Tuesday, March 21, 2017

No need to purchase a new scanner, your current one should work just fine

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.
The new File Acquisition Method Default will allow you to scan directly to your scanner without the interference of Dentrix and then automatically pull your document into Dentrix. There are so many different kinds of scanners out there now and we all know it can be challenging to make all this technology work seamlessly.

Here is how it works . . .

Open your Document Center and click on the Setup tab at the top. Now scroll to the bottom and go to Setup Acquisition Method Default. In the top drop down menu, select Auto File Acquisition, then select a default folder (don’t worry, you will have the opportunity to change it), then select a folder to pull the document from (I set up a Scans folder on the Desktop).

Now in your start menu in Windows, find your scanner program. What I did is click on Start > All Programs > Epson > and create a shortcut on your desktop, then pin it to your task bar. Or you can go to your Printers and Devices, find your scanner and drag it to your taskbar to create a quick button on your computer.

Now that you have both of those two things finished, open a patient’s Document Center. Click on the icon you pinned to your task bar for your scanner and make sure your scanner setup is set to save the document to the same folder you created on your desktop. Then scan a document and see what happens. Hopefully what will happen is that the Dentrix Auto File Acquisition will automatically pull the document into the patient’s Document Center. Now you can give the document a description and put it in a different folder if you want.


This took me a little bit to wrap my head around it in the beginning. However, once I got it set up and working, I loved it. The support department was great at answering my questions and, from them helping me, I was able to put this article together for you all. 

Tuesday, March 14, 2017

3 Ways for Effective Intra-Office Communications

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.

Let’s look three effective options for improving your Intra-Office Communications. This relates to how you all communicate with each other inside of your practice. Since you all live in your practice management software all day, I want you to create an Intra-Office Communication system within your Dentrix software because this will help you be as efficient and productive as possible.

  1. My favorite option is to use the Office Journal for communicating with your team. Did you know that not only every patient has an Office Journal but every team member as well? You can create your own TO-DO list or put a task on someone else’s TO-DO list. What if your doctor needs to write you a narrative or phone in a new RX for a patient? What if you need to remember to call a patient back in April or send in your doctor’s license renewal by June 1st. Putting a Reminder on the Office Journal will solve all of this.
    1. If it is regarding a patient, open the patient’s Office Journal and add a new entry. Add it as a Reminder, give it a due date, put in the provider ID that you are assigning this message to, enter a description and a note. Click OK. Now this message will show up on the patient’s Office Journal and the team member you assigned to.
    2. Now, if it is a message you just want to send to one of your team members, go to the Office Manager and open the Office Journal. Now it will ask you for a provider ID and you can select the team member you want to send a message to. Put it as a Reminder, enter a date, description and your message. Click OK.
    3. The Office Journal can be set up to open automatically when you log in your workstation in the morning. Go to the Office Manager > Maintenance> Practice Setup > Preferences > and then check mark Automatically Launch Office Journal. I would recommend filtering your Office Journal so it will load faster. To do this, click on View at the top of the Office Journal and click on Filters, then select Reminders and give it a beginning balance date and click on Save as Default.
  2. You can use the Appointment Note as a TO-DO list for the entire office. This note is located in the upper left corner of the Appointment Book and it is just a blank piece of paper you can make notes on. Think of it as a big sticky note.
  3. The third option for Intra-Office Communications is to use the Dentrix integrated IM system, Dentalink. You can set up Dentalink and send messages back and forth from workstations to alert team members of things happening. If the hygienist is running behind, he or she can send an IM up to the front alerting them. Or maybe the front office wants to send a message to the doctor’s office workstation. These IM messages show up as a “bubble” in the lower right of the workstation and are good for today only.  


Save on Post-it notes, clean up your desk and communicate better with your team with these three options for Intra-Office Communications. 

Monday, March 6, 2017

Easy instructions for tax time printouts

Don’t you just love this time of year . . . tax season!  Patients are calling in asking for a printout of
their account to send along with their taxes and receipts to prove they spent money using their HSA account.  Along with everything else you do every day you need to find time to figure out how to satisfy government records.

I want to try and make it easy for you.  Instead of printing an account ledger, which can be extremely confusing to patients, I am going to show you two alternative options. You can also use the second option for patients who are looking for statements to report to their HSA accounts.

The first option is if the patient does not need the year-end statement to have ADA codes. Open the Ledger > File > Search Payments. This will open a new window where you will select the parameters for your search (date range, guarantor name, payment types, etc.), then select Print.

The second option is if you need a payment history that includes ADA codes (most HSA plans want the ADA codes included). First, go to the Office Manager > Maintenance > Practice Setup > Preferences and make sure the “use ADA codes in description” is checked. Next, from the Office Manager > Reports > Billing, we are going to create a customized billing statement as a year-end print out.
  • Change the Beginning Balance Forward date to the beginning of the year reported and the Statement Date to the end of the report year
  • Select the Guarantor family
  • Set the Minimum Balance to Bill to 0
  • Uncheck all options
  • Clear out the Statement Message
  • Uncheck Save as Default