Wednesday, December 23, 2020

The Most Viewed Dentrix Office Manager Posts of 2020 (Part 3)

We've made it! The final week of our countdown of our 15 most popular blog posts of the year. If you missed them, click these links for Part 1 and Part 2 of our countdown series.

Is it any wonder that our five most viewed posts are all centered around topics on how to deal with the pandemic and it's aftermath? There's a lot of good information that can still be applicable in your offices now and in the months to come.

So here they are, our top 5 most viewed blog posts of 2020:

5: Missed Appointments: What's Your Approach?

4: Things to Do When You Can't See Patients

3: Two Reports to Focus on During Down Time

2: Coronavirus Protection for Your Team and Patients

1: Rescheduling Appointments Due to Office Closures

We'll be back the first Wednesday in January with our first post of the new year!

Wednesday, December 16, 2020

The Most Viewed Dentrix Office Manager Posts of 2020 (Part 2)

Welcome back! Last week we started off with our first group of popular blog posts from 2020. This week we're continuing, breaking into the top 10 posts of the year that cover everything from Dentrix tools your practice should be using to COVID-19 topics. 

 10: Returning to Work - 4 Recommendations and How to Implement Them Using Dentrix

9: 3 Dentrix Tools to Help You Accurately Collect Payment at Time of Service

8: Charging for PPE: What You Need to Set up in Dentrix

7: Setting Up and Using Adjustment Types in Dentrix

6: Spend Time on Updating Outstanding Treatment Plans

Join us next week as be finish up with our top 5 most viewed blog posts of the year! 

Wednesday, December 9, 2020

The Most Viewed Dentrix Office Manager Posts of 2020 (Part 1)

2020 is quickly coming to an end. What a year it's been! Hopefully our blog posts this year have been helpful and informative. We know that you are busy, and over the course of the year may have missed a blog post or two. So over the next three weeks, we are going to highlight the 15 blog posts that were viewed most often this year. 

We'll break those 15 most-viewed posts into groups of five, starting off this week with a countdown from #15 to #11. We'll continue next week with #10 to #6 and then finish up the week after that with our final top 5 posts of the year.

Let's get started!

15: Verifying Patient Insurance Information

14: Things to Focus on in the Fourth Quarter

13: Finding Patients to Schedule After Reopening

12: Communicating with Patients During the Pandemic

11: 4 Dentrix Features for Saving Time in Your Office

Stay tuned the next two weeks for the remaining top ten popular Dentrix tips of the year!

Wednesday, December 2, 2020

New Dentrix Features To Help Manage Patient and Provider Balances (Part 2)

In my last blog post, I wrote about allocating balances. In Dentrix, it’s important to allocate patient’s procedures, payments, and adjustments to the patient for accounts to be calculated correctly. Similarly, it’s important to post procedures, payments, and adjustments to the specific provider of the procedure. 

Why is it so important to post to the provider?

Many practices that are privately owned by a solo practitioner have always posted all payments and adjustments to the owner-doctor. This results in messy accounting and inaccurate reports. For example, if a patient comes in for a prophy with the hygienist, which costs $100, and an exam with the doctor that costs $50, and the entire $150 payment is posted to the doctor, reports in Dentrix will reflect that the hygienist has a balance, or is owed $100, while the doctor has a credit of $100.

Why does it matter if providers have balances and credits if the patient's balance is accurate?

If your doctor decides to retire in the future or bring on an associate who is paid on production or collections, it will be imperative that procedures, payments, and adjustments are posted properly among the different providers. Usually, associates are paid based either on their production or on money collected from procedures they performed. In order to determine how much they should be paid, you would run a report in Dentrix to determine the amount of production or collections. Production is determined by the provider ID that the procedure is assigned to. That’s why it’s important to always double-check that the provider ID is correct when setting an appointment complete. Collections amounts are also determined by the provider ID that the payment is assigned to. 

You can use the Spilt by Provider feature when posting a payment to ensure the payment is posted to the provider of the procedure. 

This feature takes the guesswork out of which provider to post payments and adjustments to. In the example I gave earlier, with the $100 that should have been posted to the hygienist and the $50 that should have been posted to the doctor, when you use the Split by Provider feature, Dentrix calculates this automatically and posts the payment accordingly. This feature will prevent the problem of provider credits from continuing to happen in the future.

It's also important to post adjustments by provider because adjustments affect production and collections based on the adjustment type. An example of how this could affect the way an associate is paid is if a patient overpays for a procedure and has a credit. Let’s say the patient paid $1000 for a procedure, their insurance pays more than estimated, and the patient is left with a credit of $200. The patient refund adjustment should be posted to the same provider the payment was assigned to. Otherwise, if the provider is paid a percentage based on collections, they would be paid a percentage of $1000, instead of $800, which would be correct.

The best Dentrix report to use when calculating provider production and collections is the Provider A/R Totals Report. The reason to use this report is because adjustments are calculated into the production and collections to give you accurate totals.

For past provider credits and balances that weren’t allocating correctly, Dentrix has developed some tools to assist in the proper allocation of provider credits with the Provider Credit Balances Manager. This new tool will help your office to clean up provider credits for more accurate reporting. 

With the release of Dentrix G7.4, another new feature has been introduced to help you clean up provider credits and balances. When inactivating a provider, you have the option to transfer provider balances to a replacement provider. 

This eliminates the need to allocate balances for the inactivated provider by individual patient accounts. This is an exciting new feature. Many offices I work with have providers who haven’t worked at the office in years but still have credits and balances. By inactivating them and transferring their balances and credits to a replacement provider, it will save you a lot of time. 

Before inactivating a provider, choose the replacement provider carefully. It’s important that you understand how the balances and credits of the replacement provider will be affected. An example of how balances and credits will be affected is if provider DR01 retires. In Dentrix, payments have been posted to provider DR01, so he has a large credit within the provider credits reports. Provider DR02 is taking over the practice, but payments had not been posted to his provider ID, so he has a balance. When you inactivate DR01, and replace him with DR02, then DR01’s credit will be applied to DR02’s balance. Part of the inactivating process is to review a list of changes that will take place in your database when you inactivate a provider. Watch this short video to get an idea of how the Inactivate Provider feature works.

If you have questions on this topic, please email me

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