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.