Wednesday, May 22, 2013

Top 10 Note Spots in Dentrix

Dayna’s top 10 note spots in Dentrix
  1. Patient Note – This note is located on the Family File. My recommendation is to use it for light-hearted information about the patient or family such as vacations, kids, pets, etc. The reason I use it for this type of information is because it will print on the Patient Route Slip.
  2. Insurance Plan Note - This note box is located within the Insurance information, inside of the Coverage Table box. This should contain insurance frequencies, NG coverage, fluoride coverage, exceptions, and limitations. This information can then be seen on the patient chart in the Treatment Plan panel under the Insurance tab. Having this information accessible to your clinical team can help them treat their patients with same-day procedures.
  3. Appointment Book Note - This note box is seen by everyone in the practice, so it is a great central place to let a team member know to do something or use it like “sticky notes.” Integrate it into your morning huddle routine and have everyone on the team get in the habit of looking here for his or her messages, such as clinical notes not finished, reminder to call a patient, clinical narrative needed for a claim, etc.
  4. Appointment Note – This note box is for this appointment only. It stays with this appointment and also prints on the Route Slip. Examples might be remind patient to bring NG, pre-med called in, new patient information, etc.
  5. Office Journal – This note documents all administrative phone conversations, letters, or follow-up for the patient. The Office Journal is located on every Dentrix module, so it is easily accessible. It is also located on the Continuing Care report, Collections Manager, Unscheduled List, and Treatment Manager Report.
  6. Patient Alerts These are notes that you will use to flag yourself. These notes will pop up when you open certain modules. Examples might be medical alerts, financial status, and scheduling concerns.
  7. Procedure Note This note box is located in the clinical chart and is located on the procedure code. This is the best spot for the clinical justification because it will follow the procedure code from treatment plan to completion and will become part of the patient’s history. This note box also transfers directly to the insurance claim for the Remarks for Unusual Services narrative required by insurance companies.
  8. Clinical Note This is for your notes pertaining to what you did during the patient’s appointment or any clinical follow-up after a procedure. The most efficient way to implement Clinical Notes are to create custom templates to use in your office. Remember, these notes should be only clinical in nature. If you want more information about creating clinical note templates, CLICK HERE to read my blog titled “Where do I make my notes . . . Clinical“. Also, you can e-mail me directly and I will send you a step-by-step info sheet on how to create custom clinical note templates for your office.
  9. Guarantor NoteThese are typically more sensitive notes about the account or financial issues. This note box only shows up in three places in Dentrix – ledger, billing statements, and the collection manager report.
  10. Statement note This is a custom note you could put on the patient’s billing statement. You are limited to characters, so make sure you abbreviate.

My goal when I am working with an office is to create efficiency, consistency, and security and this is why I teach practices and team members to document specific things in these specific areas. There is nothing worse than redundancy.


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. Great info! I have been recommended to get a practice manager that can handle most of the paper work for stuff like this! Thanks again for all the info!

  2. As listed above, does the Guarantor note pull onto a billing statement? I cant find it to. Also the Guarantor note pulls onto the aging report which is helpful for working AR.

    1. The statement note pulls onto the billing statement not the guarantor note.