Tuesday, October 20, 2015

Dealing with Interruptions When Using the Batch Insurance Payment Entry

Updated 7/18/2019

In a previous post we outlined the process for entering a batch insurance payment. But did you know that you can "pause" in the middle of entering a large insurance check and come back to it later? You can have an insurance check for several thousand dollars come in that needs to be posted in Dentrix for multiple patients, and inevitably you get interrupted (sometimes multiple times) in the middle of entering those claim payments.

In such a case, you should close the Batch Insurance Payment Entry dialog box in Dentrix to save your progress. To do this, click the Close button in the upper right corner of the dialog box. A warning message appears stating that the amount you have posted does not match the insurance check amount you entered, and asks if you want to save this session to post additional claims later.

Click Yes. The Batch Insurance Payment Entry dialog box closes and saves your progress*. When you are ready to resume entering claim payments on this check, from the Ledger, click File > Enter Batch Ins. Payment (Pending)... to re-open the unfinished claim.

All previously entered claims are still intact, and you can begin from where you left off, without having to start over.

*Note: While you can close the Batch Insurance Payment Entry dialog box and have your progress saved, your work will NOT be saved if you close the Ledger entirely. If you attempt to close the Ledger, you will get a warning that you have a pending Batch Insurance Payment Entry session, and that by closing the Ledger all payment entries will be lost. You can however, switch patients in the Ledger without fear of losing your progress.

For additional information, read our previous tip titled, Entering Batch Insurance Payments or read the various topics under Entering Batch Insurance Payments Overview in Dentrix Help.

Tuesday, October 13, 2015

Setting the Recommended Treatment Plan Case

Updated 7/18/2019

When you create treatment plan cases for patients, at times you may give the patients treatment alternatives (for example they could have either a root canal and crown, or a bridge). Once you have created alternative treatment cases, you'll want to set one of the cases as the recommended case. The recommended case should be the case that the clinician feels offers the patient the best care. By default, the first case created will be set as the recommended case.

To set a case as recommended:

  1. In the Treatment Planner, select the treatment plan case you want to set as recommended.
  2. Click the Link button and select Link Alternate Cases.

  3. Select the case(s) that you want linked to the recommended case by checking the corresponding box(es), and click OK.

You can easily see the recommended case in the Treatment Plan Case Setup window. Linked cases are identified by a link symbol in a colored box. The recommended case includes a yellow star to help you identify it.

There are a couple of things you should be aware of when it comes to the recommended treatment plan case, and how it is displayed in Dentrix:
  • In the Treatment Plan view of the Ledger, only treatment-planned procedures within the recommended case will be displayed.
  • When creating an appointment, in the patient's Appointment Information dialog box, the procedures listed under the Tx button in the Reason group box, will only correspond with those in the recommended case.

For additional information about working with treatment plan cases, search for the following topics in Dentrix Help: Creating Alternate Cases, Linking Alternate Cases, and Setting or Changing a Recommended Case.

Tuesday, October 6, 2015

Understanding How the Fee Schedule is Used in Dentrix

Updated 7/18/2019

The Fee Schedule is the basis of the insurance estimate calculation. Patients can be assigned a fee schedule in one of three ways:
  • By provider settings
  • By patient settings
  • By assigned insurance carrier settings

By Provider Settings

By default, the patient is assigned their primary provider's UCR fee schedule as set up in the Office Manager > Maintenance > Practice Setup > Practice Resource Setup dialog box by selecting a provider and clicking Edit to open the Provider Information dialog box.

By Patient Settings

You can also manually assign a fee schedule to the patient in the Family File's Patient Information dialog box, by double-clicking the Patient Information block.

Note: Use the patient fee schedule option if the patient is assigned a special fee schedule for any reason other than insurance (for example, if the patient is a family member or a VIP patient.)

By Assigned Insurance Carrier Settings

You can also manually assign a fee schedule to an insurance group from the Office Manager > Reference > Insurance Maintenance, by selecting an insurance carrier and clicking Ins Data to open the Dental Insurance Plan Information dialog box.

If multiple fee schedules have been assigned to the patient, Dentrix uses the following hierarchy to determine which fee schedule should be used:

  • If the patient has been assigned an individualized fee schedule in the patient information block of the Family File, that fee schedule is used.
  • If the patient has not been assigned an individualized fee schedule, but has been assigned an insurance plan where a fee schedule is attached, then the insurance fee schedule is used.
  • If the patient has not been assigned an individualized fee schedule or insurance fee schedule, then the patient's primary provider's fee schedule is used.

For additional information, read the Simplify PPO Insurance Estimation Using Fee Schedules in Dentrix Magazine.