Wednesday, March 21, 2018

Generate a Better List for your Unscheduled Hygiene

I love it when I am working with a team one-on-one on optimizing their Dentrix software and implementing new systems and one of the team members shouts out, “OMG! That is the coolest thing ever. You just made my day.”

This happened recently while we were learning the four reports for keeping your schedule full. One of the four reports I talk about is the Continuing Care list and using it to follow up with patients who are overdue for their hygiene visit. Since nearly half our nation has periodontal disease*, it is extremely important to follow up with both classifications of patients: Perio and Prophy.

With the traditional Continuing Care list, you can only generate a list of <ALL> continuing care types or a list of one at a time. Even though this is a great report for tracking unscheduled patients, it limits what you can view on your report. My goal when I am working with an office is to always look for the most efficient and productive way to perform the tasks we do every day in the dental practice. The Dentrix developers probably never realized that, when they updated the Letters and Custom Lists feature, they had also improved the way we generate a list of unscheduled recare patients.

When you use the Letters and Custom Lists as a report generator, you can get much more specific on your parameters. It is also a much more interactive report. When the report is more interactive, you do not have to print it because all the tools you need are available right on the report. Let me show you what I mean.

Go to the Office Manager > Letters and Custom Lists > Continuing Care > select a letter option in the list you are not using and click Edit. Then let’s turn it into a report instead of a letter. Here are my recommendations . . .
  • Rename it to “Continuing Care overdue patients” (upper left corner)
  • Make sure only “Patients” is selected and under the Privacy select “Does not apply to this letter”
  • Select the due date range and the continuing care types you want to search for in the Continuing Care >> button. You will need to select your due dates each time you generate this list.
  • Then, in the Data Fields, select what information you want to see in your list. The report will look somewhat like a Microsoft Excel spreadsheet with columns of data and the Data Fields are the columns you are choosing to see.
  • When you are finished, click on OK.
  • Click on Open in List Manager.

Now you have a Continuing Care list that shows you all your Prophy and Perio patients on one list and you have all the icons at the top of the report to make notes, look at the ledger, see other family members, etc. This report will save you time and give you more information than the traditional Continuing Care report did. Also, you save more trees because you never have to print this report.
If you want my tip sheet on using this report, CLICK HERE and request it.


Wednesday, March 7, 2018

What?? I can now post a credit card payment and save the card? YES. YOU. CAN.

Did you know you can now save a patient’s credit card for future use while posting a payment in the patient ledger. What???? You mean I can save a patient’s credit card on file when I post a credit card payment in the patient’s ledger? Yep, that’s what I just said. Do you want me to repeat it again? Okay, I will during my webinar on Wednesday, March 14th. 

This is a total game-changer for the office when it comes to patient collections, cash flow and security. I am super excited to be sharing all the great news about the new Dentrix Pay integrated payment solution along with my friends at Vantiv, now WorldPay. You can register for the webinar by CLICKING HERE and if you are unable to attend the webinar you can watch the Dentrix Pay videos on the Dentrix Resource Center by CLICKING HERE.

Ever since I can remember, storing credit cards in the Dentrix software has been an issue. The office would store the credit card number in the Guarantor Notes or the Patient Note on the Family File without even thinking twice about it. This has never been a secure location for keeping credit card information for future use and still is not a secure location. It is good practice to use a credit card for any kind of in-office payment plan and it is the only way I would ever allow a patient to have an in-office payment agreement. You are just setting yourself up for a collection issue if you have to send the patient a billing statement or remind patients to mail in their payment. Having an auto withdrawal gives your office more security and peace of mind when offering in-office payment plans.

The new Dentrix Pay has other amazing features to go along with the saved credit card feature. Everything is integrated! Which means that when you process the credit card you can sign with your ePad, it will post the payment automatically to the ledger and you can also apply the payments to any Payment Agreements on file.

Check it all out in the Dentrix Resource Center or join me during the Dentrix Pay webinar on March 14th.