Sunday, May 6, 2012

Burn the Calendar

Are you someone who has one of those enormous desk calendars where you map out when to send out Continuing Care postcards and to whom they should go? Or do you have that box full of postcards separated by the monthly tabs so you can go quickly and pull out this month’s postcards and send them out to everyone that is scheduled or due? But … now you have to match up the cards to a list to make sure you don’t send a card out to someone who has scheduled his or her appointment since his or her last appointment. This is your system and you have been doing it like this forever, right? You have it mastered, but it is still a chore.
If you could eliminate this chore from your weekly or monthly routine, you would have more time to spend with patients and more time building relationships by talking to patients about treatment and following up on referrals. This chore can be completely automated with eCentral Communication Manager.
eCentral Communication Manager will send postcards, e-mails, and text messages on a schedule that you set up. You decide who will receive a postcard/e-mail/text, when a patient receives it, and what the postcard/e-mail/text will look like. The only difference is Dentrix does all the work for you. The setup process is streamlined using the Websync Wizard and the eCentral dashboard. With the Websync Wizard, you setup the schedule. For example:
Ø  90 day past due postcard – you would select all patients with a Prophy or Perio Continuing Care type, select the due date range, the postcard template (you will customize this in eCentral), billing type (so you don’t accidentally send one to a collection account), and the patient’s primary provider. After the Websync Wizard is set up, then simply select the postcard style that you like and you are done.
Once you have setup all the templates you want to send out, they will automatically run on a daily basis. The patient will receive a postcard, e-mail, or text depending on the parameters you have selected. Yes, you have just freed yourself from hours of labor intensive work. Now just sit back watch how eCentral manages your correspondence for you. All you have to do is edit the template occasionally with new styles or change up the parameters in Websync if you want to add, edit, or delete any of the templates.
If this isn’t good enough already, when a patient receives an e-mail or text message confirmation for his or her upcoming appointment, he or she can click on the confirm button on the e-mail or press “1” to reply to the text message. This will automatically update the status on the patient’s appointment to “confirmed.” This is an added bonus that can save you time confirming patients.

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 and contact Dayna at


  1. Very good website you have here but I was curious about if you
    knew of any user discussion forums that cover the same topics talked about in this article?
    I'd really love to be a part of community where I can get advice from other knowledgeable people that share the same interest. If you have any recommendations, please let me know. Thanks a lot!
    Look into my blog ... dentist atlanta

    1. Thank you for your comment. If you go to the Dentrix website and click on the Join our Community tab then look to the left side there is a section for Local Study Clubs. You might find one there in your area.
      Good Luck!
      Dayna Johnson