Tuesday, February 25, 2020

Make Documenting Referral Sources More of a Priority

If you enter new patients without including a referral source, your practice is missing some great opportunities! Without this valuable referral information, you limit your reporting options to know which of your advertising methods is the most effective. You also miss the chance to thank your most productive referring doctors or patients. It is especially important for periodontal, pediatric, or other specialty practices to track where your new patients are coming from.

Yet when you are in the rush of checking in new patients, the step might not seem important. It is so easy to skip over collecting and documenting that simple referral information.

To make sure that this step is not overlooked, Dentrix G7.3 now offers two new options:
  1. When creating a new patient file, the Referred By field is now available within the Head-of-House Information and Patient Information windows.

  2. An office administrator can now set the Referred By field as required when entering new patient information. In the Office Manager, click Maintenance > Practice Setup > Preferences and check the box next to Require Referred By for new patients.

This new feature in Dentrix G7.3 will help you stay on top of your new patient referral sources so you can track, expand, and reward those sources!

For additional information, read the following this post from the Dental Office Manager blog titled, Requiring Referral Sources for New Patients.

Tuesday, February 18, 2020

Processing Payments Promptly by Adding a Credit Card to a Payment Agreement

Wouldn’t it be nice if your patients on payment agreements always paid the correct amount on the date it was due? And what if you could routinely post these payments on a monthly basis without having to bill your patients? With Dentrix Pay, you can add a patient's credit card to their payment agreement and use that card to process payments when they’re due.* You'll be paid promptly, and your patients won't have to remember to send you a check!

To add a credit card to a payment agreement, open the patient’s Ledger and click the Billing/Payment Agreement button. Click the Credit Card drop-down menu, select Add Card, and follow the on-screen directions.

Be sure to have the cardholder sign the consent form authorizing you to use their card for payments. When finished, click OK. You're now ready to process their payment agreement with their saved credit card as soon as it’s due.

For additional information:
*You must have Dentrix Pay to save credit cards and to use them for recurring payments. For more information, visit www.Dentrix.com/DentrixPay or call 844.853.2285.

Tuesday, February 11, 2020

Use Fast Checkout to Create Claims Automatically

When a patient checks out, do you find yourself manually creating an insurance claim for their completed procedure(s)? Wouldn't it be nice if Dentrix would automatically create and send a claim for those procedures — with the click of a single button? With the Ledger's Fast Checkout button, you can do just that!

However, before you can use the button, you must set it up with the options you prefer.

From the Ledger, click File > Fast Checkout Options Setup.

Check the Create Insurance Claim check box. Select an option for how you want Dentrix to "send" the claim:
  • Batch - send the claim to the Batch Processor
  • Send Electronically - submit the claim to insurance carriers electronically (requires Dentrix eClaims) 
  • Print - send the claim directly to the printer
Then click OK.

Once set up, when you click the Fast Checkout button in a patient's Ledger, Dentrix automatically creates a claim for today's completed procedures and sends the claim for you.

Bonus Tip

Also within the Fast Checkout Setup dialog box are options you can check so that after the claim is processed, you can enter a payment and/or generate a walkout statement for the patient.

For additional information, read Setting Up Fast Checkout Options in Dentrix Help.

Tuesday, February 4, 2020

Updating Your Printed Insurance Claim Form

Have you heard? The American Dental Association released a new insurance claim form! Dentrix G7.3 is able to begin printing that form, but you will need to make a simple change to enable it.

In Office Manager, open Maintenance > Practice Setup > Definitions. From the Definition Type menu, choose Claim Format.

In Definitions, you will usually see codes such as DX2018 or DX2012 - or possibly older. The reference table below will let you know what the common codes are.

  • DX2019 – form J432 (ADA's 2019 claim format, available with Dentrix G7.3)
  • DX2018 - form J432 (ADA's 2018 claim format, available with Dentrix G7.1 with updates installed)
  • DX2012 - form J430 (ADA's 2012 claim format, available with Dentrix G4.8 with updates installed)
  • DX2007 - form J400 (ADA's 2006 claim format, available with Dentrix 11 and G2 with updates installed)
  • DX2003 - form J515 (ADA's 2002 claim format, available with Dentrix 10)
  • DX2000 - form J591 (ADA's 1999 claim format, available with Dentrix 7.5)
  • DWNLOAD - form J504 (ADA's 1995 claim format, if you still use this one, you go way back!) 
To update a claim form:
  1. Select a line showing an old claim form code. This will copy the text of the line into the two editable Definition Text boxes. 
  2. Alter the text and enter the new claim format code DX2019, and then click the Change button. You will be warned that the change will affect all insurance carriers that previously used the old definition. 
  3. Click OK to proceed with the change.
Note: You can only select and change codes one-at-a-time.  And if there are extra characters at the end of the code, go ahead and update the code but keep those characters. For example, DX2012F would become DX2019F, DX2018X would become DX2019X, etc.

In the example image, you see that it is also possible to list the ADA's J### form name. If you do this, the claims will print without including the graphic. That means that you'll need to have blank claims in the paper tray of the printer so that the information will print, lined up in the right position on the page to match the lines and boxes.

Once the claim format codes are updated, all future claims you generate will print on the newest claim form!

For more information, read the Customizing Claim Formats topic in Dentrix Help.