Tuesday, February 23, 2021

Understanding QuickBill Email Statuses

 When you email a billing statement to a patient (or guarantor), do you know if they received it, read it, or even opened it? With QuickBill's Electronic Statement Submission History report, you can track the history of your emailed statements to discover just what's happened to them. 

You have two options. First, you can view the report for all patients, giving you the ability to look at entire statement batches at a time and check on multiple payments at once. To access this report for all patients, from the Office Manager, click the Electronic Billing Submission History button.

Second, if you want to check up on payments from individual patients, you can access this report by family from the Family File, by clicking the Electronic Billing Submission History button.

To make the report easier to read, you can view and sort the report using the following identifying information: Submission Date, Guarantor Name, Total Billed Amount, and Mail and/or Email Status. Click each column header to sort the information as needed.

The Email Status column is perhaps the most useful, letting you see the status of each email so you can know what has happened to your emailed statement leading up to its delivery to the guarantor. For example, a status of Failed could mean that you have an incorrect email address for the recipient and should confirm it with the patient the next time they are in the office. 

Once the email has actually been sent to the patient by QuickBill, there are additional statuses to keep you informed about what the guarantor did with your emailed statement. For example, if you can see the status of Email Opened but don’t see a corresponding payment made on a patient’s Ledger, you may need to contact the patient further to ensure payment is made.

For a list of possible statuses, read the information and view the video for Electronic Statement Submission History.

Additional Information

  • To receive electronic payments, a WorldPay merchant account is required.
  • Email messages sent to the guarantors are not actual billing statements. They simply inform guarantors that billing statements are ready for them to view, and they can click a link within the email message to open their statements electronically.
  • Once the statements are opened, they can review, download, and even post payments to them, which speeds up the entire billing and payment process tremendously!
  • For more information about QuickBill, read the Dentrix article, 5 Reasons You Should Be Sending Electronic Billing Statements.
  • To read tutorials and watch videos about QuickBill Email, visit QuickBill Email Quick Start.

Tuesday, February 16, 2021

Understanding Offsetting Adjustments

After you upgraded to Dentrix G7.4, you probably noticed that many of the reports now have an additional column and show totals for "Offsetting Adjustments"—but you may not know what that means or why that matters.

What are Offsetting Adjustments?

Offsetting adjustments are adjustments types that are created automatically by the Allocate Credit Balances, Family Edit, or Inactivate Provider features of Dentrix. When these features do their work, they add adjustments to the Ledger that change balances between family members and providers. 

For example, imagine that you inactivated DDS1 and replaced the provider with DDS2, and you selected to move the outstanding balances to the replacement provider. A patient’s Ledger where DDS1 was owed $100 would have two adjustments added to it automatically—a credit adjustment for $100 attributed to DDS1, and a charge adjustment for $100 attributed to DDS2. The two adjustments added together "offset" or cancel each other, so the account balance and the practice’s AR and aging reports do not change.

Why report them differently?

If these adjustments appeared as part of the mix of credit and charge adjustments on the reports, it could appear as if DDS1 had collected $100 and that DDS2 had produced $100. But they didn’t really. Those adjustments were just an accounting method to transfer the balance from one to another. Looking at those as part of the regular adjustment totals would make them appear larger than they really are.
So Dentrix G7.4 has modified many of the reports to show Offsetting Adjustments as being different than other adjustments.

In the transaction detail, you'll see a "Y" (meaning "yes") in the OS (Offsetting Adjustments) column.
The grand totals and provider totals each give a total of the offsetting adjustments. The grand total for offsetting adjustments will always add up to 0.00, while you will expect to see credits or charges among the individual provider totals.

For additional related information, read the following:

Tuesday, February 9, 2021

Copying the Payment Table

Do you have insurance plans entered into Dentrix where the differences between them are superficial — like group numbers — but the payment table information is the same? 

With Dentrix G7.4, you can now copy entire payment tables from one insurance plan to another plan, making it easier to update similar coverages! Just change the individual payment information that is unique to the plan you are updating.

Here’s how:

  1. In the Office Manager, click Maintenance > Reference > Insurance Maintenance.
  2. Select the carrier into which you want to copy another plan's payment table. Then, click the Benefits/Coverage button.
  3. Click the Payment Table tab.

  4. Click the Select Insurance Plan to Copy From button.
  5. Select the carrier that you want to copy the payment table from and click OK.
  6. Review the payment table and edit as needed.
  7. To undo your changes, click Undo.
  8. When finished, click Save.

Repeat this process for any other plans with similar payment table information.

Additional Information

Tuesday, February 2, 2021

Save Time Entering Insurance Coverage Information

At times you may need to enter a new insurance plan into Dentrix. It’s a time-consuming process because you want to make sure you enter all the details about the plan correctly. One of the most important tasks is also the most time consuming—entering the plan’s coverage table details.

With the introduction of the Dental Insurance Benefits and Coverage dialog box in Dentrix G7.4, you can speed up the process of entering an insurance plan’s coverage table. Often times, you may have an existing insurance plan already within Dentrix that has a coverage table similar to the new one you need to enter.

You can use that other plan as a starting place and then only make changes to the specific areas that are unique to the new plan’s coverage you are entering. Let’s assume that you have already entered the new insurance plan information in Dentrix and are now ready to customize the coverage table.

Here’s how:

  1. From the Office Manager, click Maintenance > Reference > Insurance Maintenance.
  2. From the list of insurance carriers, select the one to enter a coverage table for, and then click Benefits/Cov.
  3. In the Dental Insurance Benefits and Coverage dialog box, click the Coverage Table tab on the left.

  4. Do one of the following:
    • To use one of the five default coverage tables as a starting point, from the Select a Standard Coverage Table list, select the plan to base your coverage on. Click Yes to the message telling you that the current coverage table will be replaced.
    • To copy a coverage table from an existing plan to use as a starting point, click the search button next to Select Insurance Plan to Copy From, select the insurance plan to copy, and click OK. Click Yes to the message telling you that the current coverage table will be replaced.
  5. Within the coverage table, double-click any cell that needs to be updated to reflect the coverage of the new plan. For example, if the Restorative category of the new plan is covered at 80%, but the copied plan shows 70%, double-click the corresponding Cov% cell, enter the new amount, and click outside of the cell.
  6. Continue to make changes to the copied plan as needed, and when finished, click Save.
  7. Click Close to return to the Insurance Maintenance screen.

By using a similar insurance plan as a starting point and making the necessary changes to reflect the new plan’s coverage, you can save yourself the work of entering all plan details from scratch.

For more information, see the following topics in Dentrix Help:
Learn more about new insurance features in our Dentrix Virtual Workshop, titled Setting Up and Assigning Insurance Plans.  Click HERE for dates, workshop descriptions, and to register.