Wednesday, February 13, 2019

Advantages for Using Dentrix Pay in Your Office

There are several reasons your office may need to keep a patient’s credit card information on file. If the patient has set up a payment plan in your office you may require a credit card payment so that you can run the card on the agreed payment date. If you see teenagers in the office, the parent may ask you to keep a credit card number on file, so when the teenager comes in without the parent, the balance can be paid.

I’ve seen offices store credit card numbers in different ways. Some make a copy of the card and scan it into the Dentrix Document Center or file a paper copy in the chart. Some offices enter the credit card information into the Patient Notes in the Family File or into the Guarantor Notes in the Ledger.

Storing credit card numbers in these ways opens your office to a host of problems. Storing credit card information in the areas I described are accessible to multiple people in the office, and the chance of a security breach is high. If there was a security breach, your office could face fines and penalties from the credit card companies and potential lawsuits from the affected patients. You, as the office, are responsible for keeping your patient’s information secure.

Enter, Dentrix Pay! Dentrix Pay is a credit card processing system that seamlessly integrates with Dentrix. It allows you to take advantage of some exciting new features in Dentrix, one of them being the ability to save credit card numbers securely! Once saved, the office will only see the last four digits of the card number. The complete card information is stored in a secure vault at Worldpay, the credit card processor.


Some other features of Dentrix Pay include:

  • Consent form for patients to sign, agreeing to allow you to run the card (an important document which can sometimes get overlooked).
  • Automatic posting of a payment when the card is run, eliminating data entry
  • The ability to run saved credit cards to apply to payment plans

We have so many other risks to manage within the dental office, such as risks associated with patient care. Saving credit card numbers securely with Dentrix Pay can eliminate the risks of storing credit card information in a way that may leave your practice vulnerable.

For more information, visit www.dentrix.com/pay.
If you have any questions, please email 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, February 6, 2019

How Dentrix Questionnaires can Streamline Patient Paperwork

Patient forms can be a challenge. Patients don’t like filling them out and it’s time consuming for your team to input the patient’s data and scan forms, not to mention the cost of paper and toner ink.

However, it is crucial that your office has vital information about your patients. Many medical conditions can interfere with the way you provide dental treatment so it’s important to have a comprehensive medical history. It’s also important to have patient’s insurance information as well as a signed financial policy to avoid unpleasant financial surprises. Plus, you are required to have signed HIPAA forms, and there may be several other forms your office requires.

As an office manager, you know how important it is to have the information from these forms and to have it correctly entered into your Dentrix system. But there is an easier way.

Dentrix offers the Questionnaires module. In my experience, correctly using this module is a huge time saver! You have the ability to customize and create your own forms


The information fields in the questionnaires you create correspond with the patient information you store in Dentrix. Once you create the forms you can have them available on your office website. Your patients can fill out their forms from the comfort of their home and submit them to your office.

For a patient to be able to fill out and submit forms before they arrive in the office is very beneficial. This can help to eliminate surprises before the patient arrives, for example if the patient has a medical condition and has a need to pre-medicate. Having patients fill out the forms ahead of time can also help your schedule to run on time. All it takes is having one patient who is slow to fill out their forms while in the waiting room, to cause the whole schedule to run behind for the rest of the day!

Another reason for having patients fill out forms prior to arriving in your office is that you will then have other valuable information, like their insurance information, which you will be able to verify before they come in for their appointment.

When patients fill out their Questionnaires forms online, these forms sync with Dentrix, allowing data to be easily updated in the patient’s Family File


This is a big time-saver for staff and eliminates the problems of trying to interpret patient handwriting, or duplicate data entry.

I have found using online Questionnaires to be very efficient for the office. It eliminates surprises such as medical concerns or insurance issues before the patient arrives for their appointment. It eliminates the need for manual data entry and it makes filling out forms more convenient for the patient.

For more information on how to incorporate this great feature in your office, visit eServices or call 833.471.7253.

If you have any questions, please email 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.