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.