Tuesday, November 27, 2018

Posting Treatment in the Chart - Three Different Methods

For some tasks in Dentrix, there are multiple ways you can complete the task, with the same end result. Charting procedures in the Patient Chart is one of the tasks where there are different methods you can use, each with their own advantages. This blog post explores three methods of charting treatment. Chances are, you’re already using one of these methods, but there might be an alternative method you can begin using, to make posting procedures a little easier.

Posting Treatment Using Procedure Buttons

One method you can use to post treatment is by using procedure buttons. Posting procedures using this method saves time because you don’t have to search through a list of procedures, and you can easily memorize which button represents a certain common procedure. These buttons can be customized to represent the most common procedures you post in your practice, as well as be customized for different Dentrix users.

To post treatment using procedure buttons:
  1. Select a patient and tooth/teeth that require treatment.
  2. Click the appropriate procedure button.
  3. Select a provider for the procedure and select an appropriate procedure status.
  4. Add surfaces or quadrants as required for the procedure and click OK to post.

Posting Treatment Using Procedure Code Panel

Another way to post treatment is by using the Procedure Codes panel. An advantage to using this method for posting procedures is that you can select multiple procedures at once and post them all at the same time. In the Procedures Codes panel you can search for and select the procedures you need from the list. If a procedure code doesn’t appear in the category list, you can add a procedure code to the list or click <<More Codes>> at the bottom of the category to see a complete list.
To post treatment using the procedure code panel:
  1. Select a patient and tooth/teeth that require treatment.
  2. In the Procedure Codes panel, expand the ADA category containing the procedure(s) you want to post and select the procedure(s).
  3. Click the Post button.
  4. Select the appropriate surfaces and/or quadrants for the procedures if needed and click OK to post.

Posting Treatment Using the Procedure Code Field

A third method you can use to post procedures is by typing a procedure code directing into the Procedure Code Listing field (between the provider drop-down list and the procedure status buttons). You probably already have many procedure codes memorized, so the ability to simply type the code into a field can really speed up the posting process because you don’t have to search for a procedure code in the list or search for a procedure button.
To post treatment using the procedure code field:
  1. Select a patient and tooth/teeth that require treatment.
  2. Type the procedure code in the Procedure Code Listing field. Note: This field will not be present if Auto-State is turned on.
  3. Select a provider for the procedure and select an appropriate procedure status.
  4. Check the appropriate surfaces and/or quadrants for the procedure as needed and click OK to post.

Tuesday, November 20, 2018

Patient Appointment Information in eDex

In a previous Tip Tuesday post, we introduced eDex as an electronic contact manager, similar to the old Rolodex you used to have at the front desk.

You can add entries in eDex for those contacts you don’t already have in Dentrix, like your labs, pharmacies, cleaning service, IT guy, etc. But did you know you can also use eDex to find information about your patients as well?
For example, open the eDex module and select one of your patients. The right side of the screen shows you a collection of important information about the patient, such as:
  1. Basic contact information and a More Information button you can use to get more specifics
  2. Employer and insurance information
  3. Date of the patient’s next appointment
  4. Appointment status which can be updated from the drop-down list
  5. Appointment Book button that links directly to the next appointment
  6. Patient notes
  7. Account notes (pulled from the guarantor notes)

For additional information, read Managing Your Contacts in Dentrix in Dentrix Magazine.

Tuesday, November 13, 2018

Customizing the Appointment Checklist

There are a lot of things to remember to do when you create appointment, or when you check patients in at the front desk. And when the phone is ringing and there are patients standing at the front counter, it’s easy to forget things.

Dentrix gives you a checklist at the bottom of the Appointment Information dialog box that you can use to make sure you have completed common tasks such as verifying insurance, collecting a co-pay, updating health history, or scheduling the next appointment. You can customize this checklist to include the tasks you want taken care of for each appointment.

For example, if you have a new cancellation policy that you want to explain to patients, you can add a checklist item that can be tracked as you create and confirm patient appointments.

How To
  1. From the Office Manager, click Maintenance > Practice Setup > Definitions.
  2. In the Definitions Type drop-down, select Appointment Check List.
  3. In the Definitions Text field, enter a checklist item you want to add to the list, and click Add.

Additional Tips
  • You can have up to 12 appointment checklist items in Definitions. If you already have 12 items, you will need to either delete the items you aren’t using or change them to new items you want to use.
  • The Definition Text field is limited to 20 characters.
  • Appointment checklist definitions are global settings, meaning they will apply to all computers in the office.

For additional information, read Preparing for the New Patient Phone Call in Dentrix Magazine.

Tuesday, November 6, 2018

Creating and Using Claim Remark Templates in Dentrix

Anything you can do to not delay an insurance claim being sent is a good thing. Often, claims are held up because you are waiting for a provider to write a narrative. But by setting up claim remark templates, especially for the most common narratives you use on claims, you can easily attach a narrative and just fill in the specifics for the individual claim.

For example, on a crown procedure, if a tooth has insufficient tooth strength and retention for the crown due to prior endodontic treatment, you can create a custom claim remark template that will only require the addition of a specific tooth number before it can be attached to a claim and sent.

Here’s how:
  1. From the Office Manager, click Maintenance > Practice Setup > Custom Notes > Claim Remarks Setup.
  2. Click New.
  3. Enter a claim remark description and note in the corresponding fields.

  4. Click OK to save the template.

Then, when you need to add this claim remark to an actual patient's claim, open the patient's Ledger, double-click the claim, and double-click the Remarks for Unusual Services block.

Click the Claim Remarks button to view the claim remark templates you have previously created. Select the template you want to use and click Edit.

Enter the specifics (tooth number, surfaces, etc.) that apply to the procedure and click OK.

Then click OK again to attach the remark to the claim. And finally, submit the claim using your normal process.

In your next team meeting, identify the most common claim remarks your office uses and create a template for them to save time and be able to submit claims to insurance carriers without delay.

For three simple rules to remember when writing claim remarks, see the previous Tip Tuesday post titled, Reduce Claim Denials by Using Claim Remarks.