Tuesday, March 30, 2021

Combating COVID - Documenting the Codes

In the effort to combat the current global pandemic, the U.S. Department of Health and Human Services has now authorized dentists to administer COVID-19 vaccines to patients! This exciting new development has left some office administrators questioning how to document the procedure in Dentrix. 

 The American Dental Association has recently authorized eight new procedures codes that cover vaccine administration and COVID testing. Visit the Dentrix Resource Center (www.dentrix.com/resource-center) and search for Knowledgebase Article 55640 to learn what the codes are. 

To add those codes to Dentrix from any computer: 

  1. In the Dentrix Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.
  2. With the ADA-CDT Codes tab selected, click New.

  3. Enter a Description that will be used on patients' billing statements.
  4. Enter a Patient Friendly Description that can be used on treatment plan printouts. This is generally a longer, plain-spoken explanation of the procedure.
  5. In the ADA Code field, enter the American Dental Association's code name.
  6. In the Abbrev Desc field, enter a short description that will be used if this procedure is scheduled in an appointment.
  7. For the vaccine administration procedures, change the Procedure Category menu to Preventive (or Diagnostic for the testing procedure.)
  8. Change the Treatment Area menu to Mouth. (Mouth is the setting used for procedures that do not need any additional tooth, surface, arch, or root information).
  9. Optional: If you would like this procedure to be available in the procedure listing panel of the patient chart, under Treatment Flags select Show in Chart. (See also our past tip titled Understanding Treatment Flag Options to learn more about this option.) 
  10. Optional: If you are allowed to charge a fee for this service, enter the amount under Fee Schedule section at the right. 
  11. Optional: If you do not want to count this as a “visit” for the patient, select Do Not Update Patient Visit Dates. (See our past tip Do Not Update Patient Visit Dates for more information about this option.) 
  12. Save your changes and Close the Procedure Code Editor.
After adding new codes, you will need to close and reopen all Dentrix modules on each computer. Then you can begin using the new codes right away. 

Additional Information

Tuesday, March 23, 2021

Updating Patient Information in ePrescribe

With Dentrix ePrescribe, you can create and send electronic prescriptions to your patients’ preferred pharmacies, and at the same time, improve office efficiency and comply with state mandates.

When you open ePrescribe for a selected patient, some of the patient's information is automatically downloaded to ePrescribe for you. However, you can add additional information, such as the patient's email address, mobile phone number, preferred language, medication history and disclosure allowances, and current weight and height. This information is saved in ePrescribe and you can update it as needed. 

Use these steps to update a patient's information in ePrescribe:

  1. As an authorized ePrescribe user, log in to any Dentrix patient-specific module and select a patient.
  2. Click the Prescriptions button.
  3. In the Patient Prescriptions dialog box, click the Electronic Rx button.
  4. Click a patient's name.

  5. Enter or change the information in the Patient's dialog box.
  6. To save your changes, click Save & Close at the top of the dialog box.

You can also access the Patients dialog box, for patients who are currently stored in ePrescribe, from the Office Manager.
  1. Open the Office Manager.
  2. Click the Electronic Rx Task Mode button.

  3. Select a patient and follow steps 5 and 6 above.

Bonus Tips

  • To access ePrescribe from Dentrix, an authorized ePrescribe provider (or staff member) must log in with their Dentrix User ID and Password.
  • When needed, add the patient's weight and height, which some pharmacies might require for pediatric or formulary medications.
  • While in the Patients dialog box, you can activate or inactivate the patient by clicking the corresponding option. An inactivated patient won't be included in searches, reports, and ePrescribe won't check their names for duplicates.
  • In the Patients dialog box, you can also add the patient's insurance plan. Click Add Plan and follow the directions to add their insurance plan. 

Additional Information

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

Tuesday, March 16, 2021

Generating an Inactive Patient List

The key to a thriving dental practice is having your patients return to your office for routine hygiene visits and recurring exams.  But the reality is that some patients tend to fall off your radar. Sometimes they move. Sometimes they find another dentist. Sometimes they just don’t make return appointments before they leave your office.  It's not always easy to know why patients aren’t returning, or to even know who those patients are.

By generating the Inactive Patient List, you can find three types of patients, and then work to contact them and get them back on your schedule. Use this list to find:
  • Patients who have not been back to the office recently (you can set a date to search for)
  • Patients who have no continuing care and no future appointment
  • Patients who are already flagged as inactive in the Family File
To generate the Inactive Patient List, from the Office Manager click Reports > Lists > Inactive Patient List.  Select the filtering options for the type of report you want to run, and generate the list.

Once you have generated your list of patients, you can use the default Inactive Patient letters within Dentrix to reach out patients and invite them to contact you or schedule appointments to get them back on track.

For more information see the Following Up With Inactive Patients and the Inactive Patient List topics in the Dentrix Help.

Tuesday, March 9, 2021

How to Get the Most Out of Patient Engage Live


Timely communication with your patients is more important than ever. Practices using Patient Engage and Dentrix can now make that task more effortless than ever with a new desktop app. 

Patient Engage Live brings critical communication tasks to your fingertips, improving your response time and eliminating desktop clutter. Watch the Patient Engage Live overview video to see how it can benefit your office.

Specifically, Patient Engage Live will help you:

  1. Stay On Task with Real-time Notifications
  2. Use Appointment Requests to Fill Your Schedule
  3. Improve Satisfaction with Two-way Texts
  4. Reach All of Your Patients with Mass Messaging
  5. Increase Positive Office Reviews

1. Stay on Task with Real-time Notifications

With Patient Engage Live notifications, you receive immediate alerts when patients confirm appointments, submit appointment requests, and send two-way texts. Clicking on notifications can reduce the time needed to respond and complete essential tasks because it takes you directly where you need to go in the software. You can also receive, review, and respond to texts and appointment requests without disrupting your daily workflow. 

If you’re ready to set up notifications on your computer, read Configuring Patient Engage Live in the online Help. 

2. Use Appointment Requests to Fill Your Schedule

More and more patients are beginning to prefer self-scheduling and wait-listing to on-the-phone conversations. You can fill openings in your schedule by accepting appointment requests from existing and prospective patients.  

The Patient Engage Live Appointment Request feature populates your incoming appointment requests and sends you notifications via desktop notifications. Read this Help topic to learn more about accepting appointment requests. 

3. Improve Satisfaction with Two-way Texts

For many  people, speed is the most important communication factor that influences their satisfaction. You can respond more quickly to your patients using Patient Engage Live two-way texting. It’s easy to use and looks similar to what you’re used to seeing on your mobile phone.

Click here to read more about using text messages in Patient Engage Live.

4. Reach All of Your Patients with Mass Messaging

Texting is a fast and efficient way to update patients about changes in your practice schedule due to local weather events, power outages, or other reasons. In just a few steps, you can contact all of your patients or just the patients who have an appointment within a specific date range, and let them know about changes in your office hours. 

Click here to learn more about sending a text message to patients who have appointments within a certain date range.

5. Increase Positive Office Reviews

Now more than ever, building your online reputation is critical for your practice’s growth. Many patients check online reviews as the very first step in finding a new doctor. With Patient Engage Live, you can turn a patient’s positive experience in your office into an online review in seconds. With just one click, you can text a review link right to their phone.

Read this Help topic to learn more about sending a quick text review link. 

Download Patient Engage Live

If you haven’t already, you can download the Patient Engage Live Desktop App here: Mac Windows
If you’re not currently using Patient Engage or Patient Engage Live, visit www.Dentrix.com/PatientEngage or call 833.232.3182. Your account executive is ready to help answer your questions.

Tuesday, March 2, 2021

Splitting Up Coverage Table Groupings

The insurance coverage table in Dentrix is a powerful tool that helps you provide accurate cost estimates when you present a treatment plan to a patient. However, the coverage table is only as accurate as the information you put into it.

One of the features in the new Dental Insurance Benefits and Coverage dialog box is the ability to easily split up coverage categories when there is a different coverage for procedures within the category.

For example, you may have an insurance carrier that has different coverage percentages for crowns and build-ups.  You’ll want to edit the coverage table for that carrier to reflect these different coverage percentages, so your treatment estimates are accurate.

Let's assume that the coverage table for the ABC Insurance Company is currently set up in Dentrix with the procedure codes D2700 – D2999 listed in the Crowns/Major Restor category, each covered at 50%, with a Standard deductible. However, you need to split that set of codes into these three groupings:

  • Procedures D2700 - D2949 , Category: Crowns/Major, covered at 50% with a standard deductible
  • Procedure D2950, Category: Build Up, covered at 80% with a standard deductible
  • Procedures D2951 - D2999, Category: Crowns/Major, covered at 50% with a standard deductible
It's now easier than ever to split a coverage table category to document these differences. Here's how:

  1. From the Office Manager, select Maintenance > Reference > Insurance Maintenance.
  2. From the list of insurance carriers, select the insurance company whose coverage table you need to edit, and click Benefits/Cov.
  3. Select the Coverage Table tab on the left.
  4. In the coverage table, select the category to be split, and click the Split button.
  5. Enter new ranges of beginning and ending procedure codes, update procedure category names, coverage percentages, and deductible types as needed.
  6. Click Save to save the changes to the coverage table.

Additional Information