Wednesday, April 25, 2018

A Little Bit About Me...

From the Editors: This is the first post by the new Dentrix Office Manager blogger, Charlotte Skaggs. Charlotte is a former co-owner and manager of a successful dental practice and the founder of Vector Dental Consulting, LLC. She is a certified Dentrix trainer and has nearly 20 years of experience using Dentrix. We welcome Charlotte and look forward to learning from her. Follow Facebook.com/Dentrix to see Charlotte’s posts in your Facebook timeline or subscribe to The Dentrix Office Manager blog to receive her posts in your inbox.

I am so excited to introduce myself as the new blogger for The Dentrix Office Manager blog!

Dayna Johnson has given us so many great tips over the last seven years. I have some big shoes to fill, but I am excited to provide you with some advice based on my perspective.

I have worked with Dentrix for almost 20 years and I’m a Certified Dentrix Trainer. As an office manager in a general practice, I’m always looking for ways to be more efficient. When I find an easier or better way to do something, I love to share it with others. That’s what I want to bring to this blog. I plan to share tips with you that I have learned over the years about practice management and ways use your Dentrix software more efficiently.

Some of my favorite Dentrix training experiences are with offices that have been using Dentrix for many years. I love showing them features that can improve their daily workflow that they didn’t even know existed. I never get tired of hearing, “Wow! That’s so cool! I can’t believe we haven’t been using that feature.”

I want to share tips with experienced offices and with newer Dentrix users too. I’m such a huge fan of the software and everything it can do to help your practice. There are modules that help you to provide better patient care like the Dentrix Questionnaires, Medical Alerts, and Patient Chart modules. There are also modules to help you with the business side of dentistry, like all the great reports in the Dentrix Office Manager and new and improved ways to track production, collections and adjustments. I want to help you take advantage of the tools you already have at your fingertips!

Based on my experiences, I will also share practice management tips. I have personally worked late into the evening filling the schedule that just fell apart or calling on past due accounts to try to improve collections. I am excited to share what worked and what didn’t, so maybe I can save you some time and heartache.

When I’m not working in dentistry I enjoy spending time with my family. I like running and outdoor activities. I live in Florida so I’m very lucky to have the opportunity to be outdoors a lot.



I’m looking forward to getting to know you through the blog in the coming weeks and months. Please feel free to comment on my blog posts, and if there is a topic you would like me to cover, let me know.
Thank you for reading! 

Charlotte Skaggs, Certified Dentrix Trainer
Charlotte Skaggs is the founder of Vector Dental Consulting LLC, a practice management firm focused on taking offices to the next level. Charlotte co-owned and managed a successful dental practice with her husband for 17 years. She has a unique approach to consulting based on the perspective of a practice owner. Charlotte has been using Dentrix for almost 20 years and is a certified Dentrix trainer. Contact Charlotte at vectordentalconsulting@gmail.com.


Tuesday, April 17, 2018

As I transition out of the Dentrix Office Manager blog my mission continues . . . To be a Resource, an Advocate and a Voice to all the Dentrix users in the World

From the editors: This is Dayna Johnson’s final post for The Dentrix Office Manager blog. Since May 2011, Dayna has been sharing real-life scenarios, management best practices, and Dentrix tips for every member of the dental team. We’ve enjoyed working with Dayna, and we wish her the best as she pursues new opportunities. We look forward to introducing you to a new Dentrix Office Manager blogger, Charlotte Skaggs. Watch for Charlotte’s first post coming soon.

In April of 2011, I received a phone call from the marketing department at Henry Schein Practice Solutions asking me if I would like to become the author of the new Dentrix Office Manager Blog. Me? Really? My initial response was, “I have never written anything in my life. Are you sure?” I knew how to run a successful dental practice and I was a huge advocate of the Dentrix software because I was using it in my own practice. Plus, I became a certified trainer in 2006. Could I really do this? Would people listen to what I had to say?

I took a huge step outside my comfort zone and said, “Yes.” Since I had never written anything in my life (that had been published), I asked a friend of mine who was helping me write my first presentation if she would also edit my blogs. So, in May of 2011, I published my first blog article and it was the start of something amazing. I wrote about real-life scenarios and talked about the things I was hearing about in other dental practices. People must have liked it because as of December of 2016, the audience had grown to more than 20,000 views per month. You actually liked me and what I had to say!

Writing The Dentrix Office Manager blog has been an honor and has brought me so much joy over the past seven years. Your comments and emails have proven that my content has given you a lot of great information, tips to use in your practice and an ongoing resource for Dentrix best practices. Thank you from the bottom of my heart for all your positive energy and kind words. As I transition out, my hope is that you will continue to gain plenty of helpful tips with the new author.  Don’t worry, I am not going very far and will still be actively involved in many Dentrix and Henry Schein events.



As many of you may have heard, I started an online Dentrix community in 2016 called Novonee. With the launch of this new resource, it is now time to pass the torch on to the new blog author. It is my pleasure to introduce the new Dentrix Office Manager . . . Charlotte Skaggs. You will love her! She brings the experience of a Dentrix user, practice owner and dental industry expert.  Charlotte and I have talked a few times and I am excited for her to take on this awesome responsibility.

Being a resource, an advocate and a voice for all the Dentrix users in the world is my mission and I hope to see you all at upcoming conferences, dental meetings or other events in the future. I will definitely be at next year’s Business of Dentistry conference. You can reach out to me anytime by phone at (425) 238-3699, by email at dayna@novonee.com or join my new community. We would love to have you!


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.


Thursday, April 12, 2018

What is my A/R and what is collectible?

Many of you have been asking, “What is my true accounts receivable balance?” and how do I know what is collectible? The answer is that it depends on what your parameters are and what you consider collectible. Let me help you define the different numbers from a couple of different reports so you can make up your mind about which number you want to use. Also, you can filter your accounts receivable by using different billing types if you want to separate out a group of accounts that have been sent to collection or Medicaid patients.

The most accurate accounts receivable number available is located on the Practice Advisor Report because it looks at all balances (credit balances and money owed). The Practice Advisor also does not care about the month-end process for aging the accounts. It looks at the date of service on the ledger. You can also filter this report by billing type if you want to skip accounts like “sent to collection,” “Medicaid” or “Ortho.” For more information on this report, check out Knowledgebase article #49693 for an online tutorial available in the Dentrix Resource Center.

This number on the Practice Advisor Report should match the Aging Report if you select the same parameters. The Aging Report is also the way you can get a list of all your patient credit balances. I think the Aging Report is a good way to see what your total accounts receivable is. However, it is not the most effective way to “work” your A/R.

If you have been reading my blogs for a while, you know how much I love the Collection Manager Report for managing the accounts receivable because of all the interactive tools it has and you do not have to print it. The one thing to remember about this report is that it only shows you positive money. It does not include credit balances. So your Practice Advisor report might show an A/R of $22k and your Collection Manager might show $56k. What’s the difference here? You have about $34k in credit balances sitting on your books that need to be sorted out. For more information on credit balances, CLICK HERE. For more information on the Collection Manager Report, CLICK HERE.

The final way you can find your office’s accounts receivable is by looking at the snapshot of your practice numbers from the Practice Analysis. From the Office Manager > Analysis > Practice and you will see a snapshot of your practice numbers. This snapshot is affected by the month-end process because one of the things the month-end does is move the ending balance from the previous month to the beginning balance of the new month. Therefore, if your month-end is not up to date, this ending balance might not be accurate.

Now with the new Month End Task Scheduler with Dentrix G6.6, this should make things better because the month-end processes now run in the background. For more information on the new Month End Task Scheduler, CLICK HERE.

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, April 3, 2018

It's Oral Cancer Awareness Month . . . great time to update your clinical note templates

This month is Oral Cancer Awareness month and I hope you are helping to bring awareness to your community.  In my picture my daughter and I are blowing bubbles for those who can't to bring awareness to oral cancer.  You can save lives by screening for oral cancer and helping your patients catch it early. Now is a great time to re-evaluate your protocol for oral cancer screening and your clinical documentation.

Are you using the Dentrix clinical note templates? This is a great way to add in a templated prompt, so your team will be asked about the results of the oral cancer screening. It is so easy and so important to provide good documentation for your patient’s record.

If you are using a template for your hygiene visit, you can add two questions into your clinical note template that will give your clinical team a consistent and complete account of the OCS. Go to the Patient Chart > Clinical Notes > click on the Template Setup to open your templates. Many of these templates might be from the Dentrix initial installation so you will be editing an existing template or creating a new one.

 If you have an existing template, you want to add the OCS prompts then select your template and click on Edit Template. Now you can add in a new prompt that will ask you how you performed the oral cancer screening (visual exam, Velscope, other) and what the results were (negative, no findings, refer to oral surgeon, etc.). You can create prompts with check boxes or create a prompt with a text box that will give you space to write in specific findings.

If you are creating a new template specifically for the oral cancer screening, then click on New Template and start from scratch. When creating a new template, the left side of the window is where you will type in all the “static” text you want in all your notes and the right side of the set-up window is where you will add in your prompts. You can set up prompts as check boxes, text boxes, etc. 

Having thorough clinical documentation is critical to the integrity of your patient record and will protect you during a lawsuit or complaint to the licensing board. It is extremely important that you have a well-documented patient chart. The clinical note template is one way to accomplish this.

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.