Tuesday, March 25, 2014

Monitoring your Production

Updated 1/14/2019

The Dentrix Daily Huddle Report displays daily practice details for production, collections, case acceptance, new patients, and scheduling.

The Production section of the Daily Huddle Report displays daily practice details for production. With this report, you can see the amount of production you have scheduled today, compare it to yesterday's scheduled production, see how much you have completed so far this month, and see how much production is scheduled for the rest of the month. You can even compare your statistics to the monthly goals you have set up so you can see whether you're on track.

Below is a sample of the kind of information you can get from this section of the report, sub-totaled by dentist, hygienist, and entire practice:

  • Completed Prior Day - The dollar amount of procedures that were set complete on the previous day. The provider attached to the procedure determines whether it is counted with the dentist or hygienist totals.
  • Scheduled Today - The dollar amount of procedures that are attached to appointments scheduled today. The provider attached to the appointment determines whether it is counted with the dentist or hygienist totals.
  • Completed MTD - The dollar amount of procedures that were set complete from the beginning of the current month to the current date. The provider attached to the procedure determines whether it is counted with the dentist or hygienist totals.
  • Scheduled Rem Month - The dollar amount of the scheduled procedures for the rest of the current month. The provider attached to the appointment determines whether it is counted with the dentist or hygienist totals.
  • Total - The combined total of the Completed MTD and Scheduled Rem Month dollar amounts.
  • MTD Goal - The combined dollar amount of the goals entered in the Practice Analysis. The provider attached to the goal determines whether it is counted with the dentist or hygienist totals.

For more information about generating the Daily Huddle Report, see the Daily Huddle Report topics in Dentrix Help, and the Supercharge Your Daily Huddle article in Dentrix Magazine.

Tuesday, March 18, 2014

Understanding the Insurance Claims Aging Report

Updated 9/27/2019

You might think that unless you are looking at an individual patient's Ledger, there's no way of knowing whether or not an insurance claim has been paid, or if there is something that is causing a hold up. By running the Insurance Claim Aging Report on a regular basis, you can keep an eye on unpaid claims and identify which may need to be followed up on.

Dentrix makes it easy for you to keep track of your insurance claims. In the Primary Dental Insurance Claim window, you can double-click the Status block to open the Insurance Claim Status dialog box. Here you can indicate the claim status and date. Statuses include Created, Sent, Tracer, On Hold and Re-sent. Dentrix automatically updates the claim status when you create and send a claim, and you can manually enter notes about claims to reflect contact you have with the insurance company while waiting for the claim to be processed.

When setting the options for printing the Insurance Claim Aging Report, you can choose to print the status notes for claims. That way when you are using the report to review claims that are still outstanding, you have all the information you need in one place.

For information, see the Changing the Status of Claims and Insurance Aging Report topics in Dentrix Help, and the Managing Your Past Due Insurance Claims article in the Dentrix Magazine online archive.

Tuesday, March 11, 2014

Using the Office Journal for Staff Reminders

Updated 1/14/2019

The Dentrix Office Journal allows you to keep a comprehensive record of contact made between your office and your patients. Additionally, the Office Journal can be used to create reminders for providers and staff members. By using the Office Journal for reminders your office can cut down on the use of sticky notes or phone memo pads that can easily clutter a desktop.

To create reminders for a provider or staff member:
  1. From the File menu in the Office Manager, click the Office Journal button.
  2. Select the provider or staff member you want to create the reminder for and click OK.
  3. From the Edit menu in the Office Journal, click Add.
  4. Select Reminder from the Type drop-down list.
  5. Fill in the following fields:
    • Description - Type a short description of up to 80 characters for the journal entry. For example, "Return patient phone call."
    • Note - Type a longer description of the journal entry of up to 4,000 characters. Click the Spell Check button to check the spelling if needed.
    • Date - The date you type should be the action date for the reminder.
  6. Click OK to save the reminder and return to the Office Journal.

Creating the reminders is only half of the task. A reminder doesn't do much good if no one reads it. Each provider and staff member should make a habit of checking their reminders each day. Dentrix can help in this respect by automatically launching the Office Journal each time you start Dentrix.

To set the Office Journal to automatically launch when you start Dentrix:
  1. From the Office Manager, select Maintenance > Practice Setup > Preferences.
  2. From the General Options tab in the Startup Options group box, check Automatically Launch Office Journal and click OK.
    *Note - this setting is workstation specific.

Once set, each time Dentrix is launched the Office Journal will open and the user will be prompted to click on his or her ID to see their Office Journal entries and reminders. Since there are other Office Journal entries besides reminders, you can filter the list to only show reminders. From the open Office Journal, click View > Filters, uncheck all options except Reminders, and click OK. Reminders are listed according to the date they were set to display when they were created. Expand the appropriate date's reminders by clicking the + sign, and click the reminder you want to view. The text of the reminder appears on the right side of the screen.

If you no longer need the reminder, you can click it in the list and then click Edit > Delete.
For more information about using the Office Journal for providers and staff, see the Setting Up Daily Reminders and Adding a Reminder by Provider or Staff Member topics in the Dentrix Help.

Tuesday, March 4, 2014

Viewing Documents in the Document Center

Updated 9/27/2019

At times you may need to take a close look at a document that you have stored in the Document Center. For instance, you have recently begun storing copies of patients' billing statements automatically in the Document Center, and a patient calls with a question about his statement. From the Document Center, you can pull up a copy of the same document he is looking at.

The problem is that when you pull up the patient in the Document Center and click on the item you want to look at, the preview of the image may not be large enough to see the details. You can close down the thumbnail pane, making the preview window a little bigger, but sometimes you still can't see everything you need to on the document.

If the item you want to look at is a text file (such as a PDF), then you can click on the preview image and use CTRL and + (plus key) on your keyboard to zoom in on the document. CTRL and - (dash key) will zoom out.

Additionally, if the document you want to look at is an image file (such as a JPG) then when you double-click the preview image it will enlarge to full screen. Click the image again to return to the preview image.

There are also options at the bottom of the preview screen including zoom in/out options and a drop-down list of viewing options.