Tuesday, May 27, 2014

Finding a Patient by Phone Number

Updated 4/25/2019

Another feature you can use in the Select Patient dialog box, is the ability to search for patients by any of their phone numbers.

Imagine coming in after a long holiday weekend and you have a full schedule of patients for this week. You begin going through your voicemail and you have a message from a patient saying that she won't be able to make her appointment on Wednesday. Her name was garbled, so you don't know who made the call, but she did leave her phone number. You can use the Advanced Search tab of the Select Patient dialog box to find this patient.

To search for a patient by phone number:
  1. From any Dentrix module, click the Select Patient button.
  2. Click the Advanced Search tab.

  3. Enter the phone number in the Phone field.
  4. Click the Search button.

Dentrix will search through all phone number fields without you having the specify which kind of phone number it is--home, work, mobile, etc.

Just remember, Dentrix can only find phone numbers if you are entering them in to the Family File, so be sure to enter a patient's home, work, and mobile numbers for this advanced search to work best for you.

For additional information, see the Searching for Patients Using Advanced Search topic in Dentrix Help.

Tuesday, May 20, 2014

Searching for Patients Scheduled Today

Updated 4/25/2019

In the Select Patient dialog box, you can view a list of patients who are scheduled today or on a specific day. This makes it easy to see which patients are coming in without having to run a report or generate a Daily Appointment List from the Office Manager.

To search by appointment date:

  1. From any patient specific Dentrix module, open the Select Patient dialog box.

  2. Click the Appointments tab. The appointments for today are displayed by default.
  3. In the Show appointments for drop-down list, select a different day if you want to see patients who are scheduled another day.

For additional information, see the Searching for Patients By Appointment topic in Dentrix Help.

Tuesday, May 13, 2014

Navigating the Questionnaires Module

Updated 4/25/2019

In order to effectively manage your patient forms and questionnaires, you must understand how to navigate and use the Questionnaires module.

The Questionnaires List box contains both the questionnaire forms that the selected patient has filled out, and forms with no responses. Based on the information contained in each column of the Questionnaires List box, you can see when the form was filled out, whether the Family File has been updated with the information in the form, whether the form is signed, and when form expires. There is a pane to the right which also shows a copy of the form itself.

The bullet points below explain the symbols and information contained in each column.
  1. Form Name - This columns displays the name of the form.
  2. Responses - This column displays the date the responses were entered for the form.
  3. Expiration - This column displays the date the form will expire and need to be filled out again.
  4. Update Patient Info - This column indicates whether or not the patient information has been updated in the Family File.
  5. Signed - This column indicates if the form requires a signature and if it has been signed.

If you are viewing the Questionnaires module for all patients, you will see two additional columns:
  1. Patient Name - This column displays the name of the patient whose information appears on the form.
  2. NP - This column displays a Y if this form is for a patient with a new patient appointment in the Appointment Book.

You can sort by column by clicking on the column heading. By right-clicking, you can choose which columns to display and which columns to hide. You can also re-size and re-order the columns in the list box.

To learn more about how to manage completed forms in the Questionnaires module and how to update patient information using questionnaire responses, see the various topics listed under Questionnaires Overview in Dentrix Help.

Tuesday, May 6, 2014

Effectively Using Patient Alerts

Updated 4/25/2019

If your office is using patient alerts, then you are probably familiar with the pop-up messages that go along with them. But are you really reading them, or just clicking OK to get on with the task at hand? If you aren't reading them, is it because they are constantly popping up every time you try to perform a task in Dentrix, and they are more of a nuisance than they are informative?

Today's tip will help you make these pop-up alerts more effective. It's all about how you set up patient alerts. The key to using patient alerts effectively is setting them up to only appear when they are relevant and necessary. In the steps below you'll find insight about key settings that will make this feature more effective in your office.
  1. In the Family File, select a patient.
  2. Click the Patient Alerts button.

  3. In the Select Date group box, enter the Start and End dates for the alert or check Always to permanently activate the alert.
    *If the alert is only going to be relevant for three weeks, enter a starting and ending date. That way the alert will stop popping up after the information is outdated!

  4. If desired, in the Options group box, check Show Symbol on Appointment to display a flag on the face of the appointment.

  5. Check Display Aged Balance with Note to display the patient's balance at the bottom of the patient alert pop-up.
    *If you are setting up the alert for a financial reason, such as the need to collect at time of service, then check this option so you can see at a glance what the balance on the account is without having to switch to another module.

  6. If you want the note to be applied to one or more family members, check Also apply Patient Alert to and mark the desired option:

    • Mark All Family Members to apply the patient alert to all family members.
    • Mark Select Family Members to select the family members to whom you want to apply the patient alert.
    *Be judicious when using this option. If the alert really only applies to the guarantor, then don't use this option and have it popping up for every family member.

  7. Enter a Description for the alert (Collections or Pre-Medicate, for example).

  8. Enter a detailed description for the alert in the Note field.
    *Be sure to include enough information that the reason for the alert is clear to anyone who reads it.

  9. In the right side of the window, select the areas of Dentrix in which you want the alert to display.
    *This is the most important thing to consider when creating alerts, and the most often misused. Think about the alert you are creating, and in what areas of Dentrix this alert is relevant. For example if your alert has to do with not scheduling an appointment for John Doe until his outstanding balance is paid off, then you should really only set the alert to show when you are performing the scheduling tasks--Create New Appointment, Edit Existing Appointment, or Move Appointment. You don't need to see this alert any other time. Think about the tasks listed here and only select the ones that directly pertain to the alert you are creating.

  10. Click OK, and then Close.

Patient alerts are meant to alert you to certain situations concerning your patients, and if you aren't reading them because they are popping up too often or unnecessarily, then they are ineffective. Make them work for you. Set them up according to the information given above, and edit those that are currently in use to be most effective for you.

For additional information, read the following topics in Dentrix Help: