Tuesday, December 17, 2019

Who Received a Statement Last Month? There's a List for That!

You sent out a batch of billing statements last week, and two weeks before that, and two weeks before that. Plus several one-off statements were printed every day. Let’s face it — you send out a lot of billing statements. Is there a list somewhere in Dentrix where you can see which patients you sent them to?

Yes, there is! When a statement is generated, a note is added to the patient's Office Journal, and you can create a list of statement recipients based on these Office Journal entries.

Here's how:

  1. In the Office Journal, choose View > By Provider/Staff, and select one of your main providers.
  2. Open View > Filters... and select Patient Billing Statements. Remove the checkbox selections from all the other options.
  3. In the Entries Dated After field, enter the earliest date you want to look back to. This will eliminate older statements and help the Office Journal load faster.
  4. Click OK.

All dates on which at least one statement was generated will appear. Expand a date and you'll see the patient names and statement note. Click the line to view more details. (If you don't see the detail panel, click Show Info at the far right of the toolbar.)

The amount of detail in the description and the details area will vary depending on the options that were selected when the statement was created.

Remember that you are only seeing the accounts where the guarantor is assigned to the provider that you selected in Step 1 above , so repeat the process for each provider to see all of the statements.

Bonus Tip: You can also print this list. With the desired dates expanded, choose File > Print.

For additional information, read the following:

Tuesday, December 10, 2019

Counting Up the Minutes in the Time Clock

If you work for 7 hours and 45 minutes, by default, the Dentrix Time Clock will display your total hours for the day as "7:45". However, because there are sixty minutes in an hour and one-hundred pennies in a dollar, your payroll software may want you to divide the minutes by sixty and enter the total hours worked in decimal form: "7.75".

If that's your situation, you know that manually converting minutes into decimals is a time-consuming (pun intended) process.

Fortunately, you can choose whether Dentrix should report time worked in hours and minutes, or if it should automatically convert those minutes into hundredths of an hour.

Use the following steps to change the Dentrix time-clock setting:

  1. Right-click the Dentrix Quick Launch icon and select Time Clock > Time Clock Setup.

  2. Under General Settings, click the Time drop-down list and change the option from Use 12 Hour Clock (which is the default setting that displays hours and minutes), to Use 12 Hour Clock [decimal Totals] (which will convert the minutes to hundredths of an hour).

To learn more about using the Dentrix Time Clock, take a look at these past blog posts:

Tuesday, December 3, 2019

Inactivating Health History Items

Does your Dentrix database have Health History items that you no longer use or which you no longer want as selectable options for future patients?

If you don’t want to continue using a Health History item, but it has previously been assigned to patients, you cannot delete it, and it could be mistakenly assigned to patients in the future.

While it's true you can't delete a Health History item that has been assigned to a patient, you can inactivate it. When you inactivate an item, it will remain assigned to the patient it was previously assigned to, but it will no longer be an option to assign to future patients.

Follow these steps to inactivate medical conditions, allergies, or medications from Health History:
  1. In a patient-specific Dentrix module, click File > Switch To > Health History (or click the Health History toolbar button).
  2. Click the Setup button.
  3. Select the Medical Conditions, Allergies, or Medications tab.
  4. Select the item you want to inactivate and click the Inactivate button.
  5. Review the warning message and click OK.

That's it! Your Health History item is inactivated and can no longer be selected for future patients.

Bonus Tips

  • Once an item has been inactivated, you cannot edit, reactivate, delete, or move it; however, you can add the item again by using the Add button in the Health History Setup dialog box.
  • When viewing Health History Items in the Health History Setup dialog box, be sure to check the Show Inactive box to show items you have inactivated in the list.

Additional Information

Tuesday, November 26, 2019

Documenting Perio Measurements Greater than 9mm

There's an old joke that goes, "How do you chart a tooth with a pocket depth greater than 9mm? As an extraction!"

But seriously, you'll want to document the perio measurement properly before you recommend treatment. So how do you do it in Dentrix?

Normally, when you enter probing depths in the Perio module, whenever you type a number, Dentrix advances to the next tooth position. If there are two digits, how can you keep Dentrix at the same site after you enter the 1?

If you are using your keyboard, press the key instead of typing a 1 as the first digit of your two-digit measurement, followed by the number of the second digit. For example, for a measurement of 12mm, you would type /2.

If you would rather use your mouse and click numbers on the data panel within the Perio module, click the 1_ button, then click the number of the second digit. So for a 12mm measurement, you'd click 1_ then 2.

For additional information, read these other tips based on the Perio module:

Tuesday, November 19, 2019

Looking up NEA Reference Numbers on Insurance Claims

Imagine that you're following up on a claim that you've submitted through Dentrix eClaims. The insurance carrier states that they did not receive your attachment and cannot process the claim. It's an aggravating situation, to say the least! Should you delete the claim and resubmit it? Or, should you print it and send it by certified mail?

Fortunately, there is an easy way to check the status of the claim and its submission details. When you do, you just might find that the information the insurance company needs has been there all along.

To check a claim's status, open it from the Ledger. Double-click the “e” icon in the claim's Status block. This “e” is more than just a logo advertising eServices, as it also opens a web browser to your eCentral insurance reports.

Click the claim ID, and you'll see the details of your submission. In the Attachments section, you'll see the National Electronic Attachment (NEA) reference number for each attachment.

Provide the insurance carrier representative with this number, and they will be able to locate the attachment on their system.

Note: This information is generally available online for about 3 months. If you click the “e” and see a blank web page, and your claim is older than 3 months, contact the eClaims Support team for help looking up the information.

For more information about using eClaims with Dentrix, read the following articles in Dentrix Magazine:

Tuesday, November 12, 2019

Charting Treatment Using the Procedure Listing Field

Are you the type of person who has the procedure code numbers memorized? Instead of looking for the procedure button or finding the code in the Procedure Codes panel, do you prefer to enter the code yourself, like "1206"? Well, you can! Type the code into the Procedure Listing box and then select the posting status.

The Procedure Listing box is on the Charting Toolbar. It's the text field to the right of the Clear Selected Teeth button. To enter a code, click your mouse in the box and type the code. You can even leave off the "D" prefix if you want to!

Next, select a status button — Existing OtherExisting, Treatment Plan, or Completed — and the code posts to the patient's Chart.

It's that easy!

If the Auto-State feature is turned on, the Procedure Listing box disappears. It will reappear when you turn off the Auto-State feature. (The image below shows the Charting Toolbar with the Auto-State feature turned on and the Treatment Plan status selected.)

Learn more about the Auto-State feature and other tools for optimizing the Chart by reading the Give Your Hygienist Tools for Success post from the Dentrix Office Manager blog.

Tuesday, November 5, 2019

Updating Office Fees using Microsoft Excel

Did you know that you can make changes to your office fee schedules using a spreadsheet program like Microsoft Excel?

It's as easy as exporting your fee schedule, creating a spreadsheet, making your changes, and then importing the new fee schedule back into Dentrix.

In the Office Manager, click Maintenance > Reference > Fee Schedule Maintenance, select the fee schedule(s) you want to edit, and click Export.

For additional information, read the article titled, It's Time to Update Office Fees Again in Dentrix Magazine.

Tuesday, October 29, 2019

Setting Health History Pop-Up Alert Options

Do patient Health History pop-up alerts appear every time you open a Dentrix module, edit a patient's appointment, or modify their continuing care? Do you find it annoying to have so many alerts constantly pop-up?

By customizing Health History General Settings, you can select the Dentrix modules and/or actions in Dentrix where you want those pop-up alerts to appear.

Follow these simple steps to set your alert options in Health History:

  1. Open the Health History module (with or without a patient selected).
  2. Click the Setup icon in the top left corner (the one that looks like a gear wheel).
  3. Make sure the General Settings tab is selected.

  4. Click to highlight the area(s) in Dentrix or actions in Dentrix where you want Health History pop-ups to display.
  5. Click Close to save your settings.
Note: The alert options you set here will only apply to patients who have the Display Pop-up Alert for the Patient option selected for each of their individual medical conditions, allergies, and/or medications.

That's it! Your Health History pop-up alert settings are now customized to your specifications, and will be reflected on all workstations.

Additional Information

Tuesday, October 22, 2019

Print the Appointment Book for Multiple Days

You were asked to print out the schedule for all of the days next week - What is the easiest way to do this?

When you need to print your schedule for multiple days, don't overlook the subtle checkbox that will make the process move faster for you.

In the Print Appointment Book View dialog box, check the Do Not Close When Print/Batch box.

That checkbox will keep this window open, so that you can print one day, change the date, click Print again, change the date, click Print, and on and on. When all days have been printed, close the dialog box.

To learn more, read Printing the Appointment Book View Report in Dentrix Help.

Tuesday, October 15, 2019

Save A Mouse-Click By Setting Patient Notes to Visible

In the Family File, by default the Patient Note box is set to keep your patient notes hidden. Therefore, it takes an extra click to view the note. If you're like other offices, you use the box to remember general information about your patients, such as vacations, kids, pets, hobbies, talents, etc. So you might not feel an urgent need to keep these notes hidden.

Good news… You can save yourself a mouse-click by setting the note to always be visible!

In the Office Manager, select Maintenance > Practice Setup > Preferences. At the right, under Additional Options, select Auto View Patient Note in Family File and select OK.

If needed, you can always hide individual notes in a patient's Family File by clicking the Hide button in the Patient Notes block, as well as turn off the function for all patients by unchecking the box in Preferences.

To learn more, see the Setting Dentrix Preferences topic in Dentrix Help.

Tuesday, October 8, 2019

Consolidating Health History Items in Dentrix

The new Health History module in Dentrix is a fantastic tool! It can store a lot of useful information about the medical conditions, allergies, and medications that your patients have informed you about. But without some organization, over time, your list may become unmanageable because of how those medications, conditions, and allergies are entered in Dentrix.

You may need to consolidate your health history items to make your lists manageable. Let's talk about how you can consolidate an item, such as a patient-reported medication. Rather than listing every brand of medication in the Health History module (like Motrin, Advil, or Neoprofen), simply record a single medicinal grouping: Ibuprofen. Then, as you see patients, assign them the generic item — Ibuprofen — and include specifics, such as brand name and dosage, in Health History notes.

The same process can be used for medical conditions. Enter a single condition such as Heart Disease, and then on a patient-by-patient basis use Health History notes to add specific information such as heart murmurs, heart valve disease, etc. Doing this will take a little work, but it will result in less clutter within the module.

Consider these suggestions to consolidate your Health History items:

  • Review the Health History categories — Medical Conditions, Allergies, and Medications — and decide which similar items can be grouped together.
  • Assign the newly grouped together items to applicable patients, and add specific details in a Health History Note.
  • Determine who on your team should manage Health History items. For instance, you may want one or two employees to manage it; or, you may want to train all of your employees with guidelines that you set.

For additional information about this topic, read the Dentrix Magazine article titled, You Asked for it! Patient Health History  in the online archive, or read the various topics about setting up Health History items in the Health History Overview topic in Dentrix Help.

Tuesday, October 1, 2019

Let Dentrix Create Secondary Insurance Claims For You

If a patient has secondary insurance assigned in Dentrix, whenever you enter a primary insurance payment, Dentrix prompts you with the question, “Secondary insurance claim has not been created. Create secondary insurance claim now?"

Did you know you can automate the process of creating secondary claims and not have to worry about this prompt in the future?

In the Ledger, click File > Insurance Payment Setup, and then check the Auto-Create Secondary Claim with Primary Payment option.

Additionally, there may be times when primary insurance will pay the entire cost of the procedure(s), and there isn’t a need to bill secondary.  By checking the Auto-Receive Secondary Claim if No Pending Ins Estimate option as well, Dentrix will automatically post a zero payment and close out the secondary claim if the insurance estimate is $0.00.

For additional information, read the Creating Secondary Claims Automatically topic in Dentrix Help.

Tuesday, September 24, 2019

Playing Favorites: When the Patient Prefers a Certain Provider

Have you ever come across this situation in your practice before?

You have patient that has a favorite hygienist. And they really, REALLY, REALLY only want to be scheduled to see this specific hygienist and nobody else. How can you make a note of this in Dentrix?

First, you can document it in the Family File. Select the patient and double-click the Patient Information block. In the Office group box, select Prov2, and select the ID of the preferred hygienist.

But, maybe you want the reminder to be more obvious. If so, you can create a Patient Alert pop-up message that will appear when working with your patient's future appointments.

First, open Patient Alerts, and check the Always, and Show Symbol on Appointment options. Enter a short description and a note. Then from the right, where you select areas for the alert to appear, keep it simple. Select Create New Appointment and Edit Existing Appointment.

And last but not least, you can edit your patient's continuing care settings so that cleaning appointments will default to the selected hygiene provider. In the Family File, double-click the Continuing Care block. Select the appropriate continuing care type (Perio or Prophy) and click Edit. In the Provider group box, choose Spec (which stands for specific) and select the preferred hygienist. Click OK to save and now, when making an appointment for your patient in the future, and you add a procedure attached to that continuing care type, the appointment provider will automatically change to the preferred hygienist.

Follow these tips and you patients can be scheduled with their favorite hygienist, and your scheduling process can be just a little bit smoother.

For additional information, read the Customizing Recall for Your Patients article in Dentrix Magazine.

Tuesday, September 17, 2019

Presenting Patients with Different Treatment Options

Often, there is more than one solution to a patient's dental treatment. Of course, some solutions are more appropriate than others. You may feel obligated to present the patient with all options, and guide them to the right one. The Dentrix Treatment Planner allows you to do just that, by creating and linking multiple treatment cases from which your patient can choose the best solution for them.

Let's walk through a very simple example, where the patient needs just one filling on tooth number 3; however, she wants to know the difference between a “silver" and a "white” filling and what each will cost her.

In the Patient Chart, take the normal steps to treatment plan both possible options. When you look in the Treatment Planner panel, the two procedures are together in the same treatment case. And, at least for now, Dentrix estimates the cost and insurance benefits as if you intend to complete both of them.

To give your patient two options, separate the treatment into two different cases. Click New Case, and give the case folder a meaningful name, such as “Silver Filling 3”. Remember that the case name appears on printouts that a patient might see, so make the case name patient-friendly.

Select the appropriate procedure for the case and drag-and-drop it to the new folder.

Click New Case again, and name this case "White Filling 3". Select the appropriate procedure for this case and drag-and-drop it to the new treatment case folder.

Now with one of these two cases selected, click Link Alternate Cases.

Then, check the case that presents the alternative option to it. (Note: This example was simple, but know that as you build more complicated plans, you can link up to 4 plans together this way.)

Review the Recommended Case drop-down menu and select the case you prefer to go forward with — and don't worry, you can change the recommended case later if needed.

Notice how the linked cases now include a chain-link icon, and that the recommended case has a gold star.

You can now select these cases separately, to present them to your patient on the computer screen or to print copies of each plan.

Changing the Recommended Case

Choosing one of the linked cases as the Recommended Case is a big deal, as it's the treatment case that Dentrix assumes you will complete. Choose carefully, because the procedures in the non-recommended case will NOT be visible in the Chart's progress notes, the Ledger's Treatment Plan View, or the Appointment Book's TX reasons.

You can change the recommended case at any time. To do so, select the case, click the Link Alternate Cases menu and choose Set as Recommended Case. The procedures in this case will become visible everywhere in Dentrix, while the other linked case will only available to view as a reference in the Treatment Planner, which can acts as a record that you presented the patient with all of the options.

For additional information, see the Creating Treatment Plan Options for your Patients article in Dentrix Magazine.

Tuesday, September 10, 2019

Pick Up the Pace of the Lab Case Manager

Does it seem like it takes forever for your Lab Case Manager to load? And once it's open, do you sort through years of finished cases looking for the ones you really want? Make it useful again by changing the default view!

In the Lab Case Manager, select Views. Click open the Miscellaneous Options tab and remove the Finished checkbox. Then also check the Save as Default box and click OK.

The Lab Case Manager will open much faster now on this computer, without displaying the finished cases.

Be careful though, because the Save as Default options actually saves the setting on all three tabs in the View menu, so only adjust the settings that you really want to become your default view!

Learn more by reading in the Manage Your Lab Cases in Dentrix article in Dentrix Magazine.

Tuesday, September 3, 2019

Reviewing Appointment History

Do you have a particular patient who always seems to be changing — and canceling — their appointments? Would you like to find out just how many times this patient has changed their appointment?

It would be helpful to know the answers to these questions so that you get an idea of what these appointment changes are costing you in lost revenue. That way, you can develop a plan to encourage all of your patients keep their appointments.

The Appointment History List is the tool you are looking for. It can help you with these issues, because it displays a history of changes that were made to an appointment, including information about the appointment date, assigned providers, and assigned operatories. Additionally, you can sort the list and set a range to dates to include on the list to make it more useful for your office.

To create an appointment history list, open the Office Manager, and click Reports > Lists > Appointment History List.

Select the following options to configure your list:

  • Select Patient - Search for a single patient name, or leave set to <ALL> to include all patients that meet the other criteria you set.
  • Select Appointment Provider - Set the range of appointment providers to include, and select whether to include only the current or both history and current appointments with the selected provider(s).
  • Select Operatory - Set the range of operatories to include, then select whether to include only current appointments or both history or current appointments in the selected operatory.
  • Select Date - Select a range and type of appointment dates to include.
  • Sort Options - Select how you want the list to be sorted.
Once all the options are set, click OK to send the list to the Batch Processor where you can view it or print it.

The printed list, shows the following information:

A. Current Appointment - The date and time the appointment was created; the appointment's current date, time, provider, operatory, and reason; the name of the patient whose appointment it is; and the patient's home phone number.
B. History - The date and time of the appointment when the change was made; the appointment's date, time, status, provider, operatory, staff member, schedule type, reason, and length; and a indication of whether a lab case was attached.

Helpful Hints

  • When selecting Patients, you are limited to selecting a single patient or selecting all patients in the database. Consider selecting one patient and experimenting with the other options before selecting all of your patients for the list.
  • Selecting <ALL> for patients, providers, or operatories, and including a large date range, might create a large, unmanageable list. Consider limiting your selections for more specific results.
  • The default Select Date begins one week before the current date. You can change the dates, and you can even set the To: date to a future date — to view future appointments.

  • For additional information, read the related topic in a previous post titled, Viewing Appointment History.

    Tuesday, August 27, 2019

    Don't Overlook These New Features in Dentrix Questionnaires

    By now you probably already know that Dentrix G7.2 Health History allows you to record medications that your patients are taking (ones not prescribed in your office).

    But, did you know that the Questionnaires module has a few new Health History-related tricks up its sleeve too? If you modify your forms, you can allow your patients to type their medications in, and then use their answers to update their Health History. Additionally, you can now present medical conditions on your questionnaires in a "Yes/No" format.

    Here are the steps to modify the form(s) that your patients fill out.
    1. In Questionnaires, click Edit > Questionnaires Setup.

    2. Select a form, and choose Edit Form.

    3. Click the Insert Patient Info button.

    4. From the list of options on the left side of the window, scroll to the bottom to find the two new options:
      • PI-Health History, Yes/No
      • PI- Medications
    5. Check the box next to the option(s) you want to add to the questionnaire, and click OK.
    6. Use the Move Up or Move Down buttons to position the new question within the questionnaire form.

    Additional Information

    Tuesday, August 20, 2019

    Dealing with Discontinued Procedure Codes in Dentrix

    When the ADA discontinues a procedure code, how do you get it out of the menus so that it does not get selected again?

    For record keeping purposes, Dentrix will not allow you to delete any procedure code from the system. But you can make the code less-visible in Dentrix, so that it won’t be mistakenly assigned to patients in the future. Just follow these steps:

    1. Open the Procedure Code Editor, select the discontinued code, and click Edit.

    2. Uncheck the box for Show in Chart.
    3. Set the Auto Continuing Care option to NONE, if it isn't already.
    4. Change the Procedure Category option to NONE.
    5. Change the fee schedule fees for the procedure to $0. A quick way to do this is to double-click the first fee schedule, type a 0, then press the Tab key on your keyboard. Pressing Tab will jump down to the next fee schedule. Type a 0 and press tab again until all fees have been changed to 0.00. Then click the green check mark to save all the fees at once.
    6. Check the Do Not Bill to Dental Insurance option.
    7. Click the Save button to save your changes.
    Once you have saved these changes, you'll want to look for the discontinued procedure code that may still be hiding in patients' existing treatment plans. Use the steps in our previous tip to find those patients. 

    Tuesday, August 13, 2019

    Keeping Patient Health History Accurate with the Inactivated Date

    Do you have patients with health history items that should only be active for a certain time period? For instance, a patient may have been assigned the Pregnancy medical condition; however, that condition was assigned to her 14 months ago, and she is no longer pregnant.

    Wouldn't it be nice if Dentrix would automatically inactivate it, without you having to do it manually? With Dentrix G7.2, you can set a date in the future for when a health history status will be set to Inactive. You can set inactivated dates for medical conditions, allergies, and/or patient-reported medications.

    To add an automatic inactivated date to a new health history item:
    1. Open the patient's health history by clicking the Health History button.
    2. Click the Add button and select the type of item to be added (Medical Condition, Allergy, or Medication) from the drop-down list.
    3. As needed, set the Reported Date and Start Date.
    4. In the Inactivated Date field, set a future date for when the item's status should change to inactive.

    5. Use the search button (>>) to select a specific condition, allergy or medication.
    6. As needed, select Show as Critical and/or Display Pop-up Alert for this Patient and enter a note if needed.
    7. Click OK to review the warning message, and click OK to save.

    Bonus Tips

    If you've already created a health history item for a patient, and need to add an Inactivated Date, you can always edit that entry and set an inactivated date for it.

    When you set an inactivated date for an item, the future date displays in the Inactivated Date column. This provides you an easy way to view if and when an item will be inactivated. 

    Helpful Hints

    • The inactivated date remains editable until the scheduled date for inactivation, meaning you can change or clear the date up until the date set.
    • To clear an item's inactivated date, click the "X" to the right of the date field, then click OK. The item will no longer be automatically inactivated, and the date is removed from the Inactivated Date column in the main Heath History window.
    • Inactivating an item is permanent; however, it can still be viewed in the patient's Health History. By inactivating an item rather than deleting it, you maintain an accurate, comprehensive patient record that you can refer to at any time.
    • Setting the inactivated date to a date in the past, or as today's date, will result in the item instantly being inactivated when you click the OK in the warning message.
    For more information, read the article titled, You Asked For It! Patient Health History in Dentrix in Dentrix Magazine

    For details about this and other new features, visit the Dentrix New Features website to find videos and other helpful information.

    Tuesday, August 6, 2019

    Treatment Case Statuses: What's Old is New Again!

    Patients don’t complete all treatment you diagnose right away, and that’s especially true of cosmetic treatment. What usually happens when you present cosmetic work is that the patient doesn’t reject the treatment outright, but they also don’t accept it right away. 

    They say they want to wait on it, so the treatment case sits in the Treatment Planner with a “Proposed” status getting older and older. Then when you diagnose additional cosmetic treatment that you add to the case the case still has that old date on it and doesn’t look like it’s treatment the patient currently needs.

    Did you know you can use treatment statuses to keep that date current? All you have to do is change the case status to “Proposed” again. 

    Select the case and click the Update Case Status button. In the Update Current Case Status dialog box, make sure today’s date is in the date field and add a note saying you’re updating the status to keep the case date current. Then click OK.

    The case will be updated with the same status it had before, but now it will have a current date so you know that the treatment is still valid and you need to keep asking the patient about that case. 

    Note: The procedure date on the actual procedures in the case is only updated when you complete a case. If you update the case with any other status it will only change the case date, not the treatment plan date of the procedures in the case.

    Learn More

    To learn more about treatment case statuses, read Updating Case Status in Dentrix Help. 

    For ideas about new ways to talk to your patients about treatment, read Communication and Customer Service Skills for the Clinical Team in Dentrix Magazine.

    Tuesday, July 30, 2019

    Keep Staff Pay Rates Away from Prying Eyes

    The Dentrix time clock has a place to enter your team members’ hourly pay rates or salaries. But do you hesitate to enter those numbers because someone might look at what everyone makes and then stir up some in-office salary drama? With a few simple steps, you can limit who has access to the areas of Dentrix where it is possible to view salary information. 

    Here is a two-layered approach to locking down access to pay rates:

    Layer 1: Remove User Permissions

    First, your password administrator can grant access to this information for specific individuals, and remove it from others.

    1. Open the Office Manager, and click Maintenance > Practice Setup > Passwords > User Passwords Setup.
    2. In the User ID box, select a User ID of a team member.
    3. In the Security Options Rights box, expand the Time Clock section. If the individual should NOT access the information, remove the checkmarks for Print Payroll Report and Time Clock, Setup. On the flip-side, if the user SHOULD have access, check those boxes.
    4. Click the Save button to save these user rights.
    5. Repeat steps 2-4 for each user.
    6. When finished, click Close.

    Layer 2: Verify User Access

    Next, you can change the options to prevent someone from accessing this part of the program using another's login. This kind of thing typically happens when an authorized user steps away from their computer for a minute, leaving it open for an unauthorized user to take over. 
    1. Open the Office Manager, and click Maintenance > Practice Setup > Passwords > Practice Passwords Setup.
    2. Select Print Payroll Report and Time Clock, Setup. Then click the Verify User Before Access button. As you do this, these tasks are moved to the bottom of the Security Options list and an asterisk is added to them.
    3. Click OK to save your changes.

    Now you can feel confident about who has access to the payroll figures in the Dentrix Time Clock. If someone tries to access it, and they do not have rights, they will be stopped.

    An additional benefit: With the changes we made, the Audit Trail report will now log the date, time, and user for each attempt to open Time Clock Setup or to print the Payroll Report. It will also tell you if someone tried to override the user ID with another, and if they were successful (or not) in doing that.

    For additional information, read the following topics in Dentrix Help:

    Tuesday, July 23, 2019

    Take the Guesswork out of Scheduling Treatment Plans

    Do you find yourself having to search through a long list of treatment to find the right procedures when you schedule treatment-planned work? When you schedule a patient for their treatment, are you unsure of which procedures to schedule and in which order to schedule them? It doesn’t have to be that hard! 

    If the clinicians in the back office are using the Treatment Planner to organize treatment into cases and assigning visits, then the cases will be grouped that way in the Appointment Book and it will be easy to see exactly what to schedule and when.

    For the Clinicians:

    When you create a treatment plan case for a patient, group treatment into cases and assign procedures to visits to make it easier for the schedule coordinator to schedule appointments for the correct procedures in the correct order.

    For the Scheduling Coordinators:

    When scheduling a patient appointment, click the Tx button in the Appointment Information window to bring up a list of all treatment plans for the patient.

    Procedures are grouped in the list by the treatment plan case name and listed by visit number.

    Highlight the procedure(s) in the list for the appointment you want to schedule, and click Close. Then continue scheduling the appointment as usual.

    Additional Tips

    • When there are treatment options, only the recommended or accepted treatment cases appear in the list.
    • When no visit number has been assigned, a question mark (?) appears under the Visit column.
    • Procedures with scheduled appointments have an "s" listed before the visit number, and the date of the scheduled appointment listed in the Scheduled column.
    For additional information on treatment planning, read these articles from the Dentrix Magazine online archive:

    Tuesday, July 16, 2019

    Have Patients Call YOU to Fill the Open Time in Your Schedule

    Updated 5/20/2020

    It happens all the time. An appointment time opens up in next week's schedule that you need to fill, but you can't seem to find a spare minute to call patients who could potentially fill it.

    Wouldn't it be nice if you could contact multiple patients at once from the Unscheduled List or ASAP List--the patients who are the most likely to be able to fill the open time at short notice?

    You're in luck! In Dentrix G6.6 and higher, and using the Dentrix Patient Engage, you can contact patients via text message to let them know you have an appointment time available--and have them call you to schedule!

    Here's how it works:
    1. Right-click an open appointment time in the Appointment Book and select Fill Appointment.
    2. Select which list(s) of patients to target, such as Broken Appointments, Will Call, or ASAP. Then select other search criteria, including provider(s), a date range, and an appointment length.

    3. Click OK to generate a list of patients that match your criteria.
    4. Select up to 40 patients on the list, and then click Text Setup.
    5. Enter the text of the message you want to send to the patients, informing them of the opening in your schedule, and click Send.

    Your selected patients receive a text message telling them to call your office and claim the open time. You can fill the open time with the first patient who calls you back, and as additional patients call you back, you can schedule them for other open times you have in the future.

    For more details on how to use the Fill Appointment feature, read A Faster Way to Fill Appointments in Dentrix Magazine.

    Tuesday, July 9, 2019

    Save Time When Locating Patient Appointments Using eDex

    When a patient calls and wants to know when their next appointment is, you could open the Appointment Book, click Options > Locate Existing Appointment, enter their name and click the search button, select their name from a list of scheduled appointments, and finally click the View Appointment button to view their appointment in the Appointment Book. But, whew, that’s a lot of mouse clicks!

    As a time-saving alternative, you can search for and select the patient's name in eDex, and their next appointment date and time will instantly display for you. And with a single mouse click, you can open the Appointment Book and view their appointment! eDex is a fast, efficient way to find exactly what you need.

    To find a patient's next appointment using eDex, perform these simple steps:
    1. In the eDex module, type the first few characters of the patient's last name in the search field, and matching results will display in the eDex list.

    2. Select the patient, if more than one patient appears with the same last name.
    3. On the right side of the screen, you can view their next appointment date and time.
    4. If the patient has an appointment scheduled, you can click the drop-down list and update the Appointment Status. For example, you can confirm the appointment while the patient is on the phone, and select FIRM from the list. The status of the appointment will be updated throughout Dentrix.
    5. To view the appointment in the Appointment Book, click the Open Appointment Book to appointment icon. From the Appointment Book, you can make changes to the appointment, move it to the Pinboard, etc.

    Helpful Hints

    • To limit your search to only include current patients, use the Set Filters option in eDex.
    • You could also search for a patient using their phone number, or address.
    • eDex does not display past appointments. For example if it is 1:00 pm and a patient's appointment was at 10:00 am, eDex will not display the 10:00 am appointment, even though it's on the same date.
    • If a patient has more than one future appointment, only the next appointment will display in eDex.
    • If a patient does not have an upcoming appointment, "No Future Appointment" will display in the Appt field.

    Additional Information

    Tuesday, July 2, 2019

    Adding Surface/Quadrant Information to Multi-Codes

    During the course of a single day, you routinely use procedure codes that require additional tooth information (such as surfaces, quadrants, etc). Do you get tired of entering this same information every time you post a procedure? Dentrix allows you to create multi-codes with this information already stored, which will save you time when posting work.

    You can preset the surfaces for procedure codes by setting them up as a multi-code.

    To set up a multi-code with surfaces pre-selected:

    1. In the Maintenance menu in the Office Manager, point to Practice Setup > Multi-Code Setup. Then click New to open the Multi-Code Editor.

    2. Type a Description (up to 31 characters) for the multi-code. 
    3. In the Multi-Code field, type three characters. Multi-codes always have five character names. The first two characters are "xx" and you choose the last three.
    4. Type an Abbreviated Description of up to nine characters. This description shows in the Appointment Description field in the Appointment Information dialog box, as well as on the face of the appointment in the schedule.
    5. Select an Appointment Type from the list.
    6. In the Type group box, select Standard.
    7. Click the Add button.
    8. Select the ADA Code option, click the search button, select the procedure code, and click OK.
    9. In the group box that appears, select the surfaces, quadrants, or sextant appropriate for the procedure code.
    10. Click OK to add this procedure to the multi-code.
    11. Repeat steps 7-10 to add additional procedures to the multi-code as needed.
    12. When you have finished adding procedure codes, click OK to close the Multi-Code Editor and save the multi-code.

    Once created, the multi-code is available to be selected when creating future appointments. You can also create a procedure button in the Patient Chart for this multi-code.

    For additional information ,see the Saving Time with Multi-Codes article in Dentrix Magazine.

    Tuesday, June 25, 2019

    Saving Credit Cards on File with Dentrix Pay

    It’s the start of a new work week. One of your to-do list tasks is to find accounts that are due for a recurring payment, manually charge their credit card on file, and enter the payment in Dentrix.

    What does “on file” mean in your practice? Do you open a hidden spreadsheet on your computer that contains the card information? Do you unlock one of the drawers up front and pull out a list of card numbers?

    With Dentrix G7.2 and Dentrix Pay, a new feature which can be bundled together with other eServices you are already using, you have the ability to save credit card information within Dentrix that can be used for authorized recurring payments, like payment agreements, all from inside the Ledger.

    How To

    1. With a patient selected in the Ledger, click Transaction > Saved Credit Cards.
    2. Click Add and insert or swipe the credit card using a connected PINpad device.

    3. Notify the patient of a $2.00 pre-authorization charge, which will be reversed after the account is verified.
    4. Have the patient review and sign the consent form to authorize your office to charge their card on file.
    5. Save the consent form and print a patient copy if needed.

    Once you have saved a credit card, it will appear as an option when you click the Process Card button in the Enter Payment window of the Ledger.

    For more information, click the Quick Start Videos for Dentrix Pay link on the Resource Center login page to watch tutorials and view key information. Or read the Introducing Integrated Payments with Dentrix Pay article in Dentrix Magazine.

    Tuesday, June 18, 2019

    Closing the Office in Dentrix for Holidays

    When you need to close the practice for holidays (or other events), instead of just scheduling an event for operatories in the schedule, the best thing to do is to close the practice on that day in the Appointment Book. Closing the day will ensure that the hours will not be counted as available time when scheduling patient appointments, and your weekly and monthly production totals won’t be affected.

    How To

    Closing the office for a holiday that occurs on the same date each year, such as Christmas or Independence Day, is pretty straightforward.
    1. In the Appointment Book, from the Setup menu, select Practice Schedule.
    2. Navigate to the date you want to close in the Calendar (such as December 25).
    3. From the Office Closed menu, select Yearly Holiday on selected day.

    4. Repeat for other holidays (such as the 4th of July) and click Close.

    However, for holidays that don’t fall on the same date each year, such as Thanksgiving or Memorial Day, you’ll need to take a different approach. Let’s say that your practice will be taking a half day on the Wednesday before Thanksgiving, and a full day on Thanksgiving.
    1. In the Appointment Book, from the Setup menu, select Practice Schedule.
    2. Navigate to the Wednesday before Thanksgiving in the calendar, and double-click the date.
    3. Enter a Start Time and End Time for the workday, and click OK.
    4. Then navigate to the date on the calendar for Thanksgiving.
    5. From the Office Closed menu, select Close Office on selected date, and click Close.

    Additional Information
    • When closing the office for holidays, take a quick look at those days in the Appointment Book to make sure there aren't any appointments already scheduled that you'll need to move.
    • Read the Manage Your Complex Office Schedule within Dentrix article in Dentrix Magazine.

    Tuesday, June 11, 2019

    Customizing Flip Tabs in the Appointment Book

    Any time you need to jump ahead in the Appointment Book by more than a few days, to schedule an return appointment for continuing care for example, you could use the Calendar button or repeatedly click the Forward button to do so. But there must be an easier way, right? There is with flip tabs!

    With flip tabs, you can quickly navigate the Appointment Book because they act like bookmarks or placeholders in a paper schedule. They allow you to jump a few days, weeks, or months at a time, making it simple to find and view future appointment times.

    And you can set up flip tabs for the intervals you most frequently use in your office, such as four months for a prophy, or two weeks for a crown placement.

    You can set up 12 different flip tabs—four flip tabs for each Appointment Book view: Day View, Week View, and Month View.

    Here's how to set up flip tabs:
    1. In the Appointment Book, select Setup > Flip Tabs Setup.
    2. Select the Day View, Week View, or Month View tab to create a flip tab within that view.

    3. Enter a Description for the flip tab that identifies how far ahead the schedule will jump, such as "2 Weeks".
    4. If desired, edit the flip tab's text color by clicking the Text Color button. Just remember that the text will appear on a gray background, so pick a contrasting color.
    5. Select one of these options from the Type drop-down:
      • Select Absolute if you want the tab to jump to a specific date. For example, September 2, 2019. Then enter a date in the field provided.
      • Select Relative to jump the schedule forward (or backward) by a specified time period. For example, 14 days forward. Then select whether you want to jump relative to today's date, or the date currently displayed in the Appointment Book.
    6. Repeat steps 2-5 for each flip tab you want to create.
    7. Click OK to save and exit.

    Additional Information