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.