Tuesday, April 28, 2020

Updating Treatment Case Statuses

In order for your treatment plan reports to be as accurate as possible, you should take the time to look for expired treatment plans you have created or proposed for patients. If the cases are not likely to be completed, you should change the status of those cases to Rejected so they no longer appear on reports. Change a case status to Proposed for treatment you still want to follow up on when your office opens again.

Generate a report of treatment plan cases 

In the Treatment Planner, click Print > Practice Treatment Case Report. Select the Procedure Code Date Range and Case Fee Expiration Date Range you want to include on the report. Set the case status(es) to include on the report and other report options as needed. Select Print Preview to see the list of treatment plans/patients that match your results, or print the report as needed.

Update the case status for cases unlikely to be completed

From the list you generated, open the Treatment Planner for each patient and view their case in the Treatment Plan Case Setup window. Find the treatment case you want to update the status for, and click it to select it. Then click Update Status, and select Rejected.

Update the case status for cases that need follow-up

If there are treatment cases that may still need follow-up, click Update Status and select Proposed. The case is updated and will have a current date so you know the treatment is still valid, and you need to follow up with the patient when you are able to see patients again.

Add notes explaining the reason for updating the status

Whenever you change a treatment case status, enter a comment detailing the reason for the status update, and click OK.

For additional information, read our previous tip titled, Treatment Case Statuses: What's Old is New Again.

Tuesday, April 21, 2020

Customizing the Reports and Tasks Scheduler

In your dental practice, there are certain reports you should generate and tasks that you should complete on a daily, weekly, monthly, or yearly basis. With the Reports and Tasks Scheduler, you can set certain tasks and reports to run automatically based on a schedule you devise. Best of all, you don’t have to close Dentrix for this to happen.

Take the time now, when you aren't seeing patients, to determine which reports you want to generate, and the frequency in which you want to generate them.
  1. Create or edit a Scheduled Tasks Queue. Open the Reports and Tasks Scheduler from either the toolbar menu in the Ledger or from the Office Manager by selecting Maintenance > Task Scheduler (Month End). On the right side of the window there are several default queues including Daily, Monthly, and Yearly queues. Click Edit for each queue to set the recurrence frequency, and then click OK. If needed, scroll to the bottom of the queue list and click Create New Queue.

  2. Review available tasks, determine settings, and assign to a queue. On the left side of the Reports and Tasks Scheduler are tasks that you can assign to different queues, and/or generate at any time. Right-click a task and choose to either Run Now, or Add to Queue. Then set the filters to be used for the tasks, and click OK.
Click here for additional information about the Reports and Tasks Scheduler, or watch this short video.

Tuesday, April 14, 2020

Creating Clinical Note Templates

Clinical note templates can save you a lot of time and can help you keep more accurate and detailed notes. Set up clinical note templates to help you document the procedures you complete regularly in your practice, like prophies, periodic exams, fillings, root canals, and crowns.

Clinical note templates can include both the standard phrases you use to document these procedures as well as specific information like tooth number, surface, or treatment plan.

To create a clinical note template:

  1. Specify the template name and category. In the Patient Chart, open the Clinical Notes tab and click the Template Setup button. Then click New Template. Select the category for this template (or create a new category as necessary), and then enter the template name.
  2. Enter template text and prompts. Type the text that you want to appear in the note. To add procedure-specific information like tooth number or surface, put your cursor at the place in the text where that info should appear and, under Clinical Note Prompts, click Select/Setup. Select the prompt you want to use and click Insert Prompt in Text.
  3. Create new prompts. If you want to add custom information to your note like a checklist of post-op instructions given to the patient, under Clinical Note Prompts, click Select/Setup. Click New and create your custom prompt. Then select that prompt and click Insert Prompt in Text.
  4. Save the template. Finish adding text and prompts to your note template and then click OK.
Click here for more information about creating clinical note templates.

Tuesday, April 7, 2020

Purging Appointments

The Appointment Book stores data for appointments as far into the past as you have been using Dentrix. After your practice has been using Dentrix for several years, you can accumulate a large amount of data stored in the Appointment Book. You can purge the Appointment Book of data from several years ago to decrease the amount of data being stored in the Appointment Book and speed up your system. To purge appointments:

  1. Open the Purge Appointments utility. From the Appointment Book, click File > Purge Appointments.

  2. Determine the cutoff date you want to use to purge appointments. For example, if you want to continue to see appointments for the past two years in the Appointment Book, set the cutoff date for two years and one day in the past. Any appointments that were scheduled before the cutoff date will be deleted from the Appointment Book. Note: Dentrix automatically adds an Office Journal entry for the patient that notes the date, time, and reason for the purged appointment so you still have record of it.
  3. Repeat the process for unscheduled appointments. Open the Unscheduled List in the Appointment Book and click Appt > Purge Appointments. Determine the cutoff date you want to use for unscheduled appointments.

Click here for more information about purging appointments and events.