Tuesday, June 30, 2020

Setting Up Your Team with the Appropriate Rights

Whether your office is new to using passwords or you've been logging in for a long time, your password administrator might need to tweak and adjust the settings from time to time. Dentrix G7.3 Update 1 has made it even easier to do so.

Setting up Rights for Individuals

In the Office Manager, from the Maintenance menu, point to Practice Setup > Passwords, and then click User Passwords Setup.

Under the Users panel, select a team member. If you have a large team, you can sort the list by clicking any of the column headers (for example, click Name to sort alphabetically), or you can type part of the person's name in the Search box to shorten the list. You can quickly expire a user password by selecting the box next to their name – or select the box in the column header to cause everyone's password to expire instantly.

After selecting a user, look to the right panel. You'll see all of the permissions available for this team member. A checkbox next to the task description means that the user is authorized to do that task. At the top of the column you can search for a task in the search bar to help you find a specific task. Use the Collapse All and Expand All buttons to close or open all permission categories. Use the Check All Permissions or Clear All Permissions buttons to quickly assign or remove all of the rights that are visible! For example, you could click Expand All, type the word "Delete" into the search bar, and then click Clear All Permissions to remove this user's ability to delete just about everything in Dentrix! 

Setting up Rights for Multiple People

If you have already set up one user with rights and want to duplicate those rights for another user, select the second user and click Copy Permissions From Another User. Then select the first user as prompted. All of the first team member's selected rights will be copied over to the currently selected user.

You also have the option to create a permissions template. Click Manage Permissions Template (the gear icon) and select the permissions that a group of users should have. Click Save, and give this set of rights a name (such as "Front Office Staff" or "Clinical Team").  Now, as you assign permissions, you can choose the template from the pull-down menu at the top of the list.

For other tips about using passwords in Dentrix, read the following:

Tuesday, June 23, 2020

Customize More Adjustment Types in Dentrix G7.3

Good, descriptive adjustment types make it easy to look at your reports and understand at a glance exactly what the adjustments in your Ledger are for. For example, instead of only having one general adjustment for writing off an insurance balance, your report could list 15 specific ones, named for 15 popular insurance plans your office participates with.

As your practice has grown, so has your adjustment types list. You may have frustratingly reached the maximum limit of 40 adjustment types in the system. When that happened, you either simply had to do without the adjustment types you wanted, or become creative in finding similar adjustment types that could be combined into one description.

Fortunately, Dentrix G7.3 Update 1 has increased the limit of adjustment types from 40 up to 255 – that's an increase of 637 percent! Now you can freely create those more specific adjustment types for use.

To customize an adjustment type:
  1. In the Maintenance menu in the Office Manager, point to Practice Setup, and then click Definitions.

  2. From the Definition Type list, select Adjustment Types.
  3. To add an adjustment type, under Definition Text, type a description. Type a "+" sign in the field to the left of the description if the adjustment will add to the account balance, or type a "-" sign if the adjustment will decrease the account balance.
  4. Click Add.
With so many more adjustment types available, you might have trouble locating the right adjustment type in the Ledger. To help with that, don't miss the new Search bar when selecting an adjustment:

You can enter part of the adjustment type description (even some matching portion in the middle of the description), and the list will instantly be narrowed down to find adjustment descriptions with matching text.

For additional information, see the Adding Adjustment Types and Customizing Adjustment Types topics in Dentrix Help.

Tuesday, June 16, 2020

Reminder: This Claim Needs an Attachment

If you've worked with insurance companies for any amount of time, you know that it's always better to send claims with the right attachments the first time. If you forget to attach a necessary image, it can lead to denied claims and delayed payments.

Dentrix G7.3 introduces Automatic eClaims Attachments, a feature that will automatically attach images to your claims whenever it can or notify you that an attachment is required if it cannot attach the files automatically.

You must have Dentrix eClaims in order for Dentrix to find and attach documents and images automatically, but you can receive the attachment reminders even if you are not sending electronic claims with eClaims. Use claim attachment reminders in Dentrix to help you remember which attachments your claims need.

To enable the attachment notifications, in the Ledger, from the File menu click Direct Processing Options Setup. Under Required Attachments, select Notify if Required.

If you are sending electronic claims with Dentrix eClaims, select the Automatically Include if Required option. With this option selected, Dentrix automatically checks Smart Image and the Document Center for the attachments the claim needs, and attaches them to the claim.

If you are not sending electronic claims with eClaims, do not select the Automatically Include if Required option and Dentrix will not search for attachments. 

Additional Information

To learn more about how Automatic eClaims Attachments work, watch this video:

Tuesday, June 9, 2020

What Patients Can Expect when Booking Appointments Online

It’s one thing to set up Dentrix to work with Patient Engage to manage the appointments that your patients book online, but it’s another thing to understand what it’s like from the other side of the smartphone—the patient side.

In our recent article titled Online Booking from the Patient’s Perspective, you can get a feel for what your patients will experience as they visit your practice website and click the links you’ve set it up for them to book their own appointments.

By understanding the process your patients go through when booking an appointment, including the different screens they’ll encounter and the options they have to choose from, you can explain the process to them and have answers to their questions when they ask you how it works.

To learn more, visit Dentrix Magazine online and read Online Booking from the Patient’s Perspective today!

Tuesday, June 2, 2020

Changing Appointment Time Block Size

One of the questions that has cropped up recently among Dentrix users is about changing the time increments in the Appointment Book from 15 minutes to 10 minutes. Can this be done?
The short answer is, yes, but there are a couple of behind-the-scenes adjustments that need to happen at the same time.

It is best to make these changes when everyone is out of Dentrix, either before or after business hours. If changes are made during the workday, after you’ve finished making changes, have each computer close and reopen the Appointment Book to ensure changes are updated throughout the network.

To change the time block increment, in the Appointment Book, go to Setup > Practice Appointment Setup. Under Time Block Size, set the size of the increment you want to see in your Appointment Book and click OK.

Here you will see your first warning telling you that by adjusting the increment, some appointment times will become invalid, and you’ll have to edit individual appointments. Click OK to acknowledge that you understand you will have to edit or move appointments.

So what does this mean? If you were previously using 15-minute increments, and wanting to switch to increments of 10 minutes, then any appointments that were scheduled at :15 or :45 after the hour no longer have valid starting times. Those appointments will have to be moved to fit within your new 10-minute increments in the Appointment Book.

As you look through your scheduled appointments, you will notice that some of them are now positioned in between time slots. When you touch those appointment with your mouse, a warning will appear asking if you want to move the appointment. Click Yes to move the appointment to the nearest time slot increment. If you change time increments, take the time to immediately go and move each scheduled appointment in the Appointment Book to a new increment, so that any appointment confirmation services you are using have accurate information.

Also, be aware that procedure code setup and multi-code setup in Dentrix also use these time block units. Each procedure in Dentrix is assigned a number of procedure time units that it takes to complete. To view or change a procedure’s time units, from the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup. Select a procedure code category and individual code, and then click Edit.

In this example, you can see that procedure code D1110 is set to 4 units of time. If you are using a 15-minute time increment, this procedure will result in a 60-minute appointment, but if you have changed to a 10-minute time increment, this procedure will result in a 40-minute appointment.

So, in thinking about the amount of time this procedure typically takes to complete in your practice, and what your Appointment Book time block settings are, is this an accurate amount of time to allot for the procedure? If you need to make adjustments to the time units, click the > button and edit the time as needed. Save your changes and repeat with other procedure codes as needed.

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