your schedule.

To set an appointment as wait/will call:
  1. Create an appointment for a patient.
  2. From the Appointment Information dialog box, click the Wait/Will Call button.

The appointment will be added to the Unscheduled List with a status of W/Call (instead of Broken) so you can see that is a person you might be able to call at short notice to fill an opening in the schedule.

For more information, read Managing Wait or Will Call Appointments in Dentrix Help.

Tuesday, September 9, 2014

Sorting Progress Notes by Column

Updated 4/25/2019

Did you know you can change the way the progress notes in the Chart are sorted? You can sort by any of the columns in the progress notes by clicking the column heading. Clicking the heading once sorts the list in descending order, and clicking it again sorts the list in ascending order.

Do you want to look at the history of procedures performed on a certain tooth? Click the Tooth column to sort the progress notes by tooth. Or if you want to view the notes by provider, click the Provider column to sort them that way.

Having the ability to sort progress notes makes it easy to find information you would otherwise have to search through manually. And when you're done, you can click the Default Sort button to restore the progress notes to their original sort order.

For more information, read Filtering the Progress Notes Panel in Dentrix Help.

Tuesday, September 2, 2014

Setting Up and Using the Ledger Tax/Discount Option

Updated 4/25/2019

Dentrix makes it easy to apply tax or discounts to individual patients or family accounts. You can select the tax or discount you want to apply and Dentrix will automatically calculate the adjustment amount for you and post it to the Ledger. No more manual calculations!

To apply a tax/discount to a patient or family account:

  1. With a patient selected in the Ledger, click Transaction > Tax/Discount.

  2. In the Procedure Date column, enter the procedure date of the procedures you're applying the tax or discount to. The date defaults to today's date.
  3. From the Tax/Discount Type list, select the type of tax or discount you want to post.
  4. Select how you want to apply the tax/discount in the Calculate for group box:

    • Current Patient - Applies the tax/discount to just the patient currently selected in the Ledger.
    • All Family Members - Applies the tax/discount to all family members of the selected patient who have procedures on the selected date. The discount will be listed in the guarantor's Ledger.
    • Selected Procedures - Applies the tax/discount to the procedures you selected in the current patients' Ledger before you opened the Enter Tax/Discount dialog box.

  5. Select the Provider that should be attached to this tax/discount.
  6. Enter any additional information about the tax or discount in the Notes field, and then click OK to create the adjustment in the Ledger.

Dentrix comes with a few tax/discount types already defined. You can edit these or customize your own. For more information, see the Creating Tax and Discount Types topic in Dentrix Help.

Tuesday, August 26, 2014

Viewing Scheduled Amounts by Provider

Updated 4/25/2019

Did you know you can get a snapshot of provider production stats at a glance in the Appointment Book? You can see how much production each provider has scheduled each day, how much each provider has produced so far this month, and how providers' production compares to their monthly goals by viewing the scheduled production by provider in the Appointment Book.

To view scheduled production by provider:
  1. Set up an Appointment Book view that includes only the provider(s) whose production you want to see, and select that view. The providers included in that view will be the only providers whose scheduled production statistics are displayed.
  2. Click the Calendar button. The providers whose statistics are included in the totals are listed at the top of the dialog box.
  3. Click Scheduled Production to view the production statistics.

Things to look for:
  1. The scheduled production total for each day is listed on that day.
  2. The total Scheduled production, Month Goal, Variance between the goal and the scheduled production, and total completed Production for the month to date are listed at the bottom of the dialog box, along with the MTD New Patients seen.
  3. The Month Goal statistic is based on the amounts of the goals set up for each provider in the Practice Analysis in the Office Manager.
  4. The completed Production total and MTD New Patients total are based on the last time the month was closed in Dentrix. If you are behind in closing your month, these statistics will include the totals since the last time you closed the month.

See these past Tip Tuesday posts for information on how to see scheduled production for a selected day in the Appointment Book, and how to see the production value of individual appointments.

Tuesday, August 19, 2014

Entering Insurance Claim Status Notes

Updated 4/25/2019

Dentrix makes it easy for you to keep track of your follow-ups on insurance claims. In the Primary Dental Insurance Claim window, you can indicate the claim status and date, and you can also type a note to go along with the status so you have all the information you need. Claim status notes are a great place to store information about claims.

To enter a claim status note:
  1. From the Ledger, locate the claim you want to add a note to. Double-click the claim.
  2. Double-click the Status block.

  3. Check the status you want to set:
    • Claim Sent - When the claim is sent, the status is automatically flagged as Sent, and the Sent Date defaults to the current date. When the claim is received, the status is automatically flagged as Received, and the date defaults to the date of the payment or estimate. You can change the date if necessary.
    • Tracer Sent - Select this option if you attempted to track the claim and enter the appropriate date.
    • On Hold - Select this option if the claim is on hold and enter the appropriate date.
    • Re-sent - Select this option if the claim was resubmitted and enter the appropriate date.
  4. To clarify or give additional information about the status of a claim, enter a note in the Claim Status Note text box. Click Insert Dateline to add a date to the text.
  5. Click OK to save the changes to the claim status.

For more information, read the Change the Status of Claims topic in Dentrix Help.

Tuesday, August 12, 2014

Refreshing Dentrix Reports for Real-Time Information

Updated 4/25/2019

When you generate a report in Dentrix, the settings and filters you use for the report are stored in the report that is sent to the Batch Processor. However, the actual report data is compiled when you view the report, so if you leave a report in the Batch Processor, you can view updated information for the report every time you preview it.

For example, if you are working on collections and you generate the Provider A/R Totals Report in the morning, you can preview the report and see a list of patients you can contact. As you work with outstanding accounts (entering payments in the Ledger, applying late charges, etc.), you can periodically preview the report again throughout the day to view updated payment and balance information without having to generate the report from scratch each time.

Note: It's still important to clear out your Batch Processor regularly. You can use the same report for a day or two at a time,but it's not a good idea to leave the same report in the Batch Processor for weeks or months.

For additional information there are a few topics to be found in the Batch Processor Overview topic in Dentrix Help.

Tuesday, August 5, 2014

Customizing the Procedure Code List in the Patient Chart

Updated 4/25/2019

Did you know you can customize which procedure codes appear in the procedure code list in the Patient Chart, and which you have to click <<More Codes>> in order to find?

You can edit this list so that the most common procedure codes you use in your office are listed when you expand the category they are assigned to.

To customize the procedure code list:
  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.

  2. Select the procedure code you want to add to the Procedure Code List in the Chart, and click Edit.
  3. In the Treatment Flags group box, check the Show in Chart option.
  4. Click Save to save your changes, and Yes to verify the change.
  5. Click Close to return to the Procedure Code Editor - Existing dialog box.
  6. Repeat the process for any other procedure codes you want to add to the list.
    Note: If you have the Patient Chart module open while you are making these changes, you will need to close it and open it again for the procedures codes to appear in the list.

For more information on editing procedure codes, see the Editing ADA-CDT Dental Codes topic in Dentrix Help.

Tuesday, July 29, 2014

Using the Family Appointment List

Updated 4/25/2019

Did you know that with the click of a button, you can see a comprehensive list of not only a selected patient's scheduled and broken appointments, treatment plan information, and unscheduled continuing care, but also view that same information for everyone in that patient's family? It's all available in the Family Appointment List.

To use the Family Appointment List:
  1. Open a patient's appointment in the Appointment Book.
  2. Click the Other Appt(s) button.
The Family Appointment List is divided into three sections:

  1. This section of the list shows everyone in the family, their position in the family, their age, and their continuing care due dates.
  2. This section of the list shows upcoming appointments the patient is scheduled for, continuing care for which the selected patient is due but does not have an appointment, and past appointments (which have an asterisk next to the date).
  3. This section of the list shows the patient's treatment-planned procedures, including any visits order that have been set up in the Treatment Planner. A question mark next to a treatment-planned procedure means it does not have a visit assigned to it. An asterisk next to a procedure means it is scheduled.

You can create a new appointment for a patient directly from the Family Appointment List by clicking the Create New Appointment button. You can view the details about one of the patient's scheduled appointments by selecting the appointment in the list and clicking the View Appointment button.

For additional information, read Viewing Patients' Other Appointments in Dentrix Help.

Tuesday, July 22, 2014

Reviewing Past Practice Advisor Reports

Updated 4/25/2019

Did you know that Dentrix stores a copy of each Practice Advisor Report you generate? These stored reports make it easy to compare the information from past reports with current reports, and see how that information has changed. And because these reports are stored in Dentrix, you don't have to store paper copies that take up filing cabinet space.

To review past Practice Advisor Reports:
  • From the Office Manager's Analysis menu, click Practice Advisor, and click the Report History button.

Reports are grouped by date and then listed by the time each was generated. You have the following options for viewing reports listed here:
  • Expand List/Collapse List - click these buttons to expand or collapse all items.
  • Preview - Click this button to preview a selected report. This button is only active if a report time is selected (see image below).
  • Delete - Click this button to delete the selected report. This button is only active if a report time is selected.

Previewing past reports is quick and easy because Dentrix doesn't have to regenerate the report.
For more information about the Practice Advisor Report, read the Dentrix Magazine article titled, Measuring Your Practice's Financial Health.

Tuesday, July 15, 2014

Deleting Unused Continuing Care Types

Updated 4/25/2019

Did you know that you can only delete a continuing care type if the type is not in use? If you try to delete a continuing care type that is still assigned to patients, you'll see an error message. Don't worry though. You can still delete the continuing care type by following these steps.

Create a temporary continuing care view to find patients who are still attached to the type you want to delete:
  1. From the Appointment Book, click the Continuing Care button.
  2. From the Continuing Care module, click Views > Temporary View.

  3. Select the continuing care Type you want the list to include from the drop-down options (the type you want to delete) and select the With CC option.
  4. In the Due Date Span group box, the increments should be <ALL> to <ALL>.

  5. Make sure that all other filters are set to <ALL>.
  6. Click OK to load the temporary view.
Once you have cleared the continuing care type from each patient on the list, you can then delete it.
To delete a continuing care type:
  1. From the Office Manager, click Maintenance > Practice Setup > Continuing Care > Continuing Care Setup.

  2. Select the continuing care type you want to delete. Click Delete. A warning message box appears.

  3. If you want to delete the continuing care type, click Yes.

For additional information, see the Dentrix Magazine article titled, Spring Cleaning: 6 Ways to Clean Up Your Dentrix Database--paying particular attention to item #6 in the list.

Tuesday, July 8, 2014

Deciding When to Use Procedure Notes or Clinical Notes

Updated 4/25/2019

In Dentrix, there are two places you can note clinical details related to patient treatment: procedure notes and clinical notes.

Procedure notes are directly associated with an individual procedure. They are primarily used to document completed procedures for reference purposes. Clinical notes are free-form notes that are generally thought of as medical journal notes that do not need to be associated with a specific procedure. Clinical notes can be signed and locked immediately in Dentrix.

The decision to use a procedure note or a clinical note depends on what you are documenting. If you are documenting that a procedure was completed and providing specifics about the procedure, use a procedure note. If you need to provide additional information about a procedure, visit, or patient health status, or you need to sign and lock a note to ensure accuracy, use a clinical note.

For additional information, about procedure notes, see the Adding Procedure Notes topic in Dentrix Help.

For additional information about clinical notes, and using clinical note templates, see the Dentrix Magazine article titled, Stay On Top of Your Clinical Notes.

Tuesday, July 1, 2014

Customize Procedure Button Sets in the Patient Chart

Updated 4/25/2019

Did you know you can customize the procedure buttons and button sets in the Patient Chart? You can create new buttons, edit, customize, and delete existing buttons. Plus, you can create different sets of buttons to match the procedures you perform in your office most often, or even for procedures specific to an operatory.

For example, let's say that you have reserved an operatory in your office for perio work. You want to create a button set for this specific operatory that is based on the existing button set you have for hygiene, but with two gingivectomy codes (D4210 and D4211) added to it.

To customize a procedure button set:
  1. From the Patient Chart, click Setup > Procedure Button Setup.

  2. From the Button Set drop-down list, select the existing button set you'd like to customize.
  3. Click New to create a new procedure button for this set.

  4. In the Select Code group box, use the drop-down list to select the individual procedure you want to add.
  5. In the Select Tooltip Text group box, do one of the following:
    • Use Procedure Description - select this option to assign the ADA procedure description
    • Use Custom Text - select this option to create your own procedure description
  6. In the Select Button Face group box, do one of the following:
    • Use Image - select this option to assign an image to the button being created. Use the drop-down options to either create a New Image or use the Choose Image option to select an image file already created in Dentrix.
    • Use Code Text - select this option to assign text to the procedure code instead of a button image, and then select a font from the drop-down list.
  7. Click OK.
  8. Click Save Button Set to save the procedure buttons you have customized.
  9. In the New Button Set Name field, give the set you have created a name and click OK.

  10. Click Close.

For more information and specific steps to edit, delete, or move a procedure button up or down with the set, see the Setting up Procedure Buttons Overview topic in Dentrix Help.

Tuesday, June 24, 2014

Generate a Custom Patient List

Updated 3/23/2020

Did you know you can use the Patient Report (By Filters) letter to generate custom lists? With dozens of filtering criteria, you can use this report to generate lists of patients who fit the criteria you set.

For example, if you wanted to create a list of patients who came in for a new patient exam (procedure code D0150) in the last 6 months, but have not returned for a follow-up visit, you can do so using this report.

Here's how:
  1. From the Office Manager, click Letters & Custom Lists, and click Misc.
  2. Select Patient Report (By Filters) and then click Edit.
  3. From the Letter or Custom List Setup dialog box, select the search criteria for filtering your list. First set a range of procedures to include.
  4. In the list of filters, click the search button next to Procedures.

    • In the Search for group box, check Completed.
    • In the Select Procedure Codes group, enter D0150 in both the Beginning and Ending fields.
    • In the Select Procedure Date group, enter a Beginning date of 6 months ago and an Ending date of today, and click OK.
  5. Then, in the list of filters, click the search button next to Last Visit Date.

    • Enter a Beginning date of 6 months ago and an Ending date of today, and click OK.

  6. When you've finished setting your filters, click OK.
  7. Click the Open List Manager button to open the List Manager and see a list of patients that match your criteria.

The possibilities for creating custom lists and reports based on information in your Dentrix database are endless when you understand how to customize and use the filters within the Patient Report (By Filters).

For more information, read The Dentrix G6 List Manager article in Dentrix Magazine.

Tuesday, June 17, 2014

Differentiating Multiple Payments from the Same Patient

Updated 4/25/2019

Have you ever looked at a Family Ledger Report, walkout statement, billing statement, or deposit slip and thought to yourself, "I could have sworn this patient made two credit card payments, and only one is listed here. Why aren't both payments being listed?"

If you have two (or more) separate payments from a patient that are posted on the same day using the same payment type, Dentrix combines those payments into a single entry on reports.  If you want multiple payments to be listed separately, you can get them to itemize on the report by entering unique details in either the Check# or Bank/Branch# fields of the Enter Payment dialog box.

That way Dentrix will see that the two payments are different and list them separately on the reports.

For additional information, read the Family Ledger Report and Printing Family Ledger Reports topics in Dentrix Help.

Tuesday, June 10, 2014

Viewing the Dentrix Document Center by Provider

Updated 4/25/2019

In addition to managing documents for patients, you can use the Document Center to manage documents for providers and staff members in your office.

You can attach documents and reports to providers the same way you would attach them to patients. You can also attach W2 forms and other human resources forms to the providers and staff members in your office. Then you can view the Document Center for each provider or staff member just as you would for a patient.

To view the Document Center by provider or staff member:
  1. From the Document Center, click View > By Provider/Staff or click the By Provider/Staff button.

  2. Select the staff member whose document center you want to view and click OK.

Bonus Tip:  If you open the Document Center from the Office Manager, you are prompted to select a provider/staff member and the Document Center opens for that provider/staff member.

For more information, see the Viewing Documents by Provider or Staff topic in Dentrix Help.

Tuesday, June 3, 2014

Adding a Reminder to the Day Sheet to Follow Up on Difficult Procedures

Updated 4/25/2019

When a patient has a difficult procedure completed like a root canal or extraction, many offices make follow-up calls to that patient in the evening after their procedure. Dentrix helps you identify which patients may need a follow-up call by adding an asterisk on the Day Sheet next to the phone number of any patient who had a difficult procedure completed.

Dentrix considers a procedure to be "difficult" when it has been flagged in the Procedure Code Editor as a difficult procedure. You can customize which procedures are considered difficult and show up on the Day Sheet with an asterisk.

To flag a procedure as a Difficult Procedure:
  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.
  2. Select the procedure code you want to flag as a difficult procedure and click Edit.

  3. Check the Difficult Proc. option in the Treatment Flags group box. An asterisk will appear on the Day Sheet next to the phone number of any patient who has this procedure completed that day, indicating that they may need a follow-up call.

For more information see the Editing Procedure Codes topic in Dentrix Help.