Tuesday, April 27, 2021

Setting Up a Payment Agreement from the Collections Manager

When you use the Collections Manager to generate a list of patients with overdue balances, there may be times when you need to set up a payment agreement with the patient. A payment agreement is a financial arrangement you set up with patients in which they agree to pay off their balance through regular payments instead of in one lump sum.

From the Collections Manager you can set up and track payment agreements, amounts, and due dates; print payment coupons; and even set up interest rates for the agreement. Because payment agreements are set up by guarantor and not by patient, Dentrix allows only one payment agreement per account.

  1. From the Collections Manager list, double-click the patient you want to set up an agreement with. A message appears asking if you want to create a payment agreement for the patient. Click Yes to set up the agreement and open the Billing/Payment Agreement Information dialog box.

  2. Use the drop-down list to select an Interval at which the payments should be made.
  3. Click Agreement Templates to choose the settings for the agreement from the list of options. To learn how you can set up your own templates, read this past tip.
    Note: Selecting a payment agreement template will automatically fill in the Annual Finance Charge, Annual Late Charge, Minimum Late Charge, Grace Period, and Minimum Balance to Charge fields for the agreement.
  4. The patient's outstanding balance appears in the Total Agreed Amount field. Edit the amount as needed for the agreement.
  5. In the First Payment Due field, enter the date the first payment for this new agreement is due.
  6. Enter the dollar amount for each payment in the Payment Amount field. Dentrix will automatically calculate the # of Payments based on this amount.
  7. Click Print to print a truth in lending disclosure statement, amortization of payments and finance charges, and/or a coupon book for the scheduled payments.
  8. You can update the patient's billing type (if needed) by selecting an option from the Billing Type drop-down list.
  9. Click OK to save the payment agreement and return to the Collections Manager list.

Additional Information

  • You can also set up a payment agreement from the Ledger by clicking the Billing/Payment Agreement button or from the Family File by double-clicking the Account/Billing Type group box.
  • Dentrix calculates the total number of payments necessary and puts that number in the Total # of Payments field. Conversely, you can enter the number of payments and have Dentrix calculate the Payment Amount of each payment.
  • The Truth in Lending Disclosure Statement lists the terms of the agreement. It includes the annual percentage rate, finance change amount, total amount financed, and total amount paid at the end of the agreement.
  • The Amortization of Payments and Finance Charges is a schedule listing the interest accrued on the remaining balance for each payment interval.
  • The Coupon Book for Scheduled Payments is a group of payment remittance coupons for the patient. Select the check box for Pre-Printed Form to print the information on pre-printed coupons. Select Plain Form to print the form and information on blank coupons.
To learn more about using the Collections Manager, attend the Maximizing Collections and Cash Flow virtual workshops. For more information about dates, times, and other workshop topics, click here.

Tuesday, April 20, 2021

Understanding Procedure Code Treatment Area Flags

For some treatments, different procedure codes should be used if the procedure involves one, two, three, or four surfaces. Likewise, the same treatment might use a different code for primary and permanent teeth, for anterior and posterior teeth, for maxillary and mandibular arches, or for multiple roots. 

There are so many variations of procedure codes for the same treatment option that keeping track of which one to use for each situation can just be too much! Not to mention, if you had to create a procedure button for each of these codes, the Patient Chart would become overloaded with individual buttons.

Fortunately, Dentrix has a built-in system to help you. The standard set of procedure codes comes pre-programmed to adjust accordingly if it is applied to the wrong treatment area. But if you have created your own codes (as some offices do for insurance or continuing care interval reasons), you'll want to know how this works so that you can also apply this feature to those codes too.

In the Office Manager, click Maintenance > Practice Setup > Procedure Code Setup.

Select a procedure code and choose Edit.

In the Procedure Code Editor dialog box, near the bottom-left, use the Treatment Area drop-down list to select an area that applies for the procedure code you’re editing. This setting determines what additional information is required when you treatment plan or complete the code. Choose from the following options:

  • Mouth is a general setting that requires no additional information.
  • Tooth will require a tooth number.
  • Surface will require a tooth number and a surface.
  • Arch will ask if the code applies to maxillary and/or mandibular.
  • Root will ask for a tooth number.

After selecting the Treatment Area, click the small Flags button immediately to the right. This opens a new window where you can apply alternate options that apply to the treatment area that you selected. 

With these flags set up, you can now create one procedure code button in the chart, and when you use that button, Dentrix will adjust the code to use the appropriate one for the situation.
Additional Information

  • If you ever find yourself in a situation where you need to post a certain code but Dentrix insists on changing it to another code (such as when a Class 5 surface is involved), you can force the code to post this one time by entering it from Ledger > Transaction > Enter Procedure. After choosing the procedure code, select the checkbox Override Proc Flags
  • Each workstation can be set to suspend the use of treatment flags for all patients and all circumstances in Office Manager > Maintenance > Practice Setup > Preferences > General Options.

Tuesday, April 13, 2021

Customizing Perio Navigation Scripts

We all have individual tastes and preferences, which might even include how you conduct a perio exam.

Dentrix gives you the flexibility to create your own customized perio navigation scripts. A script instructs Dentrix to move the data entry cursor from site to site and tooth to tooth. Your custom script will move the cursor to follow your way of examining a patient.

In this video, you'll see how simple it is to sketch out a plan and then turn that plan into a navigation script.

Learn more about using the Dentrix Perio module in this series of Quick Start Videos for Dentrix Perio.

Tuesday, April 6, 2021

5 Ways to Get the Most Out of Patient Engage Mobile

Timely communication with patients is essential to your practice. Practices using Patient Engage and Dentrix can now do that more effortlessly than ever with a mobile app. 

Patient Engage Mobile brings critical communication tasks to your fingertips, helping you respond to patients and manage tasks when you’re away from the office. Watch the Patient Engage Mobile overview video to see how it can benefit your office.

Patient Engage Mobile will help you:

  1. Stay Up to Date with Real-time Notifications
  2. Use Appointment Requests to Fill your Schedule
  3. Improve Patient Satisfaction with Two-way Texts
  4. Search and Filter Weekly Appointments
  5. Access Patient Information On the Go

Stay Up to Date with Real-time Notifications

With Patient Engage Mobile 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 app.
Read the Patient Engage Mobile overview topic for more information about the types of notifications you’ll receive.

Use Appointment Requests to Fill Your Schedule

More and more patients 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 right from your phone. 
The Patient Engage Mobile Appointment Request feature allows you to confirm requests from your patients. The app notifies you immediately when someone makes a request, and the patient’s information will be available on your phone. Read this Help topic to learn more about accepting appointment requests.  

Improve Patient Satisfaction with Two-way Texts

For many people, speed is the most critical communication factor that influences their satisfaction. You can respond more quickly to your patients using Patient Engage Mobile in real-time with two-way texting. 

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

Search and Filter Weekly Appointments

Did you know that you can search the weekly appointment requests for specific patient names and filter by status, provider names, and appointment date? Only the requests that meet the search criteria will appear in the results list. 

Searches and filters are ideal if you are trying to see all the upcoming appointments for a specific provider or if you want to see all the upcoming appointments that still need to be confirmed. 

Click here to learn more about searching and filtering weekly appointments.

Access Patient Information On the Go

In Patient Engage Mobile, you have instant access to your patient’s contact information, even if you are away from the office. You can easily search for a patient in the Patients tab. From there, you have all the information you need to contact the patient. You can also view past email and text communications and your patient’s communication preferences
Read this Help Topic to learn more about accessing patient information. 

Download Patient Engage Mobile

If you haven’t already, you can learn how to download the Patient Engage Mobile App here.

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