Tuesday, December 26, 2017

Top 10 Blog Posts of the Year!

Top 10 Blog Posts of the Year . . . Enjoy them for the first time or great second read.  

  1. In a busy office, finding appointment time can be time-consuming and frustrating. Most scheduling coordinators I work with have created a system of using the day or week view, looking for open time. As you flip the red arrow moving forward and then forward again, the anxiety level starts to go up as your patient sits on the phone with you while you look for the first open time slot.  CLICK HERE to read full article.
  2. Today, I want to talk about some more scheduling shortcuts. When I am working one-on-one with team members, I often watch as they click, click, click, click and click again just to find out when the next appointment is or find out when the next family members’ appointments are. It’s exhausting for me to watch, let alone for the person doing all the clicking. Let’s look at a couple shortcuts. CLICK HERE to read full article.
  3. Last week, I attended the AADOM (American Association of Dental Office Management) annual conference and I have learned about many new products and services that integrate with your Dentrix software. I will be writing about some of these in my upcoming posts and newsletter. On Saturday, I attended an insurance panel where my friend and fellow consultant, Teresa Duncan, was the moderator between the insurance industry and an audience of office managers.  CLICK HERE to read full article.
  4. Are you interested in starting the process of going paperless but you have an older scanner that might not work with Dentrix? Or maybe you have a scanner that used to work with Dentrix but, since you have upgraded, some of the features have stopped working? Well, I have a solution for you.  CLICK HERE to read full article.
  5. It’s a new year! Welcome to 2017! It’s time to think about new insurance benefits, fee schedule updates and making sure that all your reports are up to date. There is a lot going on at the beginning of the year that we need to plan for and make sure your practice is running like a well-oiled machine.  CLICK HERE to read full article.
  6. Every office is unique. You might be a specialty practice, a group practice or a solo practitioner. You may have a team of 5 or a team or 25, but you all have one thing in common … Post-it notes and messages everywhere. Almost every front office I walk into has colored Post-it notes all over the desk and almost every doctor has piles of charts on his or her desk. I hope you all have stock in the 3M company for all the colored sticky notes you use. Let’s figure out a way to clean this all up.  CLICK HERE to read full article
  7. If you have been reading my blog for a while, you have gained a lot of knowledge about treatment planning, case management and following up on unscheduled treatment. Keeping your schedule full is imperative to having a successful practiceand knowing what reports to manage to ensure patients don’t fall through the cracks is one of the core systems we manage in the practice.  CLICK HERE to read full article. 
  8. As you start to use the patient chart more and more, it is important to understand the difference between the Progress Notes tab and the Clinical Notes tab at the bottom of the patient chart module. The reason I feel it is important is because they show different things and sometimes offices get confused with the language. I also want to show you how these two modules work together and how you can make your chart review each day a lot easier.  CLICK HERE to read full article.
  9. Why are you not running the month end process? Is it because you might need to edit something on the ledger or change a clinical note? These are not good reasons to hold out on running your month end process.Now I realize some of you might not agree with me. However, I think most accountants and attorneys would agree that this is not best practices.  CLICK HERE to read full article.
  10. How’s the cash flow in your practice? It could be better? Collections and cash flow is a multi-faceted system and it requires the involvement of the entire team. Here are my top five tips to help you increase your cash flow and lower your accounts receivable. CLICK  HERE to read full article. 





Dayna Johnson, Certified Dentrix Trainer
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 dayna@novonee.com.


Tuesday, December 12, 2017

Year in Review

Year end is right around the corner and that means the questions start rolling inabout what the process is this time of year. Is there a special report I should run? Is there anything I need to know about running Year End? The fact is there is nothing different to running Year End as there is to running Month End. Also, if you have upgraded to Dentrix G6.6, you can use the new Month End Task Scheduler to run the tasks automatically.

Over the past few weeks, I have exploited the Month End process to the point that you probably don’t want to hear about it any more … so let’s talk about a few other things to think about as the end of year approaches. This is a time for celebration and raising a glass to an amazing year. Find out what was amazing this year in your practice and, during your last team meeting or holiday party, give a toast to these amazing things.
  • Did you improve your patient retention this year? If you are watching this number on your Practice Advisor Report then you know what I am talking about. Have you been able to close down the back door so patients are not leaving your practice and you have less attrition? For more information about this number on the Practice Advisor Report, read back on “How wide open is your back door?"
  • Give thanks to your largest referral sources. Run a Referred By Doctor/Other and Referred By Patient report to find out who or what referred the most patients to your practice and give them a shout out with either a simple “Thank You” or a monetary gift of thanks.
  • Were you able to bring down your accounts receivable? If you are proud of the systems you have put in place for managing your accounts receivable, then brag about it. Let your team know if you started using the Collection Manager for managing patient balances which has made a significant different in your bottom line. Or if you added patient financing to your financial options and it has increased your payments on the day of service, then celebrate this as well. If this is one of your goals for 2018, stay tuned for a blog post coming in January.
  • Give your hygienists some love if they have increased their production per day or increased the percentage of patients pre-scheduling their next visit. Both of these numbers can be found on the Practice Advisor Report and deserve recognition.


Enjoy your holidays and have fun celebrating all your successes this year. 


Dayna Johnson, Certified Dentrix Trainer
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 dayna@novonee.com.


Wednesday, December 6, 2017

No More Excuses for Running the Month End Tasks

I installed Dentrix G6.6 yesterday so I could play around with the new features and I am excited about all of them. However, there is one that I want to focus on today. A couple of weeks ago, I asked, “Why are you not Running Month End?” I am amazed at the number of offices that are not up to date on the month end process and have every excuse in the book for why they have not preformed this task. With Dentrix G6.6, there are no more excuses not to run the month end process. In fact, you can customize your month end process to fit the needs of your practice. Let me tell you what I mean.

First, there is no excuse that everyone must be closed out of Dentrix to run month end. In G6.6, that requirement has been removed so you can run the month end tasks anytime you want, even in the middle of the day.

Next, you can piece out your month end tasks and decide when to run them based on your practice. In the previous version of Month End, it would complete multiple tasks all in one fell swoop. These tasks included . . .
  • Put ledger transactions into history
  • Age your patients account balances
  • Move the ending balance from the previous month into the beginning balance of the new month
  • Lock up your clinical notes into history
  • Reset your patient’s insurance benefits used back to zero
In the new version of the Month End Task Scheduler, you can choose these tasks separately or schedule them to run on a routine schedule without you asking. In the new Month End version, here is how you could manage these tasks separately . . .
  • Close Transactions – This new feature in the Task Manager affects the numbers and reports and could be scheduled on a daily, weekly or monthly basis. You could also run it manually whenever you want. This task will move the ledger transactions into history, age your account balances and move the ending balance into the beginning balance of the new month. I would still recommend scheduling this on a monthly basis.
  • Move Clinical Notes to History – You can now have full control of when you lock up your clinical notes instead of having it tied to the month end process. This is a great feature for your clinical team and will give you peace of mind that your clinical documentation cannot be deleted or altered. My recommendation would be to schedule this task on a daily or weekly basis.
  • Reset Insurance Benefits – Now if you are not quite ready to close the transactions on your patient’s ledger but you want your treatment plan estimates to be more accurate, you can reset the insurance benefits on its own each month. Whoo Hoo!!! I would recommend scheduling this task on a monthly basis.


There are no more excuses with the Dentrix G6.6 update on managing your month end tasks and keeping your system running smoothly. You now have more freedom and flexibility.


Dayna Johnson, Certified Dentrix Trainer
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 dayna@novonee.com.