Tuesday, November 29, 2016

Modifying Image Documents within the Document Center

Updated 10/3/2019

The Dentrix Document Center is a wonderful tool you should be using to help eliminate paper files in your office. One of the best uses of the Document Center is to store images. Images can include not only digital X-rays, but scans of driver's licenses or insurance cards, or screen captures from oral imaging devices, or patient pictures you take with your office camera.

Within the Document Center you have a whole range of tools you can use to modify the documents once they are stored. Please note, though, that only image files (.jpg for example) can be modified. Text files, such as PDFs, cannot be modified.

A group of images within one filename is still referred to as a document, and can be assigned to multiple sources just like another document in the Document Center. Individual images within the group are referred to as "pages".

  1. With a patient selected in the Document Center, select an image document from the patient's document tree. The selected document appears in the Document Preview pane in the main Document Center screen.

  2. From the Document Center toolbar, click the Modify Document button. A row of buttons you can use to modify the document appears:

  3. To copy a document to the Windows Clipboard, with the document visible in the Document Preview pane, click the Copy to Clipboard button.
    To add another page to the document, click the Add Page button.
    To delete a page from the document, view the page in the Document Preview pane, click the Delete Page button, and click Yes to confirm.
    To alter the color, light, contrast, or saturation of a document, click the Image Adjustments button.
    To crop a document, click the Crop Image button, and expand a square over the document with your mouse. When you release the mouse, the document is cropped.
    To invert the colors of a document, click the Invert Colors button.
    To convert the document to gray scale, click the Convert to Grayscale button.
    To "clean up" the document by removing random spots, click the Remove Spots button.
    To rotate the document, click the Rotate button and select a rotation option from the list.
    To add a notation to the document as to the orientation of the mouth, click the Orientation button and select an orientation option from the list.
    To undo the last change you made to the document, click the Undo Change button.
    To undo all changes you made to a document, and return it to the last saved state, click the Undo All button.

  4. Modify the document as needed.
  5. When you attempt to click on another document or close the Document Center, you are prompted to save your changes. Click Yes to save the document.

For more information on modifying documents in the Document Center, see the Adding Pages, Adjusting Images, Cropping Images, Removing Random Spots, Rotating Images, and Orienting Images of the Mouth topics in the Dentrix Help.

Tuesday, November 22, 2016

Checking Up on Your Treatment Planning Success Rate

Updated 10/3/2019

It's no big secret that a dental practice's success hinges on its ability to diagnose, schedule, and complete treatment. With that in mind, it's important to be able to dig deep and discover how many of your treatment-planned procedures are actually being completed. Generating a Treatment Plan Statistics Analysis Report is a great place to start.

To generate the reports:
  1. In the Office Manager select Reports > Management > Treatment Plan Statistics Analysis.
  2. There are four different analysis reports you can generate. In the Treatment Plan Statistics Analysis Reports group box choose from the following options by checking the corresponding box(es):
    Note: You can check more than one box to generate multiple reports at once. Each report checked appears as a single line item in the Batch Processor. Also, the report option(s) you check determine whether other filtering choices are available within the dialog box.

    • Tx Planned - This report option provides an overview of treatment plans by provider, procedure, or procedure category. Additionally, you can select to include All Procedures, Only Unscheduled Procedures or Only Unscheduled Procedures for Appts Dated (entering procedure dates in the From and To fields for this option).
    • Completed Procedures - This report option displays the number and value of treatment completed during a selected date range.
    • Comparison for Completed Procedures - The report option allows you to compare the total number of treatment plans vs. the number of completed treatment plans.
    • Treatment Plan Summary - This report option provides you with an accurate picture of how much potential revenue there is in uncompleted treatment plans.
  3. Based on the report option(s) selected above, make filtering choices in the remaining group boxes.
  4. Select the report format you desire:
    • By Provider - Lists only the combined procedure information for each provider selected.
    • By Procedure - Lists all applicable procedures with information for each.
    • By Category - Lists all applicable procedure categories with the combined procedure information for all procedures within each category.
  5. If you do NOT want any procedures with a zero amount to be included in the report, check Skip Procedures with $0.00 Amounts.
  6. To save your settings for the next time you generate the report, check Save as Default.
  7. Click OK to send the report(s) to the Batch Processor.

For additional information about how to interpret these reports once they are printed, log in to the Dentrix Resource Center and under the Documents tab, look for the Reports Reference link. Within the Reports Reference PDF, view the following topics:
  • Treatment Plan Statistics Analysis: Tx Planned Report
  • Treatment Plan Statistics Analysis: Completed Procedures
  • Treatment Plan Statistics Analysis: Comparison for Completed Procedures
  • Treatment Plan Statistics Analysis: Treatment Plan Summary 

Tuesday, November 15, 2016

Attaching Diagnostic Codes to Procedures in the Progress Notes

Updated 10/3/2019

The Patient Chart is a clinical record of patient care, and as such it must be completely accurate. To help maintain an accurate clinical record, Dentrix allows you to attach diagnostic codes to procedures using the Progress Notes toolbar. Diagnostic codes, however, cannot be attached to conditions, clinical notes, exams, or referrals.

To attach a diagnostic code to a procedure:
  1. From the Patient Chart's Progress Notes panel, click the procedure you want to attach a diagnostic code to.
  2. From the Progress Notes toolbar, click the Attach Dental Diagnostics to Selected Procedure button.
  3. In the Select Diagnostic Code(s) dialog box, from the Included Diagnostic Codes drop-down list, select a code category.
  4. From the list, select the appropriate diagnostic code(s), and click Add.

  5. Click OK. Dentrix attaches the diagnostic code(s) to the procedure and the letter "D" appears in the Diagnosis column of the Progress Notes panel.

  • If you print insurance claims rather than submitting them electronically, you must make sure to select a claim format (DX2012 for example) which supports the inclusion of diagnostic codes.
  • Dentrix versions G6.1 or later can automatically add ICD-10 diagnostic codes through a CDT Update utility.

See the following for topics in Dentrix Help more information on adding or editing dental diagnostic codes in Dentrix. You may also be interested in the Dentrix Does It video titled Diagnostic Codes on Dental Claim Forms.

Tuesday, November 8, 2016

The Patient Balance Report

Updated 10/3/2019

If you want a really quick and easy-to-understand report that can give you a list of outstanding patient balances, consider the Patient Balance Report.

This report is easy to generate, and doesn't have a lot of filters to manipulate. Quite simply, you set a range of patients, providers, and/or billing types, and that's it.

To generate the Patient Balance Report:
  1. From the Office Manager, click Reports > Ledger > Patient Balance Report.
  2. Type the Report Date you want to print on the report.
  3. Do the following:
    • In the Select Patient group box, set the range of patients to include on the report.
    • In the Select Provider group box, set the range of providers to include on the report.
    • In the Select Billing Type group box, set the range of billing types to include on the report.
  4. Click OK to send the report to the Batch Processor.

Once generated, the Patient Balance Report is easy to interpret, and contains the following important information:

  1. Patient Details - The patient's name, chart number, home phone, work phone, and billing type.
    Note: an asterisk to the left of the patient name indicates a guarantor.
  2. Last Patient Pmt - The date of the patient's last payment.
  3. Last Visit Date - The date a procedure was last posted for the patient.
  4. Pend. Claims - Indicates whether the patient has pending insurance claims.
  5. Family Balance - The patient's family balance.
  6. Patient Balance - The patient's individual balance.

For additional information see the Patient Balance Report topic in Dentrix Help.

Tuesday, November 1, 2016

Joining Insurance Plans in Dentrix

Updated 10/3/2019

When multiple staff members enter patient information in Dentrix, there is a chance that duplicate information can be entered. One area where this can easily happen is with insurance carriers, group plans, or employers. Here are some general rules to follow when entering an insurance carrier in Dentrix:
  1. Look to see if the plan already exists in Dentrix.
  2. Enter the carrier name, plan name and group number as they appear on a patient's insurance card to avoid duplicate entries for the same plan with slightly different spellings.
  3. Because insurance carriers can be associated with different employers, be sure to enter employer information when applicable to help distinguish carriers with the same name.

If you find that you do have multiple instances of the same insurance carrier entered in Dentrix, you'll want to join the plans. Joining insurance carriers merges two carriers into one. In Dentrix, the Join Insurance Plans utility allows you to quickly move all subscribers from one insurance plan to another plan.

By joining the multiple instances of identical carriers in your database, it's easier to maintain your insurance plans. You won't have to update multiple plans, and as a result, you can avoid problems such as coverage table information being different, payment table overrides not being consistent, estimates not calculating correctly, etc.

For example: You discover than an insurance plan has been added into Dentrix twice. There are two identical carriers named Principal Financial Group with two different variations of the group plan name: Solutions Group (the correct name) and Solutions Group Plan (the incorrect name). You want to combine the two into a single, correctly named plan.

To join insurance plans:

  1. Close all Dentrix modules on all computers on the network.
  2. Open the Office Manager on a single computer and click Maintenance > Reference > Insurance Maintenance.

  3. Click Join Plans.

  4. In the Join Criteria group box, do one of the following:
    1. Employer-based - Select to move all subscribers attached to an insurance plan (source plan) linked to a specific employer to another insurance plan (destination plan) that is linked to the same employer.
      • Subscriber's Employer must match Insurance Plan employer field - (Optional) Select to move only subscribers who are assigned the same employer in the Family File.
    2. Plan-to-Plan - Select to join insurance plans regardless of employers.
  5. In the Select Insurance Plans to Join group box:
    1. Click the Source Insurance Plan search button. Select the insurance plan you want to move subscribers from, and click OK. (This is the plan you want to get rid of. In our example, that's "Solutions Group Plan".) 
    2. Click the Destination Insurance Plan search button. Select the insurance plan you want to move subscribers to, and click OK. (This is the plan you want to keep. In our example, that's "Solutions Group".)
  6. Click Join. A message appears asking you to confirm the change. To move all subscribers from the source insurance plan to the destination insurance plan, click Yes.
  7. A message appears at the completion of the merge, or if no subscribers matching the criteria associated with the Source insurance plan exist. Click OK.
Note: Joining insurance plans only changes the assigned insurance for the patient. It does not affect any claims previously created. Claims created in the future will use the new carrier information. Current open claims that have already been created will not be affected by the change.

Once you have joined the plans, you need to delete the now unused and "empty" plan so that it doesn't get assigned to more patients, and doesn't bog down your database. Take a look back at last week's Deleting Unused Insurance Plans in Dentrix post for details.

For more information, read the Joining Insurance Carriers topic in Dentrix Help, or the Maintaining Insurance Plan in Dentrix: 6 Things You Should Be Doing article in Dentrix Magazine.