Tuesday, June 28, 2016

They're Called Quick Letters for a Reason!

Updated 9/18/2019

Did you know that Dentrix comes with over 40 pre-defined letter templates that you can use with Microsoft Word to create custom correspondence between your office and your patients?  By using the Dentrix Letter Merge feature, you can pull patient information into the text of your letter easily.

The Quick Letters option takes advantage of the interface between Dentrix and Word in a simplified fashion to help you quickly create a letter for a single patient. Not only does the Quick Letters list contain over a dozen different types of letters that dental offices often need to send to patients, but you can add more letters to the list as needed.

To merge a Quick Letter:
  1. From any Dentrix module (except the Office Manager), select a patient.
  2. From the module's toolbar, click the Quick Letters button.

  3. From the list, select the letter you want to merge. Dentrix comes pre-loaded with the following letters, though your office may have added or removed items from this list:

    • Address on envelope (form feed) - Creates an envelope for the selected patient
    • Appointment Super Bill - Creates a detailed receipt for the patient to send to his or her insurance compan
    • Blank Letter Form - Creates a blank letter for the selected patient with the patient's name, address, and greeting pre-written
    • Collection Notification - Creates a 90 Day Past Due letter for the selected patient
    • Congratulations - Graduation - Creates a congratulations letter for a new graduate
    • Congratulations - Marriage - Creates a congratulations letter for a newly married patient
    • Congratulations - New Baby - Creates a congratulations letter for a new parent
    • Internet Communications Consent - Creates a letter granting consent to communicate with a patient over the internet
    • New Patient Welcome - Creates a welcome letter for new patients
    • Patient Information - Consent - Creates a patient information and consent for services form with some patient information pre-entered
    • Referred by Doctor - Creates a thank you letter for a doctor who referred the patient
    • Referred by Patient - Creates a thank you letter for a patient who referred the selected patient
    • Referred to Dr./Specialist - Creates a referral information letter for the doctor to whom the selected patient was referred
  4. Do one of the following:
    • To create and print the letter without reviewing it, click Print. Dentrix opens Word, merges the letter, prints the letter, and then closes the letter.
    • To create and review the letter prior to printing it, click Build/View. Dentrix opens Word and merges the letter. Once the letter has been successfully merged, make any necessary changes and then click Print. After the letter has printed, close it.
      Note: After the letter is printed, Dentrix automatically adds an entry to the patient's Office Journal, indicating that a letter was sent to the patient.
  5. Exit Microsoft Word.

Additional Information

Tuesday, June 21, 2016

Shedding Some Light on a Gray Area

Updated 9/18/2019

The Dentrix Ledger holds a wealth of information in the transaction log area. But do you understand the other financial information found at the bottom of the Ledger window? Let's shed a little light on this "gray area."

The Aged Balance block shows the balances due in aging brackets (designating how long the balance has been due), such as 0 > 30 days, 31 > 60 days, etc. Each account balance appears in the appropriate aging bracket. The total guarantor account balance appears under Family Balance.

The Account Information block shows the following billing information for the patient's account:

  • Billing Type - the assigned billing type for the account. (See Assigning Billing Types for more information)
  • Last Payment - the amount and date of the last guarantor payment
  • Last Ins. Payment - the amount and date of the last insurance payment
  • Last Statement Date - the last time a billing statement was printed for the account
  • Outstanding Billed to Insurance - the total amount of all outstanding claims
  • Expected from Dental Insurance - the estimated amount that insurance will pay on all outstanding dental claims
  • Family Portion of Balance - ;the estimated amount the patient will owe after insurance has paid.

The Today's Charges block shows information about the patient's billing charges for today's visit, including the following:

  • Today's Charges - the total of all transactions with today's date
  • Est. Dental Ins. Portion - the estimated amount that dental insurance will pay on today's charges according to the coverage set up in the Family File
  • Est. Patient Portion - the estimated amount the patient owes on today's charges according to the coverage set up in the Family File

If the patient has set up a financial agreement, the Payment Agreement Summary block shows information about what the patient has agreed to pay, and when. The following information is included:

  • Monthly Amount - the amount the patient has agreed to pay per installment. The name of this line item changes based on the terms of their agreement (ie. Weekly Pmt, Bi-Weekly Pmt, etc.)
  • Pmt Due - the monthly payment amount the patient owes for this month
  • Amt Past Due - the amount past due that is still owed by the patient
  • Due Date - the due date for the next payment

If a future due payment plan exists, the Future Due Payment Plans Summary block shows information about the patient's future due payment plan, including:

  • Original Bal. - the patient's original balance
  • Remain Bal. - the patient's remaining balance
  • Payment - the next payment amount
  • Due Date - the due date of the next payment

For additional information on these last two blocks, see our previous tip titled, The Difference Between Payment Agreements and Future Due Payment Plans.

Tuesday, June 14, 2016

Got the Picture?

Updated 9/18/2019

The Patient Picture feature displays a full-color portrait that you can access from the Appointment Book, Family File, Patient Chart, Treatment Planner, Document Center, Perio Chart, or Questionnaires modules and is helpful in patient recognition and identification.

This feature can be especially helpful if you have patients with the same or similar names, where you can pull up the patient picture and double-check that the Dan Johnson sitting in the chair is the same Dan Johnson whose treatment plan is calling for an extraction!

To open the Patient Picture window:

  1. Select a patient.
  2. Click the Patient Picture button.
    • In the Family File, Appointment Book, and Treatment Manager, the Patient Picture button looks like this:

    • In the Patient Chart, Perio Chart, Document Center, and Questionnaires modules, the Patient Picture button is a small thumbnail of the actual patient photo:

    • If no patient picture exists for the patient, the Patient Picture button has muted colors:

Click the Patient Picture button to see your patient.

Click the following links for additional information about how you can add patient pictures to your database using various methods, such as acquiring the image from a digital camera or other device, importing pictures from a file, or copy and pasting from the Windows clipboard.

Once you have added a patient picture, you can use the tools in the Patient Picture window to crop or rotate the image, as well as adjust the image properties.

More information can be found in the Personalize Care with Patient Pictures in Dentrix in Dentrix Magazine.

Tuesday, June 7, 2016

Just the Way They Like It--Customizing Insurance Claim Forms

Updated 9/18/2019

Some insurance companies require specific adaptations to an otherwise standard form. In Dentrix, the Claim Setup dialog box allows you to select from several options to make these accommodations. These options are set up per insurance plan, so you can set the options just for the plans that require it and not for others.

Note: This customization is only available for the DX2007 and DX2012 claim formats.

To modify DX2007 or DX2012 claim settings:

  1. From the Office Manager, click Maintenance > Reference > Insurance Maintenance.

  2. Select the insurance plan you want to customize and click the Ins Data button.

  3. Click the Claim Setup button.

  4. In the Formatting Options group box, set the Font Size and Date Format using the drop-down options.
  5. In the Provider and Fee Options group box, select the Fee Schedule to use from the drop-down options.
  6. In the Advanced Settings group box, select the options you want to set for claims associated with this insurance plan.
    Note: When you hover over any of these options with your mouse in Dentrix, a tooltip appears explaining what each option does.
  7. Click OK to save your changes and return to the Dental Insurance Plan Information dialog box.

  8. In the Insurance Claim Options group box, do one or more of the following:
    • Replace initial character of procedure code with - Check this box if the carrier requires ADA CDT-3 or CDT-4 codes and you have not converted all of your codes to this format. Type the appropriate letter to replace the initial character of each procedure code, such as "D".
    • Do Not Include Dental Diagnostic Codes - Check this box to exclude dental diagnostic codes on claims.
    • Do Not Include Group Plan Name - Check this box to exclude the group plan name from printing on the claim or from being sent electronically.
    • Do Not Bill to Dental Insurance - Check this box to prevent creating batch insurance claims for the carrier, to have Dentrix ask if you want to include or exclude procedures flagged as "Do Not Bill to Dental Insurance" when you create a claim, and to exclude procedures from the Procedures Not Attached to Insurance Report.
    • Print Name for Provider's Signature on Claims - Check this box to print the provider's name on claims instead of the provider's signature.

For additional information, see the Customizing Claim Formats and Editing Insurance Carriers topics in the Dentrix Help, or view our previous Tip Tuesday post titled Insurance Claims Setup.