Tuesday, November 21, 2017

Refilling Prescriptions in Dentrix

Updated 10/8/2019

You've probably had this happen in your office recently: a patient calls wanting a refill on their pain medication, and you can't remember what you prescribed for them or when. There's no need to try and remember which drug was prescribed, or dosage amounts, or if they've already gotten a refill from you recently. The Prescriptions module in Dentrix keeps track of all this information for you. And when you refill a prescription, you have the option to change the dosage or dispensing instructions or keep the same settings as when it was last prescribed.

How To
  1. From any patient-specific Dentrix module, select a patient and click the Prescriptions button on the toolbar.
  2. From the Patient Prescriptions list, review the patient's list of prescriptions, prescribing doctor, and last prescription date.
  3. If it's appropriate to refill the prescription, select the prescription to be refilled, and click Refill.

  4. If necessary, change the information in the Sig, Disp, Refills, and/or Notes fields.
  5. Click Print to print the prescription and to save the refill to the Patient Prescriptions list.

Additional Tips
  • The Health History button is available within the Patient Prescriptions dialog box, allowing you to check for drug allergies or other medical conditions before you create a prescription for a patient. If the Health History cross is red, click the button to check for medical alerts.
  • To learn more, read Refilling Patient Prescriptions in the Dentrix Help.

Tuesday, November 14, 2017

Saving a Screen Capture in the Document Center

Some insurance companies provide coverage details on their website, and you like to check for detailed coverage breakdowns when a new patient comes to your office. If you need to refer to the coverage breakdown again you could go back to the insurance company’s website and find it, but it’s a lot easier to just capture the image using the Screen Capture tool and save a copy of it in the Document Center.

How To
  1. Open the website with the coverage table you want to save, and leave it open on your screen.
  2. Open the Document Center and select the patient to whom you want to attach the screen capture. Then click Acquire > Screen Capture.

  3. Go back to the screen you want to capture, and click Start Capture.
  4. Position your mouse pointer where you want to start the capture and drag to capture the image. When you release the mouse button, the Document Center opens and the image you captured appears in it.

Additional Information
  • If you don't want to be prompted to enter the document type, description, and orientation each time you take a screen capture, in the Document Center click Acquire > Screen Capture and click the Setup Defaults button. Check the Acquire without displaying Document Information option and specify the default information, and the Document Center will automatically assign that info to every screen capture.
  • For additional information, read the Acquiring Screen Captures topic in the Dentrix Help.

Tuesday, November 7, 2017

Analyzing Referrals

Updated 10/8/2019

If you are looking for a quick way to analyze your patient referrals without having to generate a report in the Office Manager, look no further!

Let's say your office offers a discount on teeth whitening when a patient refers five people to your practice and those patients are seen for appointments. You know that patient Brent Crosby is close to meeting the five referrals, and you want to see details about the referrals he has made. You can access that information easily from the Family File.

How To
  1. In the Family File, select a patient who has made referrals to your practice.
  2. From the File menu, select Referral Analysis.

  3. The number of referrals a patient has made to your office appears in the Total Referrals Made field, and a list of individual patients, the date they were referred, and production totals resulting from that referral appear in the list.
  4. Use the drop-down lists for Referral Date Span and Production Date Span to see referrals and production for a specific time period.

Additional Tips

Tuesday, October 31, 2017

Assigning Insurance to a Patient when the Subscriber is a Non-Patient

Because the family situations of your patients are varied, there will be times when a patient in your practice is covered through an insurance subscriber who is not a patient. This can happen in cases of divorce or when an adult child is still covered by their parent's insurance. In situations like this, even though the subscriber isn’t a patient you need to add them to Dentrix so that you can assign their insurance coverage to your patient.
How To
  1. In the Family File, select the patient who will have insurance coverage through the non-patient subscriber, and click File > Add New Family Member.
  2. Enter the subscriber's name, set the status to Non-Patient, enter the birthdate and other information including address and phone number if they are different from the other members of the family, and click OK.
  3. Double-click the non-patient's name in the family list to select them, and then double-click the Insurance block.

  4. Select the insurance carrier, enter the subscriber ID and other insurance information, and then click OK.
  5. From the family list, double-click the name of the patient to be covered by the non-patient's insurance, and then double-click the Insurance block.

  6. Assign the non-patient's insurance coverage as either primary or secondary insurance and click OK.
  7. Repeat as needed for other family members.

Additional Tips
  • The insurance subscriber must be a member of the same family in Dentrix as the covered patient.
  • The non-patient subscriber can have a different address from the rest of the family in Dentrix, as may be the case with divorced or unmarried parents who are insurance subscribers for their children that do not live with them full time.
  • Non-patients don’t show up on reports and will only receive correspondence if they’ve been designated as the head of household.
  • To learn more, read Adding Family Members and Assigning Insurance to Non-subscribers in the Dentrix Help.

Tuesday, October 24, 2017

Hiding Patients on the Collections Manager List that You've Already Contacted

Updated 10/8/2019

Let's say you have generated a list of patients with outstanding balances in the Collections Manager. You are working your way through the list, calling patients to talk to them about their balances and explaining their options, but because you are making these calls in between your other front desk responsibilities, you want to remember who you've contacted and who still needs to be called. You can hide patients on the list that you've already talked to, but still keep them on the list as having an outstanding balance to be paid.

How To
  1. Select a guarantor's name from the Collection Manager list.
  2. Right-click the guarantor's name and select Hide Account.

The patient is removed from the list until the next time the list is generated.

Additional Tips
  • After you've generated the list and begun making phone calls (or otherwise contacting patients), leave the list open. You can minimize the list to work on other tasks and restore the list with your previous settings and patients still hidden when you want to continue working.
  • If you close the list completely, you will have to enter your View criteria again (or generate using the last View settings), but patients previously hidden will be back on the list.
  • Read the Dentrix Magazine article titled, Simplifying Collections with the Collections Manager for more information.

Tuesday, October 17, 2017

Make Multi-Codes More Manageable

Updated 10/8/2019

When you have been using Dentrix for several years, you can build up lots of customizations that were useful to you at one time, but may not be any more. Often, this means you have a long list of items that you are no longer using, such as custom multi-codes that you do not use or no longer want your staff to use.

You can inactivate the old codes to clear them from the procedure code list, which means you won’t have to look through as many codes to find the ones you need, and you’ll prevent staff members from using the wrong multi-code.

How To

  1. In the Office Manager, select Maintenance > Practice Setup > Multi-Code Setup.
  2. Select the multi-code you want to disable, and click Edit.

  3. Check the Disable this Multi-Code box, and click OK.

Additional Information
  • When a multi-code is disabled it no longer appears in the Procedure Code List in the Procedure Codes dialog box in the Appointment Book, or in the Multi-Codes List in the Enter Procedure(s) dialog box in the Ledger.
  • When you disable a multi-code, you do not lose it. Disabled multi-codes are still listed in the Multi-Code Setup dialog box, but they are marked with an asterisk.
  • You can enable a disabled multi-code at any time by following the steps above and unchecking the Disable this Multi-Code box.
  • For more information see the Multi-Code Setup topic in Dentrix Help, or read the Saving Time with Mutli-Codes article in Dentrix Magazine.

Tuesday, October 10, 2017

Deleting a Document from the Document Center

Updated 10/8/2017

Your dental clinic has several office workers, and sometimes the same documents are unknowingly scanned more than once and stored in the Document Center. If you have duplicate files or have attached a document to the wrong person in the Document Center, it is okay to delete that document to reduce redundancy and save storage space.

How To
  1. Open the Document Center and select a patient.
  2. From the patient's document tree, select the document that you want to delete, and click Edit > Delete Selected Document(s).

  3. Click OK to delete the document, or if a document is attached to more than one source, a message appears giving you the option to delete the current document only, or to delete the document for all attachments. Select the appropriate option, and click OK.

Additional Information

Tuesday, October 3, 2017

Searching for Payments in Dentrix

It would be nice to have every piece of information available when you need to find a payment in Dentrix, but that isn’t always the case. For instance, a patient tells you they made a payment, but it is not posted on their account. You need to find out where that payment was posted so you can correct the error, but you only have the payment date and the payment amount to work from.

Luckily, the Search Payments utility lets you perform a search with whatever information you have available without having to manually look through individual patient accounts or running reports.

How To
  1. From the Ledger, click File > Search Payments.
  2. Enter the search criteria you have available to find the payment(s). Click Search. Payments matching the criteria will be listed.

  3. Double-click any payment in the list to open the Ledger for that patient so you can view the payment in more detail.

Additional Tips
  • You can combine several search criteria (check number + date, or payment type + amount, for example) for a more precise search with fewer results.
  • In the search results, click any column header to sort the results by that column. Or click and drag the column header to rearrange the columns.
  • To learn more, view the Searching Payments topic in the Dentrix Help.

Tuesday, September 26, 2017

Assigning a Specific Provider for Continuing Care

Updated 10/8/2017

One of your patients was recently seen by HYG2 for a prophy appointment. The patient appreciated how the hygienist listened to her concerns and her gentle touch when cleaning her sensitive teeth, and she would like to continue to see that hygienist for future appointments. You can accommodate requests like this and set up a specific provider for continuing care appointments as part of assigning a continuing care type. That way, when you schedule a prophy appointment, the patient’s preferred provider is attached by default.
How To
  1. From the Family File, select a patient and double-click the Continuing Care block.
  2. Select the prophy continuing care type from the list (or select the perio type if the patient is on perio maintenance), and click Edit. (If the patient does not already have the selected continuing care type assigned, click Set.)

  3. In the Provider group box, select the provider the patient wants to perform their continuing care.
    • Prov1 - Continuing care appointments default to the patient's primary provider (as selected in the Family File).
    • Prov2 - Continuing care appointments default to the patient's secondary provider.>
    • Spec - Continuing care appointments default to the specific provider you select in the drop-down list.
  4. Enter the other information as needed for the continuing care type.
  5. Click OK. When an appointment is scheduled for the continuing care type, the specific provider attached to the continuing care type is listed as the appointment provider in the Appointment Information dialog box.

Additional Tips
  • When scheduling appointments, you can still manually change the provider/additional provider for the appointment in the Appointment Information dialog box as needed.
  • To learn more, read Editing Continuing Care Types in the Dentrix Help.

Tuesday, September 19, 2017

Emailing a Document from the Document Center

Updated 10/8/2019

One of your patients called this morning and asked for a copy of his most recent billing statement and the EOB for his last insurance payment. If you are using the Document Center to store patient documents, you can simply select the requested documents, open an email message from Dentrix (which automatically adds the document as an attachment), and send it to the patient via email.

How To
  1. Open the Document Center and select the patient to whom you need to send a document.
  2. From the Document Tree, select the document you want to send.

  3. Click File > Send Document(s). Your email program will automatically open with the following attributes:

    • The To address field will have the patient's email address (if one is store in the Family File).
    • The Subject field will be populated with the document's description.
    • The document's description will also be used for the attached file name, along with the document's type (PDF, JPG, etc.) and file size.
    • Any notes from the Document Information dialog box will be included in the main body of the message (which you can edit before sending).
  4. Add text to the body of the email as needed and click Send to send the message.

Additional Tips
  • To email a document from Dentrix, your computer must be running a MAPI-compliant email software such as Microsoft Outlook or Outlook Express. Web-based mail accounts, such as Gmail or Yahoo Mail, do not work with Dentrix.
  • If MAPI-compliant software is not installed or your practice uses a web-based solution, you can export the document and then attach it to an email. (Open the Document Center, select the document from the Document Tree, and click File > Export Document(s). Save the document to your computer and then attach it to your email.
  • You may want to record the correspondence in the patient's Office Journal, as Dentrix does not do this automatically.
  • To learn more, read Sending Documents Electronically and Exporting Documents as Files in the Dentrix Help.
  • For more information on the Dentrix Document Center, read the Printing to the Dentrix Document Center and Managing Unfiled Documents in the Document Center articles in the Dentrix Magazine.

Tuesday, September 12, 2017

Copying Procedure Notes to Clinical Notes

Updated 10/8/2019

After each appointment, the clinical providers in your office spend several minutes writing detailed, accurate clinical notes. It would save a lot of time to not have to write all of the notes from scratch. Did you know that many procedure codes in Dentrix already have procedure notes written that can be copied and used as part of your clinical notes? Instead of taking the time write all that information again, get a head start by copying the information that’s already in the procedure notes to your clinical notes and then making edits and additions as needed.

How To
  1. From the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. Select the procedure code category and individual procedure you want to edit, and click Edit.
  3. Click Edit Note.

  4. Edit the procedure note text as needed, select the Copy to Clinical Note option, and click OK.
  5. Click Save, verify that you want to save your changes, and then click Close.
  6. Repeat for other procedure codes as needed.

Additional Tips
  • Whenever the procedure is posted complete for a patient, the procedure note appears as the clinical note on that date. You can edit the clinical note and make changes or add additional information as needed.
  • Not all procedures in the Procedure Code Editor will have procedure notes by default. You can add or edit the procedure notes for any procedure and then select the Copy to Clinical Notes option.
  • When you set complete a procedure code that requires a tooth number, surface, quadrant, or other treatment area information, that information will automatically be added to the beginning of the clinical note text. For example, if the procedure code note read “Filling of a cavity.” When you set complete the procedure, the clinical note will read “Tooth: 3, Surface: O Filling of a cavity.”
  • To learn more, read Editing Procedure Notes in the Dentrix Help.

Tuesday, September 5, 2017

Clearing a Continuing Care Type from a Patient

Updated 10/7/2019

Assigning a patient to a continuing care type is the best and easiest way to keep them on schedule for regular preventive treatment. Most often a patient will be assigned the "prophy" type. But a patient's needs change with dental conditions and diagnoses. Some of your patients may develop periodontal disease, for example. If this happens, you'll want to attach patients to the "perio" continuing care type instead. But how can you make sure the same patient isn't attached to both the prophy and perio continuing care types in Dentrix? Follow these simple steps to clear a continuing care type from a patient:

How To
  1. From the Family File, select a patient.
  2. Double-click the Continuing Care block.
  3. Select the continuing care type that you want to clear and click the Clear button.

  4. Click Yes to the confirmation message that appears to clear the continuing care type from the patient.
  5. Click Close to return to the Family File.
Additional Tip
  • To learn more about assigning, editing, and clearing continuing care types, see the topics listed under Continuing Care Overview in the Dentrix Help.

Tuesday, August 29, 2017

Requiring a Pre-Authorization for Specific Procedures

Updated 4/22/2021

Occasionally, insurance companies require you to submit a pre-authorization for a procedure before the work is completed. Because these requirements vary from insurance company to insurance company, you can manipulate the coverage table for each insurance company in Dentrix and mark the procedures that require pre-authorizations.

How To:
  1. In the Office Manager, select Maintenance > Reference > Insurance Maintenance.
  2. Highlight the insurance plan you want to update, and click the Benefits/Cov button.
  3. From the left side of the screen, select Coverage Table.
  4. Select the procedure (or procedure category) that requires a pre-authorization.

  5. Check the Pre Auth checkbox. When that procedure is treatment planned for a patient, a notation is added to the Treatment Plan view of the Ledger and the Case Detail view of the Treatment Planner.
  6. Click Save to save the changes.

Additional Information

  • You should make it a habit to update the coverage table when insurance companies notify you of procedures that require pre-authorization. Then as procedures are treatment planned for patients, double-check the Treatment Planner view of the Ledger for which procedures need authorized before treatment.
  • In the Treatment Planner, click View > Procedure Information and make sure that the PreAuth option is checked. Then when you use the Treatment Planner Case Detail view, you will be able to see whether a pre-authorization is needed before you complete the procedure.
  • When viewing the Treatment Plan view in the Ledger, procedures needing pre-authorization display the following information in the Ins column to indicate what kind of pre-authorization is required:
    • 1** - Indicates primary insurance requires a pre-authorization on that procedure.
    • 2 - Indicates secondary insurance requires a pre-authorization on that procedure.
    • 1*2 - Indicates both primary and secondary insurance require a pre-authorization on the procedure.
    • NO - Indicates neither insurance requires a pre-authorization on the procedure.

Tuesday, August 22, 2017

Tips for Adding Insurance Plans in Dentrix

Updated 10/7/2019

It's important to set up insurance plans properly in Dentrix in order to give accurate insurance estimates, and make it easier for you to process insurance claims and work with insurance in Dentrix.

Maybe your office sees patients who have different insurance carriers and you are constantly entering these new carriers into the database, or maybe your staff rotates front desk responsibilities and you have new staff entering insurance information regularly. By having policies in place to make sure the way insurance carriers are added to Dentrix is done consistently, you increase the likelihood of having accurate estimates.

Use these three tips to update your policies about how insurance plans are entered in Dentrix:

  1. You should always search for the insurance company you want to add to your database to make sure it hasn’t already been entered in Dentrix. Having multiple instances of the same insurance company can cause problems, such as assigning the wrong insurance plan to patients, or when you update insurance information for one plan you don't update the other, leaving one of the plans outdated.
  2. A good way to prevent different spellings or abbreviations of the carrier name is to enter the information exactly as it is printed on the patient's benefit card.
  3. The Group Plan name is primarily used to help you distinguish this plan from other plans with the same carrier. If the carrier doesn’t furnish the group plan name, you can use this field to enter a plan name that will mean something within your office. By marking the Do Not Include Group Plan Name option in the Insurance Claims Options group box, the name you give the group plan will not be printed on claims.

To learn more, read Entering a New Insurance Plan in the Dentrix Help.

Tuesday, August 15, 2017

Attaching Continuing Care Types to Procedure Codes

Updated 10/7/2019

If you discover that patients' continuing care due dates aren't resetting automatically when a patient is seen for a continuing care appointment, it is often because procedure codes have not been set up properly with continuing care attached to them.

To fix this problem, you should review your procedure code setup to make certain that codes have been properly assigned to the desired continuing care types, and then attach procedure code(s) to the continuing care type you want the continuing care due date to automatically reset for.

For example, your office wants to attach the PERIO continuing care type to procedure codes D4341 and D4342 so patients are automatically set up on continuing care when they come in for scaling and root planing.

How To:
  1. From the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.
  2. Select a Procedure Code Category and individual procedure, and click Edit.
  3. Click the Auto Continuing Care search button.

  4. Select the continuing care type to which you want to assign this procedure code, and click the Select button.
  5. Click Save, answer Yes to the prompt, and click Close.

Additional Information
  • A procedure code may be assigned to only one continuing care type. However, you can assign multiple procedure codes to the same type.
  • When a continuing care type is attached to a procedure, Dentrix automates three processes for you:
    • When you select a continuing care procedure as an appointment reason, Dentrix automatically attaches that assigned continuing care type to the appointment.
    • When you post a continuing care procedure, Dentrix automatically resets the patient's continuing care due date according to the interval you defined.
    • If you haven't previously assigned a continuing care type to the patient, when you post a continuing care procedure, Dentrix will assign that type for you using the defaults you defined.

To learn more, read the Dentrix Help topic titled, Attaching Continuing Care Types.

Tuesday, August 8, 2017

Reactivating Archived Patients

Updated 10/7/2019

Sometimes patients who have been away for several years move back into the area and come back to your practice. If you archived these patients and they return to your practice, you can easily reactivate them in Dentrix. When you reactivate the patient, their address, procedures, insurance claims, payments, adjustments, medical alerts, prescriptions, patient questionnaires, and periodontal exams are all restored.

How To
  1. From the Family File, open the Select Patient dialog box and check Include Archived Patients.

  2. Select the archived patient you want to reactivate and click OK.
  3. In the Family File window, double-click the Patient Information block.
  4. Click OK to the message that appears. Dentrix will change the patient status to Patient.

Additional Tips
  • The Include Archived Patients checkbox option is only available when selecting a patient from the Family File.
  • When an archived patient is reactivated, view the Patient Notes to see information regarding their previous continuing care, employer, insurance, and referral settings (if any).
  • To see a list of all archived patients, generate the Archived Patient List. From the Office Manager, select Reports > Lists > Archived Patient List and enter filtering criteria to generate the list.

To learn more about how to archive a patient, see our previous tip post titled, Archiving Patient Records.

Tuesday, August 1, 2017

Purging Appointments and Events in Dentrix

Updated 10/7/2019

You create and complete patient appointments hundreds of times each day as part of your workflow. But what should you do with those completed appointments from the past that are no longer needed?

You should purge old appointments from Dentrix on a regular basis, keeping only the last 1-2 years of appointments. And as of Dentrix G6, you can also purge old events as well. When you purge old appointments and events, searching for patient appointments takes less time, because you will have cleared out old data you don’t need anymore.

To purge appointments and events:

  1. In the Appointment Book, from the File menu, click Purge Appointments/Events.
  2. Enter a date in the Cutoff Date field. Appointments and events before this date will be purged from Dentrix.

  3. Click OK. A warning message appears asking you to confirm that you want to purge appointments. Click OK to continue with the purge.

Additional Tips
  • Dentrix automatically creates an entry for each purged appointment in the patient’s Office Journal.
  • Purging appointments and events does not purge unscheduled appointments. If you want to purge unscheduled appointments, open the Unscheduled List, select Appt > Purge Appointments, enter a cutoff date, and click OK.
  • When you purge appointments/events manually from the Appointment Book, other users do not have to close out of Dentrix.
  • You can purge appointments by setting up the Task Scheduler to include this part of your monthly routine.

Tuesday, July 25, 2017

Save Time with Payment Agreement Templates in Dentrix G6.4

Updated 10/7/2019

As you set up a payment agreement, you can customize the terms and conditions of the agreement. Save yourself from having to make those adjustments every time you create a payment agreement by creating a new agreement template that includes the terms you use most often. In Dentrix G6.4, payment agreement templates replace having to set an individual agreement's terms.

For example, if your practice wants to set up a payment agreement template for staff members who have dental treatment performed, you can create a template called Standard Staff Agreement with no annual finance charge, an annual late charge of 1%, a grace period of 15 days, no minimum late charge, and a minimum balance to charge of $100.

How To
  1. From the Office Manager, select Maintenance > Practice Setup > Payment Agreement Manager Setup.
  2. To create a new payment agreement template, click New.

  3. Enter a name for the new template, enter the terms for the agreement in the corresponding fields, and click OK.

  4. Click Close. The next time you create a new payment agreement, you'll be able to select that template.

Additional Tip
  • To edit an existing payment agreement template, in the Office Manager, go to Maintenance > Practice Setup > Payment Agreement Manager Setup, select an agreement template from the list, and click Edit.

To learn more, see the Payment Agreements Benefit You and Your Patients and See All Your Patient Payment Agreements in One Place articles in the Dentrix Magazine.

Tuesday, July 18, 2017

Setting up a Payment Agreement in Dentrix G6.4

Updated 10/7/2019

At times, a patient may need to pay off a procedure or balance over time. You can accommodate these patients by setting up a payment agreement with them in which they agree to pay off their balance through regular payments instead of in one lump sum.

You can track payment amounts and due dates, print payment coupons, and apply interest terms in Dentrix. With Dentrix G6.4 and higher, you can use the new Payment Agreement Manager to manage payment agreements and to post payments from a single location for multiple accounts.

To set up a payment agreement in Dentrix G6.4:
  1. From the Ledger, select the patient for whom you want to create a payment agreement, and click the Billing/Payment Agreement button.

  2. From the Billing Type drop-down list, select the billing type to be assigned to the account.
  3. Enter the agreement date and select the payment interval from the drop-down list.
  4. Enter the annual finance charge percentage, total amount of the agreement, first payment due date, and payment amount in the corresponding fields.
  5. Click the Agreement Templates button and select the terms to apply to the payment agreement from the list. Click OK.>
  6. Click OK to save the agreement.

Additional Tips
  • Once you have created a payment agreement for a patient, they will appear in the Payment Agreement Manager, which you can use to enter payments.
  • When you enter the total agreed amount, Dentrix calculates the total number of payments necessary and puts that number in the # of Payments field. Conversely, you can enter the number of payments and have Dentrix calculate the amount of each payment.
  • By clicking the Print button, you can print a Truth in Lending Statement, an Amortization of Payments and Charges, and/or a coupon book for patients.
To learn more, see the Payment Agreements Benefit You and Your Patients and See All Your Patient Payment Agreements in One Place articles in the Dentrix Magazine.

Tuesday, July 4, 2017

Finding Patients Not Attached to Continuing Care

Updated 10/7/2019

Occasionally, patients who haven’t been in for a while will call to schedule an appointment, and they’ll tell you they didn’t receive any kind of reminder that they were due for a cleaning. This usually happens when the patient isn’t attached to continuing care in Dentrix, so Dentrix can’t track when that patient is due. You can prevent this by generating a list of patients who haven’t been attached to continuing care.

To find patients not attached to continuing care:
  1. From the Continuing Care module, click Views > Temporary View.

  2. In the Type group box, select the continuing care type you want to focus on, and select Without CC. Leave all other settings at the default and click OK to generate a list of matching patients.
Additional Tips
  • Once you have generated a list of patients who aren't attached to a continuing care type, you can easily manually attach that type to the patient. Select a name on the list and click Edit > Selected Patient's Continuing Care. Select the type you want to attach to the patient, and click Set. Set the continuing care options as needed and click OK.
  • To learn more, read Accessing the Continuing Care List in the Dentrix Help.

Tuesday, June 27, 2017

Using the New Payment Agreement Manager to Post Payments on a Patient's Account

Updated 10/7/2019

Wouldn’t it be nice if you could post a payment toward a patient’s payment agreement while you were viewing their agreement details? With the new Payment Agreement Manager in Dentrix G6.4, you can! You can post payments from the same window where you create and manage payment agreements.

To enter a payment from the Payment Agreement Manager:

  1. From the Ledger, click File > Payment Agreement Manager.

  2. The Payment Agreement Manager shows all accounts with a payment agreement.
  3. Select a patient on the list and click the Enter Payment menu option.
  4. Enter payment information as you normally would. If the payment is to go towards a patient's payment agreement, make sure to check the Apply to Payment Agreement box.

  5. Click OK.

Additional Information
  • The Enter Payment dialog box that opens in the Payment Agreement Manager is the same as in the Ledger.
  • You can double-click any patient name within the list to open the Billing/Payment Agreement Information dialog box. From there you can view or edit guarantor notes, view or change the account's billing type, view the payment agreement notes, enter a payment, and clear or update the payment agreement.

Learn more by reading the See All Your Patient Payment Agreements in One Place article in the Dentrix Magazine.

Tuesday, June 20, 2017

Splitting Payments by Family Members

Updated 10/7/2019

With Dentrix G6, you can split payments by provider and by family member. If you use these split payment options, you can post a single payment that will be distributed among the providers with balances for each family member and posted in each family member's Ledger as appropriate.

For example, if you have a family come in for cleanings and they pay you with a single check, you can use the split payment by family members option to quickly apply payments to each patient in the family from a single screen in Dentrix without having to open each person’s Ledger.

To split a payment by family member:
  1. In the Ledger, select a patient and click the Enter Payment button.
  2. Enter the amount and type of payment in the appropriate fields.

  3. In the Patient drop-down list, select Split by Family Members to split the payment among the family members with outstanding balances, or select the individual patient whose account you want to apply this payment to.
  4. To split the payment between two or more providers or to split by family members, in the Split Method drop-down list, select the desired option to split the payment:
    • Percentage Payments – Divides the payment among the providers according to the provider’s percentage of the total amount owed.
    • Guarantor Estimate – Applies the payment to providers who have balances as guarantor estimates and ignores provider balances that Dentrix estimates insurance will pay the remainder of.
    • FIFO (First In First Out) - Applies the payment toward the oldest completed procedures first.
    • Equal Payments - Splits payment amounts equally among all providers with debit balances.
  5. Enter any notes about this payment in the Note field, and click OK to post the payment and return to the Ledger.

Additional Tips
  • Before splitting payments by family member, go to the Office Manager > Maintenance > Practice Setup > Preferences. Under the General Options tab, in the Payment/Adjustment Options group box, make sure the drop-down list option is set to Split by Family Members.
  • To make sure a specific provider's balance is paid, you can select that line item and click Give Payment Priority to selected items. That item will be paid off first and the remaining items will be paid according to the split method you selected.
  • Check Apply to Payment Agreement if the payment should be applied to the family's payment agreement.

For additional information, read the Fast Family Payments: Let Dentrix Do the Math article in the Dentrix Magazine.

Tuesday, June 13, 2017

Showing Transaction Links in the Ledger

Updated 10/4/2019

The Dentrix Ledger contains individual line items for every completed procedure, insurance claim, payment, adjustment, finance charge and late charge made on the account. It can quickly get confusing to look at, particularly when viewing the Ledger for all family members, or looking at the Ledger plus history for the account.

To help make it easier to locate transactions that are related to each other (payments attached to procedures or claims, for example), Dentrix has a Show Transaction Links option, which will highlight line items in the Ledger that correspond with one another.

For example, if you want to see which procedures are included on a particular claim, you can select the claim and use Show Transaction Links to view the procedures and payments attached to that claim.

To view transaction links for an insurance claim:

  1. In the Ledger, select a patient.
  2. Select a claim and click View > Show Transaction Links.

Dentrix highlights every transaction entry that is linked to the one you selected. This can help to make sense of a potentially confusing Ledger that is full of entries.

Additional Information

  • The Show Transaction Links feature will show any other related transactions (if any). You don’t have to always start with an insurance claim. If you select a payment, and then view the transaction links, procedures and claims will be highlighted.
  • For more information about Ledger features, read this previous Tip Tuesday post.

Tuesday, June 6, 2017

Identifying Which of Today's Patients have Unscheduled Treatment

Updated 10/4/2019

Talking to patients about treatment-planned procedures is most easily done face-to-face. If you know ahead of time which of today’s patients you need to talk to about their planned treatment that needs to be scheduled, you can prepare to have those conversations with your patients while they’re in the office.

You can customize the Daily Huddle Report to show you which patients who are coming in today have unscheduled treatment. You can use this report during your morning meeting to see which patients you need to speak with and plan for who in the office will discuss the treatment with the patient.

To generate the Daily Huddle Report:
  1. From the Office Manager, click Analysis > Practice Advisor, and then click Daily Huddle Report.

  2. Select the report date, providers, and other report options as desired.
  3. In the Select Report Sections & Related Options group box, check Scheduled Patients Summary and then click the Scheduled Patients Setup button.

  4. In the Select Report Sections & Order list, check the Patients who have Treatment Plans option to include patients who have unscheduled treatment on the list. Select other report sections you want to include as desired.
  5. Click OK to save your settings, and then click the Preview button to view the report.

Additional Information
  • You can save selected report options and then use them to generate the report in the future by clicking Save Options and assigning the saved options a name. Next time you generate the report, select your saved options from the Options drop-down list in the Daily Huddle Report dialog box.
  • Options in the Select Report Sections & Order list that contain an asterisk (*) correspond with group boxes on the page where you specify which types, statuses, or ranges of information to include in the generated report.
  • For an in-depth explanation of the options in the Scheduled Patients Setup dialog box, see the Setting up the Scheduled Patients Summary and Lists topic in the Dentrix Help.
  • Read the Supercharge your Daily Huddle article in Dentrix Magazine.

Tuesday, May 30, 2017

Changing the Way a Procedure Code Appears in the Patient Chart

Updated 10/4/2019

When you’re doing an exam, the easiest way to see a patient’s treatment history is by looking at the graphic chart. Every time you treatment plan or post procedures in the Patient Chart, the graphic chart displays those procedures visually according to a paint type. You can customize these paint types to display procedures in a way that shows you what you want to see and makes sense to your staff.

For example, if you want crown procedures that you manufacture in-house on your new CAD/CAM machine to paint with a different paint type than a crown from the lab, you can customize the paint type for a D2740 crown and change the way it appears in the Patient Chart.

To customize the way procedure codes appear in the Patient Chart:
  1. In the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. Expand the appropriate category in the procedure code list, select the procedure code you want to add to the procedure code list, and click Edit.

  3. Select a Paint Type from the drop-down list to indicate how Dentrix will paint the procedure on the tooth in the graphic chart.
  4. Click Save to save your changes and then click Close.

Additional Information

  • Changing the paint type of a procedure code is a global setting, which means it will change the way that procedure code looks on all computers in the office.
  • If you want the code to remove the tooth from the Chart when it is posted complete, check the Remove Tooth option in the Procedure Code Editor dialog box.
  • For more information on customizing paint types, see the Customizing Paint Types topic in the Dentrix Help.

Tuesday, May 23, 2017

Adding Procedures to the Procedure Codes List

Updated 10/4/2019

Your staff members may find that the procedure codes they use most often are not listed in the Procedure Codes list, and they have to click the More Codes button in order to access them. You solve this problem by adding procedure codes to the Procedure Codes list in the Patient Chart.

For example, procedure code D4355 is not listed in the Procedure Codes list by default. If the hygienists in your office treatment plan that code often, you can add it to the Procedure Codes list to help them enter this procedure quicker.

To add a procedure to the Procedure Codes list:
  1. From the Office Manager, select Maintenance > Practice Setup > Procedure Code Setup.
  2. In the ADA-CDT Codes tab, select the procedure code you want to add to the Procedure Code list and click Edit.

  3. In the Treatment Flags group box, check the box for Show in Chart. When checked, this procedure code is listed under the corresponding category in the Procedure Codes list in the Patient Chart. You will not have to click <<More Codes>> to fully expand the category to find the code.

  4. Click Save to save your changes and then click Close.

For additional information about editing procedure codes, see the various topics listed under Procedure Code Setup in Dentrix Help.

Tuesday, May 16, 2017

Sub-totalling Treatment Case Estimates

Updated 10/4/2019

For patients with extensive treatment plans, seeing the total for the entire plan on the Treatment Case Report can be overwhelming. If a patient is going to have the treatment completed in stages, you may want to break down the treatment and show subtotals by visits on the report, which lets the patient focus on the smaller estimate for each visit.

To sub-total treatment case estimates by visit:

  1. In the Treatment Planner, select the treatment plan case you want to print, click the Print button, and select Print Treatment Case.

  2. In the Case Procedure Options group box, enter the visit number(s) you want to include in the printout. If you want to include all the visits, clear out any numbers in the field.
  3. Check the Print Subtotals by Visit option to print a subtotal of the price estimates for each visit.
  4. Set the other report options as desired and click OK.

Additional Information
  • In order to sub-total treatment by visit, you must first assign the visits to the procedures in the treatment case
  • You can include a range of visits by typing a range of numbers with a hyphen between them (e.g. 1-4). Or, you can print specific visits by separating them with a comma (e.g. 1, 3, 5). You can also do a combination of the two (e.g. 1-3, 5).

Tuesday, May 9, 2017

Viewing Prescriptions in Dentrix

Updated 10/4/2019

You may want to review a patient's past prescriptions before issuing refills or prescribing new medication. In Dentrix, you can review prescriptions that have been previously created for a patient.

How To:
  1. From any patient specific Dentrix module, select a patient and click the Prescriptions button.

  2. Select the prescription you want to see more information for, and click View.

  3. You can view the drug name and description, dosage and dispensing information, and any notes that were added to the prescription. You can either print or refill the prescription by clicking the corresponding button.
  4. Click Cancel to close the prescription.

Additional Information
  • Prescriptions are listed with the date the prescription was created, the description, drug name, and prescribing provider.
  • A check mark in the NS column (Not a Standard Prescription), located to the left of the date, indicates that you made a change to the default prescription type when you added this prescription.
  • You can also see medications you have prescribed, as well as medications patients have told you about (and you have recorded) in the Health History Module.

Tuesday, May 2, 2017

Customizing Collection Letters in Dentrix

Updated 10/4/2019

Before you send patients a final notice that their account will be sent to collections, you like to try to reach them by phone. You can add the details of that phone call to the final notice letter you send using the Quick Letters feature in Dentrix. These customizations will apply only to that specific letter and won't be saved in the letter template, so you can add custom information to each patient’s letter as applicable.

How To:
  1. Use the Collections Manager to generate a list of patients with overdue balances.
  2. Select a name on the Collection Manager list and click the Quick Letters button.

  3. From the Quick Letters dialog box, select the Collection Notification letter from the list, and click Build/View.

  4. A Microsoft Word document opens with the letter text displayed. Add the text about the phone call to the letter, and then print the letter.

Additional Information
  • It's important that you do not save any changes you make to the letter because you don't want to overwrite the letter template. Instead, send a copy to the patient's Document Center. From Microsoft Word, click File > Print. Change the printer to Send to Dentrix Document Center, and click Print. A copy of the letter is saved in the Unfiled Documents folder in the Document Center.
  • By default, the Collection Over 90 Day letter is listed as the Collection Notification letter in the Quick Letters list. You can change the letter template being used by selecting the letter and clicking Edit. Change the merge letter template name to reflect the name of the document you would like to use.
  • Once you have created and printed the letter, a note is added to the Office Journal indicating that a collection letter was sent.

Tuesday, April 25, 2017

Customizing Initial Appointment Reasons

Updated 10/3/2019

You can use the initial appointment reasons list in the Appointment Information dialog box for quick access to procedures or codes you frequently add to appointments.

For example, if you offer a discount on whitening trays and many of your patients are asking for that service, add that code to the Initial Reasons list so that you can add it to appointments quickly.
The list of initial appointment reasons is set up in Definitions in the Office Manager. Codes that have been added to the list from the Office Manager are then available in the Appointment Book.

How To:
  1. From the Office Manager, click Maintenance > Practice Setup > Definitions.
  2. In the Definition Type drop-down list, select Appointment Reasons.

  3. Enter the procedure code and description of the procedure you want to add, and then click Add.

Additional Information
  • You must make sure the procedure code and description text you enter match the ADA code and description text. Otherwise, Dentrix will not be able to link the information you entered to the ADA code and the code will not work when you try to use it to post procedures when you set an appointment complete.
  • You cannot add procedures that require a tooth number, surface, quadrant, or sextant to the Initial appointment reasons list.
  • You can have up to 20 procedures listed in the Initial appointment reasons list.
  • Read the Dentrix Magazine article titled, 10 Time-Saving Tips for the Appointment Book.

Tuesday, April 18, 2017

Viewing Rejected Treatment Plan Cases

Updated 10/3/2019

In the Treatment Planner, when you assign a case status of Accepted to a case that is linked to another case, the other case is automatically assigned the status of Rejected. That way you still have a record of all the treatment options you proposed to the patient should you ever need them again in the future.
To view rejected cases in the Treatment Planner, check the Include Rejected Cases option in the Treatment Plan Case Setup panel.

Additional Information
  • Only treatment cases that are set as the recommended case or cases with a case status of Accepted display on the graphic chart.
  • See the Updating Case Status topic in the Dentrix Help for a complete list of case status options that can be assigned to treatment plans.

Tuesday, April 11, 2017

Save Time When Scheduling a Series of Appointments for a Patient

When a patient needs to come in for a series of appointments, such as a crown prep followed by a crown seat, use the schedule next feature to speed up the appointment-making process. After you schedule the first appointment, Dentrix will open a new Appointment Information dialog box that's already populated with the same patient and provider so that you can continuing scheduling the series.

To schedule a series of appointments:
  1. In the Appointment Book, double-click the time when you want to schedule the first appointment, and enter the appointment information for the patient as you normally would.
  2. Click the Schd. Next button. Dentrix will add the first appointment you created to the Appointment Book and open a new Appointment Information dialog box with the same patient and provider(s) already selected.

  3. Enter the appointment information for the next appointment, click the Pinboard button, and then drag and drop the appointment to the appropriate date and time in the schedule.

Additional Information
  • You can also use this feature when you schedule a patient for a series of filling on opposite sides of the mouth, scaling and root planing, or orthodontic checkups.
  • See the various topics under Scheduling Appointments in Dentrix Help.

Tuesday, April 4, 2017

Avoid Claim Denials by Including Remarks for Unusual Services

Updated 10/3/2019

By including a brief narrative on insurance claims that describes unusual procedures or services that you have performed or provides clarification about the necessity of certain procedures, you can avoid costly claim denials or delays.

For example, insurance companies often deny crown buildups. When you complete a crown and crown buildup, you can add the following clarifying remarks to a patient's claim so that the insurance company is less likely to deny the buildup: "Previous endo on #21. Insufficient tooth strength and retention for crown."

To enter a claim remark:
  1. From the claim, select Remarks from the menu bar or double-click the Remarks for Unusual Services block.

  2. Enter a claim remark.
    • Type the claim remark in the text box. Click the Check Spelling button to perform a spell check, and click OK.
    • If you have previously set up custom claim remarks, insert the custom remark template by clicking the Claim Remarks button, clicking the appropriate remark description, and clicking OK. Make changes to the template to fit the situation as needed.
    • Click Notes from Procedures to copy the text from the procedure notes into the claim remark. Delete the unnecessary portions of the procedure note text as needed.

  3. Click OK to save the remark.

Additional Information
  • When entering Remarks for Unusual Services, be aware that only 101 characters will print on the insurance claim, and only 125 characters will be sent on an electronic claim.
  • You can remove claim remarks by clicking the Clear button.
  • Read the Three Steps for Efficient Insurance Systems article in the Dentrix Magazine.

Tuesday, March 28, 2017

Finding Patients Who Have Missed a Payment

Updated 10/3/2019

The Collections Manager assists in your collections efforts by enabling you to quickly access and then act upon account information. You set the criteria for the accounts you want to find and the Collections Manager displays a list of those accounts.

For example, you can use the Collections Manager to follow up with patients on a payment plan who are behind on their payments. Generate a list of patients on the payment plan billing type who have missed more than 1 payment,
To find patients who have missed a payment:
  1. From the Office Manager, click Analysis > Collections Manager.

  2. Select the payment plan billing types to include only patients attached to those billing types on the list.
  3. Select 1 or more to include patients who have missed at least one payment one the list.
  4. Enter 10.00 as the Min. Balance to include only patients who have at least $10.00 remaining on their account balance.
  5. Click OK to load the list.

Additional Information
  • The Collections Manager is an interactive list that links to many other areas of Dentrix. From the Collections Manager you can make a phone call, create an email message, merge a collection letter, make notes about the contact in the Office Journal, add guarantor notes, set up a payment agreement, or change a billing type.
  • Click the Show Columns button when creating a view to customize the information that appears in the list and in what order it appears.
  • Read the Simplifying Collections with the Collections Manager article in Dentrix Magazine.

Tuesday, March 21, 2017

Finding Specific Groups of Patients in the Treatment Manager

Updated 10/3/2019

You want to use the Treatment Manager to fill some light days coming up in your schedule. Generate a list of active patients who have had procedures treatment-planned within the last 12 months and still have at least $250 of insurance benefits remaining for the year so you can get them scheduled.

To create this Treatment Manager view:

  1. From the Appointment Book, click the Treatment Manager button.

  2. In the Patient Status field, select Patient to only include patients with that status on the list.
  3. In the Treatment Plan group box, enter a range of treatment plan dates you want to include on the list.
  4. In the Insurance group box, enter $250 for the minimum amount of benefits remaining for the year.
  5. Click OK to load the filters and display the list of matching patients.

Additional Information:
  • Use the patient range option to make contact more manageable by limiting the size of your list. For example, run the list for your A - J named patients, and then after working through that range of patients, run the list to see your K - S named patients.
  • To include grand totals of each column at the bottom of the list, check the Show Totals option.
  • You can choose which information is displayed on the list and in what order by clicking the Show Columns button.
  • Read the Using the Treatment Manager to Keep Your Schedule Full article in Dentrix Magazine.

Tuesday, March 14, 2017

Finding Patients Who Received Billing Statements on a Specific Day

Updated 10/3/2019

You recently printed billing statements for a special group of patients who are on your office payment plan and have missed at least one payment, and today Dr. Smith wants you to follow up with these patients. Since there is no report in Dentrix that will find these patients, you create a custom list using the Patient Report by Filters option.

To generate a list of patients who received statements on a certain date:
  1. From the Office Manager, click Letters & Custom Lists, and then select the Misc. category.
  2. Select Patient Report (by filters) and click Edit.

  3. Click the Last Stmt Date search button. Enter the date you generated the statements and click OK.
  4. Make sure all the other filters are blank and click OK.
  5. Click Open List Manager. All patients who received a statement on that day will be listed.

Additional Information