Tuesday, December 22, 2020

Most Popular Tip Tuesday Posts of 2020 (Part 3)

We've shared #15 through #11, and #10 through #6 of our most popular Dentrix Tip Tuesday blog posts of 2020.

We've saved the best for last. Here's the Top Five most popular tips from our blog this year:

5: Emailing All of Your Patients At Once

4: Archiving Patients Just Got Easier!

3: Altering Your Practice Hours in Dentrix

2: Don't Rely on Your Memory - Use the Appointment Checklist

is it any wonder with all the changes we've had to make due to Covid-19 this year that our most popular tip of the year is...

1: Creating Time Between Appointments for Safety Precautions

We hope you have a safe and happy holiday! We're taking next week off, but will return the first Tuesday in 2021 with more Dentrix Tip Tuesday blog posts!

Tuesday, December 15, 2020

Most Popular Tip Tuesday Posts of 2020 (Part 2)

Last week we shared the first five of our top 15 most viewed tips of the year. This week we continue with our next installment of 5 tips.

Our countdown continues with tips including working with patient health history items, writing clinical notes, schedule optimization, and help with insurance claims:

10: Slow Down the Pop-Ups! Edit Multiple Health History Items at Once

9: Creating Clinical Note Templates

8: Changing Operatory Hours and Availability in Dentrix

7: Keep Track of Today's Appointments While Jumping Around the Appointment Book

6: Updating Your Printed Insurance Claim Form

Stay tuned next week for the Top Five most popular Dentrix tips of the year! 

Tuesday, December 8, 2020

Most Popular Tip Tuesday Posts of 2020 (Part 1)

If you've been around since January, you've seen a lot of tips come your way this year. Over the next three weeks we're counting down the fifteen most viewed tips of 2020.

Our countdown begins with this first group of tips that cover a wide range of topics, including tips about new features, Dentrix customizations, and incorporating Patient Engage into your workflow:

15: Changing a Provider's Schedule in Dentrix

14: Posting Patient Forms Online Using the Patient Portal in Patient Engage

13: Reminder - This Claim Needs an Attachment

12: Customizing Dentrix Module Toolbars

11: Emailing All of your Patients About Policy Changes with Patient Engage

Stay tuned the next two weeks for the remaining top ten popular Dentrix tips of the year!

Tuesday, December 1, 2020

Automatically Updating CDT Codes in Dentrix

You have enough to worry about at the end of the year! Take the CDT Code update off of your list and let Dentrix do it for you. 

That’s why Henry Schein One created the automatic CDT updater (available in Dentrix version G7.3 update 1 and higher).

Read the Dentrix Magazine article titled Automatically Updating CDT Codes in Dentrix to learn the pre-requisites needed for this feature as well as how the process works in Dentrix.

  • To learn more about recent Dentrix releases and watch new feature overview videos, visit the Dentrix New Features page.
  • For more information about working with procedure codes in Dentrix, read the Procedure Code Setup topic in Dentrix Help.

Tuesday, November 24, 2020

Dentrix G7.4 New Features To Be Excited About

 If you haven’t already heard, Dentrix G7.4 is available now! 

Discover the new features that simplify insurance management, modernize patient billing processes, and make it easier than ever to edit family relationships and balances in Dentrix.

Click the links below for articles, tips, and videos you can explore to learn more about the new features in Dentrix G7.4:

On-Demand Webinar

Managing Insurance

Tuesday, November 17, 2020

Selecting a Provider in the Patient Chart

In the Dentrix Patient Chart, one of the tools in the Charting Toolbar is the list where you can select a provider.

When you have a patient selected in the Chart, this field contains the provider set up as Prov1 in the patient’s Family File. 

This is the provider that will be attached to any procedure that you chart for the patient, whether it be completed procedures, treatment-planned procedures, or existing procedures.

If you want to assign another provider to a procedure, before you make your selections in the Patient Chart, change the provider using the arrow to open a list of providers. Then select the tooth/teeth, procedure(s), status, and post the procedure.

If you forget to change the provider before you post the procedures, you can always change it later. Read this blog post for steps on how to change a provider once the procedure has been posted in the Chart.

Another area where the provider selected in the Patient Chart comes into play is when you are entering clinical notes. When you add a new clinical note, the provider attached to the note is based on the provider selected in the list in the Charting toolbar.
If the hygienist is writing the clinical note, change the provider in the list before you click the New Clinical Note button. 

If you forget and have already written the note, select the note’s time stamp in the left column of the Clinical Notes tab, and then click the Change Provider for Selected Note button, and select the appropriate provider for the note.

The bottom line is to be aware of the provider that is selected before you begin working in the Patient Chart. It’s important to be accurate in how you document clinical care, and a quick double-check before you begin can save you some editing time to correct things later on.

Tuesday, November 10, 2020

Cross-Referencing Insurance Coverage Limitations with a Patient's Continuing Care Visits

Darla, your hygienist, has just finished with her 10 am patient, LeAnn, who was in for her scheduled cleaning. Darla pulls up the Appointment Book on her operatory computer and says to LeAnn, “We can go ahead and schedule your next cleaning right now, if you’d like.”

“Yeah, let’s go ahead and do that, but I want to make sure that it’s covered by my insurance.”

LeAnn doesn’t know exactly what her insurance coverage limitations are for a prophy, and when she tells Darla her insurance plan name, it’s not one that she recognizes, so she doesn’t know what LeAnn’s coverage is either.

In Dentrix G7.4, you can easily look up insurance coverage information, and then cross reference it with a patient’s continuing care due date schedule.

From the Family File, double-click the Insurance block, and click the Benefits/Coverage button to open the Dental Insurance Benefits and Coverage window. The selected patient is visible at the top of the screen. You can look under the Exclusions tab to see if there are any limitations or exclusions that have been entered for prophy procedures.

Dentrix G7.4 also includes a Continuing Care button at the top of the insurance information. Click this button to see the patient's continuing care types, due dates, and prior treatment dates, which will help you to determine when to schedule the appointment so that it can be covered by insurance.

Being able to quickly cross reference a patient’s continuing care due dates and making sure that you are working within the limitations of their insurance coverage can save everyone a lot of frustration and out-of-pocket expenses.

For more information about information that is available in the Dental Insurance Benefits and Coverage window, see the following:

Tuesday, November 3, 2020

Accessing Insurance Information in Dentrix G7.4

Dentrix G7.4 includes a redesigned insurance information window that gives you an easier way to manage patient insurance details. You can access this window from several different places in Dentrix, and the info you see changes based on which insurance details you'll need at that moment.

Accessing from the Family File

If you double-click the Insurance block in the Family File, you will open the Insurance Information dialog box, which has a new Benefits/Coverage button. When you click this button, the new Dental Insurance Benefits and Coverage window opens, with the selected patient and subscriber information shown at the top of the window.

The tabs along the left side of this window show various information you may need to know or that you may want to document. For example, click the Deductibles/Maximums tab, and you can enter the plan's deductibles and maximum benefits as well as the amounts already met and paid out for this patient this year.

Any changes you make to the information that applies to the specific patient will only change that patient's information, while changes to the coverages, deductibles, exceptions, or general plan information will update the plan for all subscribers who are assigned to the plan.

A good way to illustrate this point is to open the plan the other way, through the Office Manager.

Accessing from the Office Manager

From the Office Manager, click the Maintenance menu, select Reference, and then click Insurance Maintenance. Select an insurance carrier from the list and click the Benefits/Coverage button. When the new Dental Insurance Benefits and Coverage window opens, it has all of the plan information but will be missing information specific to an individual patient. 
For example, the subscriber and patient information is missing from the top of the window. Click the Deductibles/Maximums tab, and you'll be missing the fields to enter how much has already been applied and met. 

With the new Dental Insurance Benefits and Coverage window, you now have a single place you can go to access all of the information about an insurance plan instead of having to check multiple locations. Knowing how to get to the information that is patient-specific and plan-specific can save you time because you’ll know exactly where to look.

For additional information, watch this video or read the article titled, An Easier Way to Manage Patient Insurance Details in Dentrix Magazine.

Tuesday, October 27, 2020

Inactivating Providers in Dentrix G7.4

Staff turnover is inevitable, and when it happens, you’ll want to make sure that those changes are updated in Dentrix. Because there will be past procedures and transactions attached to providers who leave the practice, you can’t simply delete a provider. But you’ll want to make sure that only your current providers are shown as available options to select when scheduling appointments, posting transactions, or generating payroll reports going forward.

To help with this, you have the ability to inactivate a provider. In Dentrix G7.4, this process is more streamlined.

In the Office Manager, select Maintenance > Practice Setup > Practice Resource Setup. Select the provider or staff member you want to inactivate and click the Inactivate button.

You will first be prompted to select a replacement provider. The replacement provider will be assigned to all uncompleted treatment plans, future appointments, future due payment plans, or Family File patient assignment that are currently assigned to the provider you want to inactivate.

If there are current transactions in the Ledger attached to the provider you want to inactivate, you will be prompted to select how you want to allocate the balance—keep them with the provider being inactivated, or transfer them to the replacement provider using offsetting adjustments.

If you select to transfer the balance using offsetting adjustments, you will then be prompted to select the credit adjustment type and charge adjustment type to be used.

Next, you’ll be shown a list of changes that will take place once when you inactivate the provider. Click Inactivate to start the process, and when complete, a summary of the changes in Dentrix will be displayed.

To see how the inactivating a provider process works, watch this video.

Tuesday, October 20, 2020

Understanding the Options When Assigning Insurance to Patients

When you assign insurance to a patient in Dentrix, be sure that you understand the different options and features you can access from the Insurance Information dialog box.

With a patient selected in the Family File, double-click the Primary Dental Insurance block to open the patient's Insurance Information.

If this patient is the subscriber of their own plan, click the Subscriber search button and select the Current Patient button. If the patient is a dependent to another family member's insurance plan, click the Subscriber search button and select the family member and plan. This will load the insurance plan details as they were entered under the subscriber family member.

Use the Carrier search button to find the insurance carrier to assign to the patient, and click OK. Then enter a Subscriber ID # for the patient. You’ll need this to properly submit claims and avoid denials or rejections.

Under Signature on File, select the following options as needed:

  • Release of Information – When selected, “Signature on File” prints on insurance claims for the subscriber to authorize release of information. 
  • Assignment of Benefits – When selected, this authorizes insurance payments to be sent directly to the provider rather than to the patient.

Verify the Relation to Subscriber setting, based on the relationship between this patient and the insurance subscriber. 

The Insurance Data button will open the Primary Dental Insurance Plan Information window where you can view or edit information pertaining to the plan. However, be aware that making any changes here will change the insurance plan information, affecting all other patients who are assigned to this plan.

In Dentrix G7.4, a new Benefits/Coverage button has been added, which opens a new Dental Insurance Benefits and Coverage window with several new features and options you can read about in an article in Dentrix Magazine titled, An Easier Way to Manage Patient Insurance Details.

When you are ready to assign the insurance to the patient, click OK at the bottom of the window.

Bonus Tip

To have one less thing to worry about when assigning an insurance plan to a patient, you can manage how you want the Signature on File options to be set by default for new subscribers.

In the Office Manager, go to Maintenance > Practice Setup > Preferences.  Under the General Options tab, in the bottom right corner of the window, you can set the Default Signature on File for New Subscribers for both Dental Insurance and Medical Insurance.

Click OK to save your changes, and the next time you assign insurance to a new patient, those default options will already be selected for you.

Tuesday, October 13, 2020

Making Visual Notations in the Patient Chart

One of the overlooked features in the Dentrix Patient Chart is the ability to make chart notations. The Chart Notations feature allows you to "draw" on a patient’s chart! For practices with computers visible to patients in the operatory, you can use chart notations to explain problem areas by drawing on or highlighting certain teeth or surfaces, which can help patients visualize what the dentist or hygienist is telling them.

To make notations:

  1. With a patient selected in the Chart, from the Options menu select Chart Notations and then Edit Notations. A small Dentrix Notations toolbar will appear on the screen.

  2. From the Dentrix Notations toolbar, select a notation tool to use:
    • Pen - The pen tool enables you to draw or write on the Chart using a variety of widths and colors. Click the down arrow next to the pen icon to select the desired color and width. Select Pen Settings to customize the colors and widths listed as needed. You can use this tool if you want to pinpoint specific teeth a patient should focus on, or to illustrate an area of a particular tooth or root.

    • Highlighter - The highlighter tool is transparent, allowing you to view the tooth chart through the notation. Click the down arrow next to the highlighter icon to select the desired color and width. Select Highlighter Settings to customize the colors and widths listed. 

    • Eraser – The eraser tool enables you to remove all notations or only selected ones. Click the down arrow next to the eraser icon to select the size of eraser you want to use. Then click and drag the white eraser cursor over the notation(s) you want to remove, or you can click Clear All to erase all notations.

    • Selection Tool – The selection tool enables you to move, enlarge, or minimize specific notations. First, make a notation using either the Pen or Highlighter tool. Then click the Selection tool and drag it around the desired notation, surrounding it with a dotted line.

      You can then click and drag the entire notation to a different area, enlarge the notation by dragging the corners out, or minimize the notation by dragging the corners in. You can delete by right-clicking on the selection and choosing Delete Selection.
When you are finished making notations, you can either use the Eraser tool’s Clear All option to remove all the notations at once; or, if you want to keep the notions and simply return to the normal view in the Chart, you can select Options > Chart Notations and then toggle the View Notations on or off, depending on when you want to view them again.

What types of things do you (or will you) use Chart Notations for? Let us know in the comments.

For additional information, see the topics listed under Chart Notations Overview in Dentrix Help.

Tuesday, October 6, 2020

Adding Words to the Dentrix Spell Check Feature

 When you create clinical, health history, and other notes in Dentrix, do you encounter words and abbreviations that your office uses, but which the Dentrix Spell Check feature doesn't recognize? These words may be spelled correctly, but because they aren’t recognized, Dentrix shows them in red. You can easily add words to the Spell Check dictionary, so you won't have to constantly correct them — and so they won't appear red anymore!

To add words to the Spell Check dictionary, in any note field, click the Check Spelling button. Dentrix checks the spelling of each word in the note field. As it does so, it will stop and highlight each word that it doesn't recognize.

With the “misspelled” word in the Not in Dictionary field, click Add to add it to the dictionary. Going forward, it will be recognized as a correctly spelled word in all notes, for all patients, and on all computers in your office's network.

For additional information, read our past Tip Tuesday blog post titled, How Do You Spell “Anesthesia?

Tuesday, September 29, 2020

Following Up with Patients When You're Away from the Office

Consider these two scenarios:

  • The doctor wants to take home a list of patients for the day so he can make follow-up calls with patients who had difficult procedures, such as implants or extractions.
  • The weather forecast in your area is looking increasingly bleak, and a massive storm is expected.  The office manager wants to take home a list of patients scheduled for the next couple of days in case the office has to close early or cancel appointments in the morning if the storm continues as predicted.

Both scenarios allude to a list you can generate with patient contact information. Where can you generate such a list?

The Scheduled Patients Phone List is part of the Daily Huddle Report and can be generated to include a selected date’s scheduled appointments. This list includes the date and time of their appointment, the assigned provider, and patient’s names and phone numbers.

Generate the Scheduled Patients Phone List from the Office Manager by clicking Analysis from the top menu, and then selecting Practice Advisor. Then select Daily Huddle Report. Select the date you want to print scheduled patients for under Enter Date for “Today” and make sure the Scheduled Patients Phone List option is selected. Then click Preview to open the list. 

From the Preview window, you can print the list as needed and take it home to use when making phone calls.

For additional information on getting the most out of the Daily Huddle Report, see the following articles in Dentrix Magazine:

Tuesday, September 22, 2020

Changing Colors in the Patient Chart

The Patient Chart is a visual tool you can use to document a patient’s oral health. Within the chart, certain colors are used to document conditions and diagnoses, previously completed procedures, and treatment-planned procedures. 

To make this visual tool effective for your team, you can customize the colors that are used within the Patient Chart—both the paint colors (those used to represent treatment plans, completed work, existing work, and conditions) as well as the overall theme (background color options for graphic tooth chart). 

You can find both paint colors and themes settings in the Patient Chart by clicking Setup and then Chart Display Setup

Paint Colors

It’s important to discuss the color scheme you want to use for Paint Colors with your entire team. Because Patient Chart colors are workstation-specific, meaning that different computers on the network can have their own color scheme, the colors you select for the different Paint Colors options should be consistent office-wide. You don’t want treatment-planned procedures to be shown in red on one workstation and blue on another, as that can get confusing as you move to different workstations around the office. You may also want to ask around your office about color blindness and, depending on feedback, avoid colors (such as red and green) that may be difficult for some users to distinguish. Decide which Paint Colors your practice wants to use for each option and stick to it. 

For specifics on how to change Paint Colors, see the Customizing Patient Chart Colors topic in Dentrix Help.


The background color(s) in the Patient Chart are determined by a list of options under Themes. There are several pre-designed themes available to select in the drop-down list. Depending on the colors you have decided to use as Paint Colors, some of the themes might contain colors that make it difficult to see or distinguish those colors.

For example, having Conditions/Diagnoses that paint in black may be difficult to see against the dark blue background of the Blue Haven [Default] Theme. Try a different Themes option for a more distinct contrast.

From the Themes drop-down list, select one of the pre-defined themes and see a preview of what it will look like in the Chart window. 

You can further manipulate the colors with the drop-down options under Screen Colors. If you make changes to any of the Screen Colors options, when you are finished, click Save Theme and assign it a name. Your new theme will be available to select in the themes pull-down menu on all of the other computers in the office.

For more specifics on how to change themes in the Patient Chart, see the Customizing Patient Chart Colors topic in Dentrix Help.

Related Information

Did you know you can assign the same Paint Colors visible in the graphic Chart to coordinate with your progress notes? To learn how, read our previous tip titled, Giving Progress Notes a Little Color.

Tuesday, September 15, 2020

A More Useful Fee Schedule Report

How do you document your office fees? For many years, the Fee Schedule Report has been the go-to method. The printed report has some limitations. It can create a hard-copy record of either one or five fee schedules. 

If you choose one fee schedule, the report will not include any procedures with a $0.00 fee. If you choose five fee schedules, you must include a sequential range of five (for example, fee schedules 3-7, or 14-18 – no skipping, picking, or choosing).

The Fee Schedule Maintenance area (Office Manager > Maintenance > Reference > Fee Schedule Maintenance) holds a more powerful and flexible way of viewing and documenting your fees: Export them to a file!

For specifics, see the Exporting Fee Schedules topic in Dentrix Help. 

Your exported file can be opened in a spreadsheet, such as in Microsoft Excel. From there you can print the file, perform data analysis and comparison, or share the file with someone else. 

You can even make changes to your fees if needed and then import them back into Dentrix. For specifics, see the Importing Fee Schedules topic in Dentrix Help.

For additional information, read It’s Time to Update Office Fees Again in Dentrix Magazine.

Tuesday, September 8, 2020

If You Aren't Using It, Delete It

As time has passed, your Dentrix system may have accumulated extra payment types and adjustment types that you no longer use. You may have even reached the limits and cannot add additional types.

In Dentrix you can remove unneeded payment and adjustment types, which can free up the spots so you can enter new types you may need. This also makes your selection lists smaller when it’s time to apply an adjustment or make a payment.

Reviewing the Payment and Adjustment Types You Use in Your Practice

In the Office Manager, open Reports > Management > Practice Analysis Reports. Select the Payment Summary and Adjustment Summary reports. Enter a date range of several years, which will help you understand how frequently you use each type. View the reports and take note of the quantity of each adjustment or payment type that has been used during your date range. If you find that you aren’t using a specific type, consider deleting it.

Deleting Adjustment Types

In the Office Manager, open Maintenance > Practice Setup > Definitions. From the Definition Type menu, select Adjustment Types. Select an adjustment type, and then click Delete. Select a replacement type (if the selected type has been used anytime in the past, it will be replaced on those Ledgers with this replacement adjustment type). Click OK.

Deleting Payment Types

In the Office Manager, open Maintenance > Practice Setup > Definitions. From the Definition Type menu, select Payment Types. Select a payment type, and then click Delete. Select a replacement type (if the selected type has been used anytime in the past, it will be replaced on those Ledgers with this replacement payment type). Click OK.

Tuesday, September 1, 2020

3 Tips to Keep in Mind When Entering Batch Insurance Payments

Insurance carriers will frequently send you an EOB and payment for multiple claims and patients at once. You can open each patient's Ledger, open the claim, and enter the payment one by one. Or, you can use the Enter Batch Insurance Payment feature—a great tool to help you efficiently enter insurance payments!

For step-by-step instructions on how to enter a batch insurance check payment, click HERE

Keep these three extra tips in mind as you enter batch insurance payments:

  • To select all of the group plans at once for a specific insurance carrier, click the first alphabetical plan, scroll down to the last plan, and hold down the Shift key while you click the last listed plan, and click OK. That way, you’ll capture all of the group plans that are entered in your database for the same carrier and you’ll be able to see the claims for that insurance company. 

  • After you’ve finished entering all the payments for the claims associated with insurance check, make sure that you click the Generate Statements button as part of your process for entering batch insurance payments. A billing statement for patients to whom you posted an insurance payment will be created and sent to the Batch Processor.  Generating and sending these statements as part of your batch insurance process means that patients are aware of their balances sooner than they would be if you waited to send a statement in your next scheduled billing cycle.

Tuesday, August 25, 2020

Keep Track of Today's Appointments While Jumping Around the Appointment Book

Things can get busy at the front desk. You have what seems like hundreds of things going on at once—phones ringing, patients checking in and out, and a lot of jumping back and forth in the Appointment Book scheduling and rescheduling appointments. 

Did you know that you can use the Appointment List to keep today's appointments open in one window, and use the Appointment Book in another window to jump around as needed to schedule other appointments?

From the top of the Appointment Book, click Appt List. Then from the Select List menu, click Appointments.

A list of today's appointments will appear in the Dentrix Appointment List window. You can slide this entire window to one side of your screen, and have a list of today's scheduled appointments always available. Then you can use your Appointment Book window to flip back and forth between days while scheduling other appointments.

There are a number of useful features within the Appointment List you might not be aware of:
  • At the top of the Appointment List, use the Search bar to type patient names, provider IDs, appointment descriptions, phone numbers, and so forth. As you type, the list will instantly narrow down to display only matching appointments.
  • By default, the Appointment List opens sorted chronologically. You can click any of the column headers to change the sort order. For example, click the Name header to sort alphabetically, click Op to sort by operatory, or click Prov to sort by treating doctor.
  • Choose which columns of information are shown in the Appointment List. Right-click any of the column headers to open a menu where you can select or remove columns from the display.

  • Just like in the Appointment Book, right-clicking individual appointments in the list will open several helpful options. But unlike the Appointment Book, you can select multiple appointments, right-click them, and make updates together. For example, did a family just walk in together? Select all of the appointments (type their name in the search bar if that helps too), right-click, and update the Status for all of the appointments at once.

For additional information about using the Appointment List and its features, read the various topics listed under Appointment Lists Overview in Dentrix Help and The New Dentrix Appointment List in Dentrix Magazine.

Tuesday, August 18, 2020

Don't Rely on Your Memory - Use the Appointment Checklist

When you create a patient appointment or check a patient in at the front desk, there may be a lot of things to try and remember to do. Did you know that Dentrix gives you a checklist at the bottom of the Appointment Information dialog box that you can use to make sure you have covered everything you needed to with the appointment, such as verifying insurance, collecting a co-pay, updating health history, and so forth? You can even customize this checklist to include the tasks that you want to be sure you address with each appointment.

Here's how you can customize the Appointment Checklist for your practice:
  1. In the Office Manager, from the Maintenance menu, point to Practice Setup, and then click Definitions.
  2. In the Definitions Type drop-down list, select Appointment Checklist.
  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.
In a recent post on The Dentrix Office Manager Blog, Charlotte Skaggs shares ideas on including COVID-19 tracking protocols in your Appointment Checklist.

Tuesday, August 11, 2020

Setting Up and Posting Discounts in the Ledger

Do you offer promotions or discounts to new patients or certain groups of patients? For example, 15% off for senior citizens, 25% off for active military or veterans, and so forth.
In Dentrix, it’s easy to set up discounts and then apply them in the Ledger where applicable.

Part 1: Set Up Your Discounts

Before you can enter discounts, you'll need to create the discount types in Dentrix. Open the Ledger, and from the File menu click Tax/Discount Options Setup. Then click New and enter a name of the discount in the Description field. Enter a Percentage amount for the discount, and select an Adjustment Type to be used in the Ledger. Click OK, and the discount type will be available to use for all patients on any networked computer.

Part 2: Post a Discount

Select a patient in the Ledger. If you are not applying a discount to all of the day's procedures, select the procedures that you want to discount. Then from the Transaction menu, click Enter Tax/Discount

Select a discount type from the list.

If you selected individual procedures, under Calculate for, select the Selected Procedures option. Otherwise, select Procedure Dated and enter a date. All of the procedure codes for that date will be discounted.
You can use the Provider drop-down menu to select a specific provider, or if the procedures receiving discounts were completed by different providers, choose Split By Provider to let Dentrix automatically divide the credit up among them.

If you'd like to apply the discount to one family member, use the Patient drop-down menu to select that patient, or choose Split By Family Members to let Dentrix divvy up the adjustment to multiple family members.

If you'd like to add a note to give additional information about the discount, click Note and type a note in the box.

When finished, click OK, and Dentrix will calculate the discount amount and post the adjustment(s) in the Ledger.

For additional information, see the Posting Taxes and Discounts topic in Dentrix Help.

Tuesday, August 4, 2020

Using a Custom List to Find Procedures Completed within a Date Range

In the Office Manager, one of the most versatile tools you have to work with is the Patient Report (By Filters) option within Letters & Custom Lists. With dozens of filtering criteria, you can use this report to generate custom lists of patients using the information in your Dentrix database.
The possibilities for generating custom reports are endless. For example, you could find out:
  • Which patients had a D6010 implant procedure completed in the last two years
  • Which patients have had scaling and root planning (D4341-D4342) treatment planned since April
  • Which patients came in for a new patient exam (procedure code D0150) in the last 6 months but have not returned for a follow-up visit
Though the details are slightly different depending on specific information you want to find, generating the list follows some common steps:

  1. From the Office Manager, click Letters & Custom Lists, and then click Misc.
  2. Select Patient Report (By Filters) and then click Edit.
  3. From the Letter or Custom List Setup dialog box, select the search criteria for filtering your list.
Based on the examples above, the list should include patients with a procedure code, or a range of codes that have a specific status (completed, treatment planned, etc.).

In the list of filters, click the search button next to Procedures.

Under Search For, select the status of the procedures you want to find from the options given. You can select more than one status if needed.

Under Select Procedure Codes, enter a Beginning and Ending code to include in your search. If you are only looking for a single code, enter it in both fields.

Under Select Procedure Date, enter a Beginning and Ending date range for the procedures. Then click OK.

Set any other filters as needed in the Letter or Custom List Setup dialog box, and then click OK.

From the Miscellaneous Letters & Custom Lists dialog box, click the Open List Manager button to open the List Manager and see a list of patients that match your criteria. From the List Manager, you have the ability to select a patient and open other Dentrix modules to view the details. 

For example, if you generated the list for patients with treatment-planned D4341 or D4342 procedures, you can select a patient in the list, open the Ledger, switch to the Treatment Plan Ledger option, and view dates, amounts, and whether or not a pre-authorization was created for the procedure.

The possibilities for creating custom lists and reports based on information in your Dentrix database are endless when you understand how to customize and use the filters within the Patient Report (By Filters).

For more information, read our previous tip titled, Using the Patient Report (By Filters) to Find Specific Groups of Patients, and The Dentrix G6 List Manager article in Dentrix Magazine.

Tuesday, July 28, 2020

Printing Route Slips

The route slip provides comprehensive patient, account, and treatment information for each scheduled patient and can be a useful tool for the clinical team to refer to when the patient is being treated in the operatory. Staff members can easily see which procedures the patient is coming in for and if there is any outstanding treatment they may be able to add to today’s appointment. The route slip can also provide a good place for the assistant and hygienist to jot down quick notes, which they can refer to when writing their clinical notes.

If your office is using route slips, you'll want to save time by printing the slips for the entire day at one time. 

In the Office Manager, click Reports. Point to Lists, and then click Daily Appointment List.
Select the Provider, Appointment Provider, Operatory, and Appointment Date options. Under Select Report Types, check the box next to Patient Route Slips, and click OK. The route slips are sent to the Batch Processor.

You can also generate the day’s route slips along with your Daily Huddle Report. In the report options, select the check box next to Send Route Slips to Batch for and then select either Today’s Appointments or Tomorrow’s Appointments.

Having pertinent information about each of the patients being seen in the practice, including their health history, outstanding treatment, account balance, and insurance coverage summary, can be very useful to refer to throughout a patients’ appointments. And it’s all there on a route slip.

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Tuesday, July 21, 2020

Give Patients The Ability to Book Their Own Appointments Online

These days, you have a lot going on in your office. Temperature checks for patients coming in to the practice, asking for and updating health history information for each patient, plus all of your normal front desk tasks like answering phones, scheduling appointments, and running check-out procedures.

Wouldn’t it be nice if you had fewer phone calls to make to contact and schedule patients for their appointments? That’s where Dentrix Online Booking fits into the picture.

Dentrix Online Booking gives your current and potential patients the ability to schedule their own new-patient or continuing care appointments

Here's how it works:

Existing Patients

You send your existing patients an email reminder letting them know they are due for continuing care. This email contains a personalized link they can click to see open appointment times that they can book. They select the date and time that works best for them and click to schedule their appointment. Once they’ve done that, your office is notified and the appointment is scheduled in the Appointment Book, where it can be edited and procedures can be attached as needed.

New Patients

You create custom links and buttons which you can add to your practice website or social media pages encouraging patients to book an appointment. When prospective patients click the link, they select an appointment reason, choose a provider, and select the date and time for their appointment. Next they enter a few pieces of personal information, including a phone number and an email address, which is used to send them a verification code. Once they enter that code, their appointment is confirmed, your office is notified, and the appointment is scheduled in the Appointment Book.

Online Booking is a convenient way for new patients and continuing care patients to be able to book their appointments at their convenience. Your staff will appreciate making fewer phone calls and the reduced manual work of contacting patients and scheduling their appointments.

Want to know what it’s like for a patient to book an appointment? Read "Online Booking from the Patient’s Perspective" in Dentrix Magazine, or see an overview of how Online Booking works by in this video.

Tuesday, July 14, 2020

Seeing Past Responses to Patient Questionnaires

It is very likely that you will ask your established patients to complete certain questionnaire forms at each visit, such as completing a Health History Update once a year. Or perhaps your office has begun asking patients to complete a health screening form by phone or online a few days before their appointment, and then again in person on the day of their appointment. You might find it helpful to be able to compare the patient's answers between the current and previous submissions to get an idea of what, if anything, has changed. 

As you collect these new responses from Questionnaire forms, it may appear that the patient's old responses have disappeared from the Questionnaires module. Not so!

By default, Dentrix only displays your patients’ most recent responses, but the old ones are still saved. To view previous responses to old questionnaires, in the Questionnaires module, from the View menu, click List All.

The Questionnaires module also has a side-by-side comparison option, which allows you to look at the previous response right next to the current one. This makes the task of comparing information a simple one.  To enable this side-by-side option, from the View menu, click View Mode, and then click the Compare with Previous icon (in the lower-right corner of the window, next to the Close button).

To learn how to let your patients respond to Questionnaire forms online, read Allow Patients to Fill Out Forms Online in the Dentrix Magazine online archive.