Whoopee! We’re almost through with our whirlwind tour of notes fields your Front Office can use to keep consistent and accessible documentation of personal, treatment-related, and financial information. Of course, no Front Office notes guide would be complete without taking a look at the best way to use notes to support a smooth relationship with the insurance company. So, here we go!
When you are working your Insurance Aging Report do you know where to document your conversation with the insurance company? Do you know where to insert your clinical narrative for the claim? Let’s review the three notes boxes on the insurance claim that are designed to capture pertinent information.
The Claim Status Note is used for keeping track of where the claim is in the process for payment. If you talk to a claim representative at the insurance company, this is where you would want to document the conversation. To enter a Claim Status Note, just double click on this box, insert the dateline and document who you talked to and what was said. The next time you print an Insurance Aging report, these status notes will print on the report. You can also use the Claim Status note to document if you re-send a claim. Just click on the re-sent box and enter the date the claim was re-sent.
The Remarks for Unusual Services box is where you’ll type the procedure justification or the detailed narrative. For example: Type II Perio or mass amal failing, recurrent decay, fx off DB cusps, etc.
The Insurance Plan Note is kind of a cool one. This note field pulls information directly from the same insurance note box located in the Family File, in the coverage table section. Having the same note accessible through both places allows you to enter information here from the insurance claim side without having to open up the Family File and entering it through the insurance edit.
A parting tip on notes – don’t type so much!
Now that you’ve gone chartless and are making all your notes in the Dentrix software, do you ever feel like you are typing too much? Does it feel like all this note entry is slowing you down? Well the programmers down at Dentrix headquarters want to make it easier for you. They’ve added several templates that can be used in many of the notes boxes throughout Dentrix. You can also make your own templates with your frequently-used phrases or notes. To create your own templates, go to the Office Manager, click on Maintenance, Practice Setup and scroll down to Custom Notes. There, you can add your own templates; all you have to do is click on the sentence you want to add and it dumps in the text for you without typing.
Well that wraps up my segment about Where Do I Make My Notes? for the Front Office. Coming up soon, we’ll focus on clinical side documentation and review where to make your notes pertaining to treatment, procedures, health history and all else clinical. So, stay tuned for the “Where Do I Make My Notes? Clinical Edition”!
Dayna loves her work. She has over 25 years of experience in the dental industry, and she’s passionate about building efficient, consistent, and secure practice management systems. Dayna knows that your entire day revolves around your practice management software—the better you learn to use it, the more productive and stress-free your office will be. In 2016, Dayna founded Novonee ™, The Premier Dentrix Community, to help cultivate Dentrix super-users all over the country. Learn more from Dayna at www.novonee.com and contact Dayna at firstname.lastname@example.org.