Wednesday, July 11, 2018

Using the Dentrix Time Clock

I hope I’m not telling my age when I say that I remember using an actual punch-style timeclock to punch in and out on a time card each day. As the office manager, I would have to manually add up each employee’s hours for each pay period. It was always a time-consuming process. Then we started using the Time Clock feature in Dentrix. It made the process much easier. Dentrix would do the work of calculating each employee’s hours based on a selected date range.

In order to use the Dentrix Time Clock, each staff member will need to have a unique user ID. You can set up each employee with a user ID in the Dentrix Office Manager. Select Maintenance > Practice Setup > Practice Resource Setup.


Remember when setting up employees in the Practice Resource Setup that dentists and hygienists should be entered under Providers, with dentists being primary providers and hygienists being secondary providers.


Assistants and administrative staff should be entered under Staff.

Once set up in Dentrix, staff can use the Time Clock icon located in the Dentrix Launcher to clock in when they arrive the morning, in and out for lunch, and clock out at the end of each day. 


If an employee forgets to clock in or out, they can add a note to on their time card to communicate to the office manager they made an error. 


At the end of each pay period, I recommend the office manager print the Time Clock report. Open the Time Clock Module and select Report. On the report, Dentrix calculates each employee’s hours and gives you a total number of hours for a specific date range. The report displays a list of employees and their hours.


Select the employees you want to include on the report, then select the date range for the pay period. Under the Select Report Types options, check the box to include notes. These would be notes that an employee wrote on their time card, for example, “I arrived at 9:00am, but forgot to clock in”. 

Check to Exclude Days with no Punches/Notes so Dentrix doesn’t print days without punches like weekends. I recommend checking the New Page for Each Employee option and giving it to the employee to review. They can sign the time card to verify they have reviewed it. 

I have found that allowing employees to verify their time card can eliminate future discrepancies regarding hours. You can keep the signed time card with the employee’s check stub, or you can scan it into the employee’s Dentrix Document Center.   

If you have questions about the Dentrix Time Clock, check out the Punching the Clock and Set up Your Time Clock Dentrix Tip Tuesday posts, or e-mail me at vectordentalconsulting@gmail.com.


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.


Wednesday, July 4, 2018

Dentrix Continuing Care, Part 3 of 3

Over the last few weeks, we have been talking about using Dentrix Continuing Care as an efficient recall system for your office. Using Dentrix Continuing Care you can schedule patients according to their customized frequency interval. For the patients who don’t pre-schedule their appointment, you can use continuing care lists to follow up. If continuing care is not set up correctly, it can’t function properly.

We have discussed how to assign a procedure code to a continuing care type and how to assign office default intervals for a continuing care type. We also discussed how to customize frequency intervals for an individual patient. For example, those patients who may need to be seen more frequently for a procedure, like a prophy.

Now that you have this setup, you may have continuing care types you will no longer use that need to be cleaned up. A continuing care type can be deleted, however to delete it, no patients can be attached to it. Let’s first look at how we can identify patients attached to continuing care type.

One of my favorite ways to identify groups of patients in Dentrix is using the Patient Reports (by filters) in the Office Manager. Open the Office Manager, select Letters and Custom Lists > Misc.  Highlight Patient Report (by filters), and then select Edit.

In this setup screen you have many options for search filters. Dentrix will search your patient database using the selected search filters and create a list of patients that meet your search criteria.

In this situation, I would recommend searching for patients with the Status of patient, inactive, and non-patient to be sure we find all patients in your database attached to the continuing care type you want to delete.


Before you begin selecting your search filters be sure to check that all the filter fields are clear. Otherwise Dentrix will apply those filter fields and your report will be incomplete.

Select >> next to Continuing Care. Choose the continuing care type you want to delete to find which patients are attached to it. I would recommend leaving both the Due Date and Prior Treatment Date fields blank to find all attached patients and I also recommend selecting ALL in the Include box to view patients both with and without appointments. Then click OK to go back to the Setup window.


Click OK again to close the Setup window and then click Open List Manager. The List Manager opens and will show all patients attached to the selected continuing care type that you want to delete. From this list you can highlight a patient’s name and click the Family File icon on the toolbar. 



In the selected patient’s Family File, double-click the Continuing Care block. Select the continuing care type you want to delete, click the Clear button, and then Yes to confirm.


Once all the patients attached to that continuing care type have been cleared, you can delete the continuing care type. To do this, open the Office Manager, Select Maintenance > Practice Setup > Continuing Care > Continuing Care Setup. Choose the continuing care type and select Delete. Then close the Continuing Care Setup window.  


Using these steps, you can clean up your continuing care type and delete any that the office no longer uses. Now that your continuing care system is set up correctly you can use it to easily schedule the patient’s next appointment and you can generate lists from which you can contact patients that don’t have an appointment. Using and maintaining Dentrix Continuing Care is the key to having a successful hygiene department. If you have any questions regarding Dentrix Continuing Care, please e-mail me at vectordentalconsulting@gmail.com.


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.