Tuesday, November 30, 2021

Running Reports and Tasks on a Schedule

In your dental practice, there are certain reports you should generate and tasks that you should complete on a daily, weekly, monthly, and 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.

As you prepare for the end of the year and are making plans for the coming year, take the time now to determine which reports you want to generate and how often you want to generate them.

First, create or edit a queue for tasks and reports you want to run on a scheduled basis. Open the Reports and Tasks Scheduler from either the Ledger (click Task Scheduler on the menu toolbar) 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.

Then, review the list of Available Tasks. Right-click a task and select either Run Now (if you want to complete a task or generate a report a single time) or Add to Queue

Enter the settings for the task, and then click OK. The task is either added to a queue and will generate according to the queue's frequency settings or will generate immediately and appear in the Batch Processor.

To learn more about how to use the Reports and Tasks Scheduler and get additional information about what you need to prepare for closing the fiscal year, register for the "Closing the Year in Dentrix" webinar on December 2, 2021 at 11am (MST) or December 14, 2021 at 3pm (MST).

Tuesday, November 23, 2021

3 Things to Consider When Closing the Year in Dentrix

With a new year in sight, that means a few chores for every business owner. For example, there are taxes to file, insurance fees to update... and in the case of dental practices, year-end functions to run in Dentrix. 

Closing the last month of your fiscal year is all you need to do to close the year. But before you begin processing month-end/year-end, consider these important tips: 

  • Close Other Dentrix Windows – In the oldest versions of Dentrix, you had to shut down Dentrix before starting the month-end processes. In newer versions, shutdown may not be required anymore, but it's still a good idea to keep extra or unnecessary Dentrix windows closed. So even though tasks now run automatically, close out Dentrix windows before you leave for the night. 
  • Backup the Database – The month-end closing tasks can affect a significant portion of patient information spread throughout the Ledger, Chart, and Family File. We highly recommend that you create a backup copy of your database before running the month-end processes. If you're unsure how to back up your database, Henry Schein One's TechCentral team can help you! 
  • Wait Until the First of the Month – Before you can close a month, you must wait until the first day of the new month. There may be times when it would be nice to close the month early, such as if your office shuts down for the year's final week, but it is just not possible to proceed until the first day of January. 

What are the actual steps to take to close a month (or year)? Those can be a little different depending on which version of Dentrix you are running. We've got them all outlined for you here: What you Need to Know to Close the Year in Dentrix

For additional information, register for the “Closing the Year in Dentrix” webinar on December 2, 2021 at 11am (MST) or December 14, 2021 at 3pm (MST) to learn more about what you need to do to prepare and the steps for closing the fiscal year. 

Tuesday, November 16, 2021

Entering Medical Diagnoses into ePrescribe

Dentrix ePrescribe automates the process of writing and electronically transmitting prescriptions to pharmacies while also helping to detect drugs that might aggravate your patients' medical conditions (diagnoses).

With ePrescribe, dangerous interactions are automatically flagged before you can complete the prescription process, but only if the patients' medical diagnoses have been entered into ePrescribe.

Use these steps to enter a patient's medical diagnoses into ePrescribe:

  1. From any patient-specific Dentrix module, select a patient.
  2. As an authorized ePrescribe user, open the Patient Prescriptions dialog box and click the Electronic Rx button.
  3. Hover your cursor over the Act. Problems line and click the Edit icon when it appears. If there are existing medical diagnoses entered, click the Edit icon in the Act Problems line.
  4. Click the Add Diagnosis button.
  5. Enter a date when the diagnosis was first noticed or reported (if different from today's date).
  6. Clear the Active check box if the diagnosis you are entering is no longer an active diagnosis.
  7. In the Search field, enter a diagnosis, click the Go button, scroll through the list (if needed), and select the diagnosis to be added.
  8. To save your selection, click Save.
  9. Repeat steps 4 through 8 to add more diagnoses.
  10. When all medical diagnoses have been entered and saved, click Back to return to ePrescribe's main page.

Once the patient's medical diagnoses have been entered, their active diagnoses will display in the Act. Problems line, as a reminder of the patient's diagnoses when you prescribe medications.

If there are any contraindications for the drug(s) you are attempting to prescribe, with regards to the patient's medical condition(s), ePrescribe displays a warning message. Heed the message and consider prescribing another drug.

Bonus Tips

  • While you can also enter and save a patient’s medical conditions as part of a patient's Health History in Dentrix, these items are NOT transmitted to ePrescribe — you must enter them manually.
  • It's good practice to enter your patient's medical diagnoses into ePrescribe before creating electronic prescriptions, so ePrescribe can double-check drugs you are attempting to prescribe that might aggravate the patient's medical diagnoses.
  • It's also good practice to periodically confirm known medical diagnoses with your patients while creating their electronic prescriptions.
  • If a patient has many medical diagnoses, all of them will not be displayed in the Act. Problems line, and a MORE… button will display next to the last displayed diagnosis. Click it to view all of the patient's medical diagnoses.

Additional Information

Tuesday, November 9, 2021

Granting Administrative Rights for Dentrix Pay

Is your Dentrix database password protected? For your office to use Dentrix Pay, Dentrix must be password protected, and specific Dentrix Pay user rights must be set up for the accounts that will use Dentrix Pay. For example, the Dentrix user you assign to enable and manage Dentrix Pay must be granted the administrative right to do so. 

This means that even if your providers and staff have other — or even complete — Dentrix administrative rights, you must additionally extend the "Dentrix Pay, Settings" right to whomever enables and manages Dentrix Pay. 

However, these administrative rights do not need to be set up for those who simply use Dentrix Pay to post, void, and refund payments, add credit cards, and so forth.

To set up Dentrix Pay administrative rights:
  1. In the Office Manager, click Maintenance > Practice Setup > Passwords > User Passwords Setup.
  2. Select the user that you want to manage Dentrix Pay, then expand the Practice Setup category.
  3. Check the Dentrix Pay Settings checkbox.

  4. Click Save to apply the setting to the user (you may need to enter the administrator's password and click OK).
  5. Repeat steps 2 to 4 if there are additional users to whom you want to grant the Dentrix Pay administrative right.
  6. Click Close to return to the Office Manager.
For your information, the Dentrix Pay administrator is not someone who simply uses Dentrix Pay for transactions. The Dentrix Pay administrator also has the following responsibilities:
  • Works with WorldPay (your practice's merchant company) to obtain a merchant account and credentials to enable Dentrix Pay
  • Sets account and device settings
    • By managing PINpad and eSignature devices
    • By setting receipt footers, printers, and default receipts
  • Sets Ledger posting options
    • By selecting appropriate credit card payment types
    • By choosing a credit card payment type to process credit cards for payment agreements

Bonus Tips

  • Before you can grant the Dentrix Pay administrative right to a user, a password administrator must be established for your office and password protection must be enabled in Dentrix for all providers and staff. For more information, read Enabling Passwords and Setting Up a Password Administrator in Dentrix Help.
  • You can grant Dentrix Pay administrative rights to other providers and staff; however, you might want to limit this right to specific qualified individuals.
  • If Dentrix is password protected, when you attempt to enable or manage Dentrix Pay, you may receive the following message: "The current user [you] does not have the right to this operation. Temporarily override with a different user?" You can either override with a different user who does have the administrative right or follow the steps outlined above to assign the Dentrix Pay administrative right to a specific team member.

Additional Information

Be sure to view our Dentrix Pay Quick Start, which includes helpful videos, tutorials, and documentation.

Tuesday, November 2, 2021

How to Build Your Online Reputation with Patient Engage

In your office, you’re already focused on delivering an excellent patient experience. But a lot happens online before your patients decide to step foot in your office. According to a recent study, 86 percent of patients checked online reviews before choosing their last dentist. 

Here’s the truth: The easier it is for your patients to give online reviews, the more likely they are to leave a positive review. More positive reviews lead to better online rankings. Better online rankings make it easier for patients to find your office and schedule that first visit. And, with Patient Engage, that process is virtually effortless for both you and your patients. 

When a patient has a positive experience in your office, you can click a button to send them a review request text message. 

After a brief one-time setup, that text message will include a link to review your practice on the review site of your choice. And you can use the intelligent reviews feature to ensure that your patients review your office on the sites that mean the most to you. 

Other Patient Engage Reputation Management features include: 
  • Sending satisfaction surveys after each appointment to track how patients rate your practice over time.
  • Seeing survey results in the survey dashboard.
  • Reading online reviews directly in the Reputation Manager dashboard.
  • Using the Campaign Studio to send educational emails and newsletters.

Additional Information

Tuesday, October 26, 2021

Creating Lists of Patients by Employer

Is a major employer in your area about to make some changes? Perhaps they will begin using a new insurance plan? Or maybe they are moving, shutting down, or merging with another company. You may want to do your research and know how many of your patients are going to be affected by such a change.

A Printed Report

If you want to see this on a printed page, generate the Employer List. In Office Manager, click Reports > Reference > Employer List.

In the From and To boxes, select the alphabetical range of employers you want to view. Or, if it’s just a single employer you want to view, select that same employer in both boxes. Check the box to Include Employees, and then click OK.

Preview or print the Employer and Employed Patents report to learn:
  • The Employer’s address and phone number
  • The total number of employed patients
  • The names of the employed patients

 An Interactive Option

Or, if you wanted a more interactive list, you could view the same information in eDex. From any Dentrix module, click File > Switch To > eDex, or click the eDex toolbar button (that one that looks like a contact card).

Click the Set Filters button. From the list of filter options, check Employers. Remove any other selected filters and click Close.

In the Filtering by: Employers field, type part of the employer’s name. Select the employer from the search results.

In the preview area, eDex will show you:
  1. The Employer's information
  2. The total number of Linked Insurance Plans and the names of those plans
  3. The total number of Employed Patients and their names
  4. eDex Notes field where you can make your own notes about the employer

If you want additional information about any of the employed patients, double-click their name to open that patient’s information in a new tab. You can also use the Family File, Ledger, Appointment Book, Patient Chart or Document Center module icons at the bottom of the screen to quickly jump to another area of Dentrix.

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

Tuesday, October 19, 2021

Understanding the Voice Perio Quick View Pane

In a perfect world, you'd never get sidetracked while in the middle of a perio exam and lose your place or your train of thought. But we all know it happens. Even when you're using Voice Perio to dictate perio measurements, it can happen. For example, did you tell Voice Perio to start charting pocket depths or gingival margins? Did you just say the measurements for tooth three or four? 

With Voice Perio's Quick View feature, you can view your commands, measurements, and conditions as you speak them. In fact, you can view virtually everything you say aloud in Voice Perio's Quick View to ensure that information is being recorded precisely as you want it. 

So, what is Quick View? It's simply a text box (a pane) of the Bola AI Voice Perio window that displays the following information.

  • Action Required – Sometimes, you must complete a required action before you can start recording. Such actions will display in the Quick View pane, titled "Action Required." For example, two such actions are shown in yellow in the image below.

    Voice Perio automatically detects when you complete the "action items." Then you can begin to speak commands, measurements, and conditions, which will be recorded in your patient's perio chart.
  • Charting Commands and Measurements – Commands tell Voice Perio the type of charting you want to perform, and the measurements you speak are then displayed for each command. Consider these examples.
    • Say "Pocket Depths," and then the measurements for each tooth. Quick view will display the following:

    • Say "Start Recession," then say the measurements, and Quick View will display the following two views:

  • Conditions – Conditions simply describe the health of a patient's teeth or gums, and they can be charted by site, quadrant, or sextant. The following are two examples of how Quick View displays the conditions that you speak. 

  • Navigations Commands – Navigation commands move the cursor around the Perio Chart with keywords like Jump, Skip, Next, Back, and Undo. Keywords are used based on how far you are from the measurements you want to overwrite or the condition you want to add. The following is one example of using a navigation command — Jump — to move to a specific tooth and state a condition — Suppuration.

Learning various commands, measurements, conditions, and navigation keywords may seem daunting at first. However, as you become more proficient with Voice Perio, it will become easier to double-check what you speak in Quick View. Then, when you feel that your proficiency has improved, you have the option to turn Quick View off as needed.

Additional Information

  • The Quick View pane also displays the "raw" data that you speak, so you can see exactly what you said. For instance, the raw data for the pocket depths of three teeth might display as "Raw: 232243343."
  • Be sure to view our Voice Perio and Dentrix Perio Chart Quick Start, which includes helpful videos, tutorials, and documentation.

Tuesday, October 12, 2021

eEOBs Automatically Saved and Attached?! Yes, Please!

One of the hassles of receiving insurance payments is the time-consuming process of scanning, printing, and/or making screenshots of explanation of benefits (EOBs) to save to the Document Center for your records. Insurance carriers frequently pay several unrelated patient claims at the same time, so the EOB that they provide to you may include detail for multiple patients. Because of that, many offices are reluctant to attach that document to individual patient’s Document Centers in the chance that the information may somehow get shared with the patient, exposing protected health information (PHI) for other individuals. Some offices even painstakingly trim or crop the document before attaching it to each patient.

The Dentrix eEOB (Electronic EOB) feature can save you time and worry for those concerns! When an eEOB is received into Dentrix G7.5, a copy of each EOB is automatically saved to the Document Center in two ways:
  1. In the patients’ Document Centers (click the View menu in the Document Center, select By Patient, and select an individual patient), a document is saved containing just that patient’s EOB detail. Because the EOB only contains the patient’s information, it can conveniently be attached to a secondary claim or used as a reference if the patient needs to be reminded of how their treatment was covered.

  2. In the insurance carrier’s Document Center (click the View menu in the Document Center, select By Dental Insurance, and select the carrier) the entire EOB is saved with all patients’ details listed for that payment. This version of the EOB is useful for your office to be able to research or track the insurance payment.
We mentioned attaching secondary claims earlier, and the Dentrix automatic attachments feature has you covered there too! When using Dentrix G7.5 and eEOBs, Dentrix will find the patient’s primary EOB and automatically attach it to secondary insurance claims! 

To turn this feature on, open the Ledger, and from the File menu, select Direct Processing Options Setup. Then select Always Attach EOB to Secondary and click OK to save the change.

If you are not already using Dentrix eEOBs, open the Ledger, and from the File menu select Enter Batch Ins Payment (this is where you will go to post eEOB payments). At the top of the window, click Register for Electronic EOBs to begin the sign-up process.

Additional Information

Tuesday, October 5, 2021

How Intelligent Review Requests Can Help You Right Now

Experts agree that positive online reviews are vital to attracting new patients and growing a successful dental practice. You probably already know this and might be wondering how to take your reviews to the next level. 

This week we’ll show you how you can grow your online presence even bigger by automatically sending review requests to different sites. 

Your patients have first-hand experience in your office. And you want potential patients to see office reviews whether they’re on Facebook, Google, or Yelp. In Patient Engage, you can edit the settings for your online review requests so that your patients receive links to the review sites that you choose. 

Imagine that you’re focusing on increasing online reviews for Facebook and want to maintain your well-established presence on Google and WebMD. You can set up your review requests so that Patient Engage invites 50% of your existing patients to review your office on Facebook, 25% on Google, and 25% on WebMD. 

Here’s how:

  1. Open Settings and under Communications, click Intelligent Reviews.

  2. Click Edit Settings.

  3. Turn "ON" the review sources where you want patients to review your office, and then add the URL for that site.

You can enable customer review requests from Demandforce Local, Facebook, Google, Yelp, Vitals, and WebMD.

From there, you can edit the percentage numbers for each site. The percentage number represents the percentage of patients that will receive a review request for this link. Make sure that all the percentages add up to 100%, or you can click Split the Rest to equally distribute the rest of the review sources. Finally, when everything looks right, click Save Changes.

Now, when you text a review request to your patients at the end of their visit, they will get a randomized request from any of the review sources you choose. And, when prospective patients see online reviews from your current patients, they’ll be more likely to schedule that first appointment.

Learn More

Tuesday, September 28, 2021

Make Sure You Complete These Tasks When Closing the Month in Dentrix

When you close the month in Dentrix, certain tasks and reports are generated that finalize the previous month and set you on the right foot for a new month.

There are four basic tasks are recommended to be completed whenever you close the month. In Dentrix G7.5, you can complete all four of these tasks at once from the new Month End menu option in the Ledger. 

  • Close Transactions – completing this task prevents further editing of procedures, payments, and adjustments by moving them to a “History” status. It also updates the aged balance of the account (30-, 60-, and 90-days).
  • Move Clinical Notes to History – completing this task locks down unsigned clinical notes so that they can no longer be edited.
  • Move Perio Exams to History – completing this task locks down periodontal exam information so it can no longer be edited.
  • Reset Insurance Benefits – completing this task restarts benefits used and deductibles met for insurance plans that should begin again with the new renewal month.

You can assign these tasks (and more) to run automatically using the Dentrix Reports and Task Scheduler.

Click here to read Month End Options in One Click! Using the New Close Month Window to learn more about closing the month and how Dentrix G7.5 simplifies and consolidates the basic month-end options for you.

Additional Information

Wednesday, September 22, 2021

How to Get Your Patients to Leave Positive Online Reviews

Let your patients know how awesome they are!

Patients see online reviews as essential. For many new patients, your online reviews will make or break their decision to visit your office. 

Most offices try to get reviews from everyone, but this can sometimes come across as spammy or impersonal. You want your patient outreach to be genuine and personal. 

Here’s the thing. When you get a patient who enjoyed their visit, tell them how awesome it would be if you had a million patients just like them! Then, ask for permission to text them a link to review your practice online. And if they’re really enjoying their visit, you might even mention it while they’re in the chair: “Susan, you are an amazing patient, do you know that? After your visit, I’d like to text you a link to review our office. I want our new patients to see what you write!”

Then, after their visit, open your Patient Engage portal and scroll to the bottom of the page. There, you’ll see “Today’s Follow-Up Actions” where you can click to text them a link to review your office. It’s as simple as that!

You’ll find that most of your patients are already your biggest fans!

Note: On the rare occasion that you get a disgruntled patient, you’ll still want them to know that you care. So, give them a paper review slip for any feedback they want to share before they leave your office. Let them know that you try to take time each week to review this feedback with your team. Sure, they can always review your office on their own, but they’ll be less likely to leave a negative review if they feel that you listened and that you care.

Additional Information

Tuesday, September 21, 2021

Insurance Claim Information that Sticks With the Patient

From time to time, you will encounter patients who have a permanent or semi-permanent circumstance that should be reported on their insurance claims. For example, a college student will likely be a student for several years. Or a patient may have a temporary or long-lasting disability. 

These situations can be documented on individual insurance claims by opening the claim in the Ledger, double-clicking the Claim Information block, selecting the necessary checkboxes, and typing in dates, names, etc. in appropriate fields. However, this changes the information only for the individual claim.

For patients with ongoing conditions, it may make better sense to edit the patient’s basic insurance claim information so that this information will automatically be included on all future claims. That way, you won't need to remember to edit each claim when you create it.

There are two ways to update a patient’s insurance claim information: 
  • In the patient’s Family File, open the insurance block and click the Insurance Claim Information button.
  • Or, in the Appointment Book, right-click the patient’s appointment and select Info for Insurance.
In the Insurance Claim Information dialog box, make the necessary changes and click OK. Later, when the time comes that these conditions change or no longer apply, return to this window and change the information or click Clear at the lower left.

For additional information, including the steps to accomplish the task, see the following topics in Dentrix Help:

Tuesday, September 14, 2021

If You're New to Online Booking, Start with the Templates

Phasing into online booking can be easier when you start by offering appointments that are predictable in length and experience. 

Patient Engage provides Online Booking templates for the following appointment reasons: New Patient Exam, Cleaning and Checkup, and Emergency Exam. These treatments are more straightforward for patients to book on their own, and they often lead to future treatments that you can schedule in the office.

Note: You’ll want to plan ahead since emergency exams often lead to same-day treatment. Consider offering those treatments earlier in the day for online booking, so you have time to schedule same-day treatments. 

These templates are easy to set up and activate. Just edit a few settings and then toggle the switch to ON.
For example, you may want to offer the appointment type labeled Check Up & Cleaning
  1. Click Edit next to that appointment type.

  2. Edit the available times, providers, operatories, and special instructions to fit your office's needs.

  3. Select Sync back bookings from patients directly to my management system.

  4. Click Save.

Additional Tips

Tuesday, September 7, 2021

Understanding the Treatment Plan Estimate

Have you ever looked at the estimates on a patient's treatment plan and wondered how those figures are calculated? When the patient has two of the same procedure codes in the same plan, why do they show different estimated amounts? Is there a deductible owed? Is there a payment table override? Has the patient exceeded their maximum benefits?

Dentrix G7.5 has an explanation for you!

After installing Dentrix G7.5 Update 2, you'll notice that the Treatment Planner includes a small triangle to the left of each procedure. Click that triangle to expand additional information about how the insurance benefit is calculated for that procedure.

Here are some examples of messages you may see in certain scenarios:

Payment Table

  • Payment Table Paid amount is used will display when the procedure is listed in the Payment Table and that amount will be used as the insurance estimate. 


  • An estimated deductible is owed will display for the procedure where the deductible will be subtracted from the estimate.
  • The deductible is estimated to be met; no deductible is applied will display for the other procedures.
  • Use Dental Plan Maximums and Deductibles is not selected will let you know that the Treatment Planner is not displaying deductibles because the feature is turned off.

Maximum Benefits

  • The individual or family maximum benefit is estimated to be reached. Estimate is reduced displays with the procedure that tops out the patient's maximum benefits.
  • The individual or family maximum benefit is estimated to be reached displays for procedures not receiving payment after maxing out the benefits.
  • No secondary insurance coverage. Estimate = 0.00 displays if a patient does not have secondary insurance coverage.

Dentrix will also indicate the mathematical formula being used to calculate that procedure's estimate. Here are some examples:
  • Primary Estimate = Fee * Coverage %
  • Payment Table Paid amount is used.

Additional Information

  • The explanations and messages mentioned above will only appear onscreen in the Treatment Planner. They do not print on any reports.
  • You can expand or collapse all explanations at once by changing the setting under View > Show Treatment Plan Insurance Help Text.

To learn more about the new features in Dentrix G7.5, and prepare your team for the upgrade, watch this on-demand webinar recording.

Tuesday, August 31, 2021

Changing the Default Coverage Table in Dentrix

When you add a new insurance plan in Dentrix, you have probably noticed that a default coverage table is automatically assigned to the plan. You can easily view it under the Coverage Table tab in the Dental Insurance Benefits and Coverage window. 

The default coverage table includes a set of coverages (a range of codes covered at certain percentages and assigned to a deductible category) that might have been standard a few years ago, but today may be a little dated based on modern insurance plan offerings. For example, procedures in the Diagnostic/Preventive category may now be covered as Preventive under Deductible.
Did you know that you can edit the default coverage table’s values? That way, each new insurance plan you add to Dentrix will receive the starting values that are as close to “normal” as possible. If new plans start with the most common coverages, you'll save time editing coverage tables for individual plans in the future.
To edit the default coverage table values, in the Office Manager click Maintenance, point to Reference, and then click Dental Ins Coverage Tables.

Dentrix offers five different default coverage tables here. The number 1 table (usually named Default Coverage Table) is the coverage table that all new plans are assigned automatically. Select this first coverage table, and then click Edit.

A window opens that gives you the same Add, Edit, Split or Clear options that you are familiar with using to edit coverage tables within the Dental Insurance Benefits / Coverage window for other insurance plans.

Double-click the corresponding fields to change deductible categories for each range of codes to match what is common in the industry or edit coverage percentages for each range. Split ranges up if it is common for some codes within the range to be covered at a different percentage or enter 0% if those codes are not covered at all.
Be aware that as you can make changes to this table, these values will to be used for all new plans you may add in the future. So be general and enter values that will apply to a majority of plans - you'll make the customized changes to individual plans later within their coverage table windows.
But what about the default coverage table for existing plans?
The changes you make to the default insurance coverage table only apply to new plans added in the future. But you can still apply these defaults to an existing plan if needed.
Open an existing plan's coverage table. You can do this from either the Insurance Maintenance window in Office Manager or through the Family File of a patient with this insurance coverage assigned. Select the Coverage Table tab, and on the right side of the window, in the Standard Coverage Table drop-down list, select the Default Coverage Table (or any of the other four, if applicable).

When you select a coverage table from the list, a warning message appears to let you know that any current entries in the coverage table will be replaced by the one you have selected. Click Yes to make the change.
For additional information, see our previous tip titled, Save Time Entering Insurance Coverage Information.

For more information about the Dental Insurance Benefits and Coverage window introduced in Dentrix G7.4, read the following articles in Dentrix Magazine:
To learn more about the new features in Dentrix G7.5, and prepare your team for the upgrade, watch this on-demand webinar recording.

Tuesday, August 24, 2021

Ordering Procedures By Visit

Dentrix Virtual Workshops provide you with the benefits of a live, trainer-led class without the time and expense of travel. You’ll get live feature demonstrations, hands-on practice time, and a workbook with step-by-step instructions. Best of all, you can attend a virtual workshop at a time and place that fit your schedule—all you need is two hours, a phone, and a computer with an internet connection. 

One of the workshops offered is titled, Treatment Planner Basics. In this workshop you'll learn how to create and organize treatment-planned procedures into cases, link related cases, set up alternative treatment options, and set a recommended case.

One of the topics covered in the course is how to organize treatment-planned procedures into separate visits.

When a patient has an extensive treatment plan, you can organize the individual procedures within a case into visits. By ordering the procedures within the treatment plan, you can make it easier for the patient to understand the treatment and make it easier to schedule procedures in the order they need to be completed.

For example, let’s say you have a patient whose treatment plan includes a root canal and crown on tooth 17 and two fillings on anterior teeth. You can assign these procedures to different office visits based on when the procedures need to be completed. Tooth 17 needs immediate attention, so you want the first visit to include the procedures for the root canal and the crown build-up, the second visit to include the procedure for the crown placement, and the third visit to include the fillings.

  1. In the Treatment Planner, expand the treatment plan case that contains the procedures to be assigned into visits.
  2. Select the procedure(s) to be included in the first visit and click the Create Visit button.

  3. Repeat step 2 for procedures to be assigned to the next visit. As visits are created, the number of the visit increases chronologically.

Additional Tips

  • After you have ordered procedures by visit, you can make edits to the different visits as needed. Right-click the procedure(s) you want to change, and select an appropriate Move to Visit __ option from the list.
  • To remove a visit from a procedure, right-click the procedure and click Delete Visit.
  • Read the Assign Treatment Plan Procedures to Visits article in Dentrix Magazine.
  • To learn more about this and other topics related to treatment planning, register for and attend Treatment Planner Basics.

Tuesday, August 17, 2021

3 More Best Practices in Patient Engage

Communicating with patients, marketing your practice, and keeping on top of patient forms is a lot to manage. Last week we shared four tips to help you stay on top of patient communications. This week we have three more tips for getting the most out of Patient Engage. 

Be sure to check out the on-demand webinar titled, “How to Get Started With Patient Engage Online Booking.” Click here to view.

1. Create reminders with special instructions before procedures.

Reaching out to remind patients of procedure-specific instructions shouldn’t take a lot of time. In fact, with automatic reminders, they don’t take any time after initial setup. To create reminders with specific instructions, go to the Appointments tab and click Reminder Settings. From there, you can create a custom plan to remind patients to pre-medicate or bring specific information with them to their appointment. 

2. Respond to reviews.

Online reviews can be an emotional roller coaster full of praise or complaints. Regardless of what your patients say, we recommend maintaining that dialogue by responding to reviews. As always, you’ll want to be respectful and courteous when responding, so make sure you’re in a positive mental space before you dive in. To view and respond to reviews, open the Reputation Management tab and click Reviews.

Click here to learn more about responding to reviews. 

3. Use a mobile check-in process.

A good mobile check-in process can save you time and reduce the administrative burden on your staff. We recommend sending patients a link to fill out forms from their phone. Instead of waiting for patients to fill out forms in the lobby and trying to decipher their handwriting, you can import the digital forms and then move on to the next portion of the patient visit.

Click here to learn more about sending a check-in link.

Learn More About An All-In-One Solution

  • View our on-demand webinar titled, “How to Get Started With Patient Engage Online Booking.” Click here to view.

  • If you’re not currently using Patient Engage, visit www.Dentrix.com/PatientEngage or call 833.232.3182. Your account executive is ready to help answer your questions.

Tuesday, August 10, 2021

4 Best Practices in Patient Engage

Communicating with patients, marketing your practice, and keeping on top of patient forms is a lot to manage. However, Patient Engage makes it easy to stay on top of it all! Here are some best practices that can help you manage your patient experience. 

Be sure to check out the on-demand webinar titled, “How to Get Started With Patient Engage Online Booking.” Click here to view.

1. Instead of going to Patient Engage online, use Patient Engage Live.

Patient Engage Live is an application on your office desktop. Instead of logging on to the Dentrix Hub all day long, you can access critical patient communication tasks through the desktop app. You receive real-time notifications when a patient texts or requests an appointment, and you can respond directly by clicking on the notification. 

2. Search patient details before contacting them after hours.

Imagine that you need to follow up with a patient after hours. Maybe you need to check in after their procedure to make sure they’re doing okay; you can use the Patient Engage Mobile app to access patient details and contact them directly via text or email. The app is also helpful if you need to step away from your desk throughout the day and would like to stay on top of incoming texts and appointment requests. 

Click here to learn 5 ways to get the most out of Patient Engage Mobile.

3. Customize online booking by patient type, procedure type, and providers.

Did you know that 94 percent of patients say they would choose a new provider if that provider offered online booking? 

With Online Booking in Patient Engage, you have control over the times, appointment types, and providers available for appointments. Imagine that you want to implement online booking in your office gradually. For example, you may choose to start with one provider, offering one or two treatment types, and only at certain times of the week. You can customize all of that and more in the Booking Settings in Patient Engage.

4. Plan your year with customized “set it and forget it” email campaigns.

Dental offices are busy, and it can be challenging to stay on top of your email outreach. With Patient Engage, you can schedule your communication for each quarter, or even the entire year, in advance. You can tailor each email message to the correct patient type by segmenting the audience. We recommend a best practice of sending an email campaign once every 4-6 weeks, alternating between promotions and newsletters to keep content fresh. 

Click here to learn more about the Campaign Studio.

Learn More about An All-In-One Solution

  • View the on-demand webinar titled, “How to Get Started With Patient Engage Online Booking.” Click here to view.
  • If you’re not currently using Patient Engage, visit www.Dentrix.com/PatientEngage or call 833.232.3182. Your account executive is ready to help answer your questions.

Tuesday, August 3, 2021

Improvements to the Batch Insurance Payment Entry Window

When you have a lot of claims to enter payments for, the Batch Insurance Payment Entry window can be a real time saver! This Dentrix window brings together all the options you need to efficiently post a bulk check to multiple patients' Ledgers without having to select each patient’s Ledger and then open each claim individually.

If you haven't used this feature before, you can read about it in previous tips, such as Entering Batch Insurance Check Payments and Three Tips to Keep in Mind When Entering Batch Insurance Payments.

Within the Batch Insurance Payment Entry window, under Enter Adjustment you can post write-off adjustments conveniently, but if the patient has secondary coverage, you might not want to write off the balance before that claim is filed and paid. In Dentrix G7.5, a secondary insurance column has been added to the Pending Claims section. If a patient has secondary insurance, the word Yes appears in the column (see red highlights in the image). This gives you a quick way to know if the adjustment is necessary!

There are many more great improvements to use in Dentrix G7.5! Click here to view new feature overview videos!

To learn more about the new features in Dentrix G7.5, and prepare your team for the upgrade, watch this on-demand webinar recording.

Tuesday, July 27, 2021

New Dentrix G7.5 Feature: Adding ADA Codes to Ledger Printouts

Patients frequently request a printout of their account activity for the year. Often, they need this documentation for health spending account reimbursement, tax documentation, or another official reason.

The Patient Ledger Report and the Family Ledger Report are great resources you can use to print this information. They list the history of all procedures, payments, adjustments, and service charges posted to the patient's account.

And now, Dentrix G7.5 allows you to also print the American Dental Association (ADA) codes as part of the procedure description, making it useful for reimbursement purposes.

To enable the ADA codes on the Patient Ledger Report and the Family Ledger Report:
  1. From the Office Manager, select Maintenance > Practice Setup > Preferences.
  2. Click the Print Options tab.
  3. Select Use ADA Codes in Descriptions and click OK.

You can now print a Family Ledger Report or a Patient Ledger Report for a selected patient from the Ledger (Ledger > Print > Family Ledger or Patient Ledger).

You can print the Family Ledger Report or Patient Ledger Report for a range of accounts from the Office Manager (Office Manager > Reports > Ledger > Family Ledger or Patient Ledger).

To learn more about these reports, see the following topics in Dentrix Help:
For more information about other new features in Dentrix G7.5, click HERE.  

To learn more about the new features in Dentrix G7.5, and prepare your team for the upgrade, watch this on-demand webinar recording.