Tuesday, March 24, 2020

Altering Your Practice Hours in Dentrix

There may be times when you need to alter the default hours for your whole practice. This could be when you shut down completely for an emergency, when you open your office back up with modified hours, or even if you just need to change your schedule temporarily.

Re-opening your practice following a shutdown will likely happen in stages. If you closed your practice on specific dates in the Appointment Book when you shut down, you’ll have to open those days again before you begin modifying individual days’ business hours.

It's important to know how to correctly change your practice's default hours so that the practice hours match up with your individual providers' hours, and so that production is calculated correctly on reports.

  1. In the Appointment Book, click Setup > Practice Appointment Setup.
  2. Under Default Schedule, select the days of the week your practice is open.

  3. To set the working hours for each day, click  the search (>>) button, and in the Set Time Limits window, enter a Start Time and End Time for the day. The default for each day is 8:00 am to 12:00 pm and 1:00 pm to 5:00 pm. Make adjustments as needed, and then click OK.
  4. Click OK to save your changes.
You may need to adjust your practice hours to add additional time at the beginning or end of the day to see more patients who have been waiting for treatment, or to allow extra time between appointments for cleaning and disinfecting, without cutting down on the number of patients you are able to serve.

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

Monday, March 23, 2020

Changing a Provider's Schedule in Dentrix

When you make changes to your practice's default hours, you also need to make similar changes to the schedules of the providers in your practice. Re-opening your practice following a shutdown may require you to reduce the number of people in the office at one time or to have enough team members working to accommodate extended practice hours.

It’s important to ensure that each provider's work schedule is accurately set up in Dentrix to reflect their availability, and that their schedule aligns with your overall practice hours, any adjusted office hours or additional working days you added to your calendar, and operatory hours.

In the Appointment Book, click Setup > Provider Setup. Select the provider whose schedule you want to make changes to, and click Setup.

Select each of the weekdays the provider will be in the office seeing patients. Use the search button >> next to each day you selected to set a Start Time and End Time for the workday. Click OK to save your changes, and repeat as needed for each weekday the provider will be scheduled. This will be the overall "normal" schedule for the provider.

If there are particular dates where a provider will have adjusted hours (for example a provider that works half-days every other Friday), once you have set their normal weekly schedule, you can modify individual dates by clicking Setup > Provider Setup, selecting the provider, and clicking Schedule.

Double-click the date on the calendar that will have hours differing from the normal schedule, customize the Start Time and End Time as needed for that particular date, and then click OK.

If a provider is taking a vacation day, click Schedule, select a specific date on the calendar, and from the Options menu, select Set Vacation on selected date.

For additional information, see the Setting Up Providers, Changing Provider Schedules, and Scheduling Vacation Days topics in Dentrix Help.

Wednesday, March 18, 2020

Changing Operatory Hours and Availability in Dentrix

There are a couple of things that all work together when you are re-opening your practice and setting up your schedule again. First you should set up your practice’s default hours, and then make sure that your providers’ hours work within those limits. Finally, you should make sure that your operatory hours correspond with both the practice hours, and provider hours.

Before you adjust an operatory’s hours, appointments within the operatory should be moved. You can move those appointments to the Pinboard, or drag them to other operatories that will remain open.

Once all appointments have been moved, from the Appointment Book click Setup > Operatory Setup.

  • To modify an operatory’s overall weekly schedule, (days of the week and hours of the day the operatory is available), select an operatory from the list and click Setup. Select the day(s) of the week the operatory will be open. Use the search arrow next to individual days to set the Start Time and End Time when the operatory will be available. The default times match those that the practice is open. Click OK to save your changes. Repeat as needed for additional operatories.

  • To modify an operatory’s schedule for a specific day, select an operatory from the list and click Schedule. A calendar appears showing the days of the week and times during the day the operatory is open. Double-click a date on the calendar to adjust the operatory’s Start Time and End Time as needed. Click OK to save your changes. Repeat as needed for additional operatories.

Use the same steps to if you need to modify an operatory’s hours and availability in the future.

For additional information, see the Setting up operatories and Scheduling events for operatories topics in Dentrix Help.

Tuesday, March 17, 2020

Emailing All of Your Patients at Once

There may be times when you need to close your practice or make changes to your schedule and need a way to let your patients know about those changes. Email is an efficient way to do that.

There are a few different ways you can send an email with Dentrix, depending on which email service you use. Click on the option below that applies to your practice to learn how.

Tuesday, March 10, 2020

Generating and Interpreting the Production Summary Report

At times you may want to view a report that breaks down your production totals for a specific procedure code, range of codes, or an entire procedure code category.

Wouldn’t it be helpful if this report could also show you how many of those procedures were completed as well as the percentage of your total production that those procedures represent?

You're in luck because the Production Summary Report does just that!

Consider this scenario:

“In January, we began a marketing campaign that offered Invisalign as a treatment option. I want to see how many ortho procedures have been completed since the first of the year and the total production value of those procedures.”

To view these statistics, use the following steps to generate the Practice Analysis – Production Summary Report:
  1. In the Office Manager, click the Practice Analysis button.

  2. From the Dentrix Practice Analysis window, click Reports.

  3. Select the Providers, Billing Types, and Date Range to include on the report.
  4. Check the Production Summary checkbox, and check the corresponding box(es) depending on whether you want to generate the report by Category or by Proc Code Range. If you select by Proc Code Range, enter a range of codes.
  5. To generate the report, click Print or Batch.
When viewing the report, look for the following information:

  1. The number of procedures completed during the date range you set.
  2. The total billed amount for each procedure listed. (This amount is not affected by payment adjustments.)
  3. The average amount charged for each procedure (Total [B] divided by Quantity [A].)
  4. The production percentages based on the Total Production Charges (Total [B] divided by Total Production Charges [E].) The higher the percentage, the more money the procedure brings into the office.
  5. The total production charges of all procedure codes, and the combined average charge for all procedures on the report.
For additional information, read the Running Practice Analysis Reports topic in Dentrix Help.

Tuesday, March 3, 2020

Credit Where Credit Is Due - Finding Provider Credits and Balances Issues

Once upon a time (long before you were working at this office, of course!), someone used to post payments to the patient's Prov1 instead of assigning the money to the providers that completed the work. Now that they are gone and you are in charge, you have a big headache trying to identify all of the accounts where the balances are mismatched. Some providers show credits and others show charges, while adding them together equals a normal-looking patient balance.

In past versions of Dentrix, you might have printed a Provider Credits report (one of the Aging Report options) and then poured over the printed report with a yellow highlighter, drawing attention to the accounts where the provider ID appeared. You could still do that if it sounds like a fun afternoon. But there’s an easier way.

Dentrix G7.3 introduces the Provider Credit Balances Manager, a tool that will take the manual work out of this process.

To access this new feature, from the Ledger, click File > Provider Credit Balances Manager. It will find all the accounts that have at least one provider with a credit balance and give you a list of accounts that need your attention.

From there you can use the new Allocate Credit Balances feature to have Dentrix post the adjustments for you.

Select the view options needed, and click OK.

The list will populate, showing accounts where at least one of the selected providers has a credit balance. The list will show the guarantor name, the family balance, and a triangle symbol in the columns of providers with credits.

You can investigate the account further by selecting the line and clicking the Ledger button from the toolbar, or by double-clicking the line to open the Allocate Credit Balances feature.

Watch a short video demonstrating the Provider Credit Balances Manager and Allocate Credit Balances feature!  Click here to watch the video.

Read Are Provider Credit Making Your Accounts Off Balance? to learn more about this feature.