Tuesday, July 31, 2018

Requiring Start/Completion Dates for Procedures

Updated 10/9/2019

Some insurance carriers require start and completion dates on claims for procedures such as crowns and dentures. You can set up these procedure codes to require this information when they are set complete it the Patient Chart or the Ledger so that you don't have to track that information down when you're ready to send a claim.

How To
  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 require start/completion dates for, and click Edit.
  3. Check the box next to Require Start/Completion Dates.

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

Once a procedure is set to require start/completion dates, when that procedure is set complete in the Patient Chart, a pop-up message appears letting you know that dates are required and that the current date has been added for both the Start Date and Completion Date.

Sometimes you’ll have to modify the dates, like if a patient has a crown procedure that is completed over two consecutive days due to excessive swelling. Double-click the procedure in the Chart or Ledger and edit the dates as necessary.

For more information, read the Editing ADA-CDT Dental Codes topic in Dentrix Help.

Tuesday, July 24, 2018

Comparing Perio Exam Information

Updated 10/9/2019

When you see patients for periodontal maintenance, it can be helpful to show them a comparison of today's exam versus their previous one, particularly if there are important changes or improvements you want them to be aware of.

In the Dentrix Perio Chart, you can easily compare the results of up to five periodontal exams at once.

How To
  1. In the Perio module, click View > Exam Comparison. Then check the exams you want to compare and click OK.
  2. Click the Show Options button to select the information you want to compare on the exam.

  3. In the Compare/View group box, select the data or graphical information you want to compare.
  4. Click Close to return to the Perio module.

Additional Tips
  • If you choose to view a graphic comparison, such as gingival margin or clinical attachment level, additional display options are available. Check the option(s) you want to see in the graphic chart.
  • You can only view the graphical data for one exam at a time. Select the date of each exam you want to compare using the Display Options For drop-down list. Select another date to toggle between the exams.
  • See the Exam Comparison Overview topic in Dentrix Help for more details.

Tuesday, July 17, 2018

Everything You Need to Make Collections Calls, All in One Place

Before you sit down to make collections calls, it's important to have all the information available that you'll need to talk to patients about their overdue balance.

First, use the Collections Manager to find the accounts you want to focus on, such as patients on payment agreements who have missed a payment.

Once you've got your list of patients to contact, you'll need information such as account balance, last payment amount and date, insurance estimate, and even notes from past conversations available for reference during your call.

Your secret weapon for these collections calls is the More Information dialog box. From within the Collections Manager, select a patient's name and then click the More Information button to access all the information you need for your phone call--all in one place.

All the information you need to talk to patients about their overdue balances is at your fingertips:

  1. In the Phone section, you have access to the phone number(s) you’ve entered for the patient in the Family File. 
  2. In Balance Information section, you can see basic information about the balance on the account, as well as last payment dates and amounts, and the last time the patient received a billing statement. If you need additional financial information, you can click the Ledger button to access the guarantor’s account.
  3. Once you have contacted the patient, use the Add Journal Entry button to document the phone call, who you talked to, and the information discussed, which can be reviewed later as needed.
By using the Collections Manager to find groups of patients to contact and the More Information dialog box to find the specifics about their overdue account, you have all the information you need make collections calls.

For additional information, see Simplifying Collections with the Collections Manager in Dentrix Magazine.

Tuesday, July 10, 2018

Creating Appointment Book Views that Work for You

Almost everyone in the practice looks at the Appointment Book daily, but different people in the practice will need to see different information on the appointment. For example, a scheduling coordinator may want to see patient names, phone numbers, and procedures. A hygienist in the operatory may not want the appointments to show names or phone numbers for privacy reasons. And an insurance coordinator may want to see the patient name, primary insurance, and guarantor name on the appointment.

You can customize the information that is displayed on appointments by creating unique Appointment Book views. That way different staff members will have a distinct way of looking at the Appointment Book and only see the information they care about.

  1. From the Appointment Book toolbar, click View. You’ll see a list of existing views. 
  2. To edit an existing view, click Edit. To create a new view, click New.
  3. In the Appointment Display Info group box, use the drop-down list to set the information you want to view on the Appointment and the order in which you want to see it. For example, if you are the insurance coordinator who wants to see patient name, insurance, and guarantor information, set those options in lines 1, 2, and 3 respectively.

    Set other view options as needed, and then click OK to save. The view you just created will be highlighted in the Select View list, and assigned a corresponding function key. Click OK to return to the Appointment Book.
  4. Use the function keys (F1-F12) to change the Appointment Book view to the one you created. The appointment now shows the information you specified in the view.

  5. Based on the view we set up, this example shows the patient name, insurance carrier, and guarantor name on the first three lines of the appointment.

For additional information, read the blog post titled, Wrapping Appointment Reasons on Appointments, or the Dentrix Magazine article titled, 10 Time-Saving Tips for the Appointment Book.

Tuesday, July 3, 2018

Find the Procedure Code Statistics the Doctor Is Asking For

Has something like this ever happened to you? The doctor has a meeting this afternoon and wants a report that tells him these three things:

  1. How many times the practice completed any type of filling procedure this year

  2. The total production amount from completed fillings procedures this year compared to other procedures from the Restorative category

  3. A comparison of the number of amalgam fillings completed versus the number of composite fillings
Where would you even go to look for these numbers? The answers are all in the Practice Analysis Report…if you know how to look for them.

To generate the Practice Analysis report, from the Office Manager, click the Practice Analysis button. Then on the Practice Analysis screen, click the Reports option.

To answer the doctor’s questions, run the Practice Analysis Production Summary Report with a date range of January 1 through today’s date, and include the procedure code range of D2140 – D2999 (all the procedure codes in the Restorative category). Then print (or batch) the report.

To answer question A, tally the quantity of each filling procedure completed. The procedures will be sorted on the report by procedure code.

To answer question B, add up the total production costs for the filling procedures and subtract that from the total production charges listed at the bottom of the report.

And finally, to answer question C, compare the quantity of amalgam procedures to the quantity of resin and resin-composite procedures.

For more specifics, read our previous tip titled, Determine Production Totals with the Practice Analysis-Production Summary Report.