Wednesday, August 25, 2021

Attaching Documents and eEOBs to Patients using the Dentrix Document Center

The Document Center is the place designated for you to store scanned documents in Dentrix. Here are some tips and tricks that can make it easier for you to locate your scanned documents. 

Attaching Documents to Patients

When scanning documents into the Document Center you can select where to attach scanned documents. Most offices are familiar with scanning documents into an individual patient's Document Center. There are also other areas where you can attach documents. A single document can be accessible from numerous places within the Document Center. For example, you could scan an insurance explanation of benefits into a patient’s Document Center and then edit and modify the document attachments to be able to attach it to multiple entities. 


If the insurance explanation of benefits includes more than one patient, you can modify the document attachment and attach it to each patient it applies to without having to re-scan the documents into each individual patient's Document Center. 

You could also modify the attachments and attach the document to the appropriate insurance carrier. This would be beneficial if you wanted to look up an explanation of benefits for an insurance company to refer back to how they paid for a procedure, without having to remember the patient's name that had the procedure. 

Another example of when you can modify document attachments is in the case of a pediatric office which has parents sign a COVID form for all children in the family. You could scan the form once and then attach it to all applicable family members. The ability to modify document attachments can help you to save time when scanning and assigning documents. 

New Feature in the Dentrix G7.5 Document Center

In Dentrix G7.5, the Document Center has improved how it handles electronic Explanation of Benefits (eEOBs). eEOBs are attached to patients automatically in the Document Center. 


If the eEOB has more than one patient on it, only the information pertinent to the individual patient will be attached to the patient’s Document Center. However, the entire eEOB will automatically be attached to the insurance carrier’s Document Center. This is a nice new feature because if you need to file a secondary claim, the primary eEOB saved in the patient’s Document Center will only contain information pertinent to that patient, which will help to protect patient privacy. 

Because eEOBs are automatically attached to patients, you can have easy access to that information if you need to provide a patient with a copy. For example, if an insurance company pays less than you estimated due to a procedure being denied, when sending that patient a billing statement, you can also send them a copy of their EOB so that they can see exactly why their insurance company didn't pay, hopefully saving you phone call from the patient down the road. 

Because the eEOB saved to the patient’s Document Center only contains their specific information, you could quickly print it and include it with the patient statement without having to cut and paste so no other patient's information is included. 

Recap

When you scan a document into the Document Center, you can use the modify document attachments feature to assign the document to the individual patient’s Document Center, the dental insurance carrier’s Document Center, and/or the provider’s Document Center, without having to scan the same document multiple times.

By modifying the attachments in this way, you can make your documents easier to locate. The new Dentrix G7.5 features dealing with eEOBs help to protect patient privacy by including information pertinent to only the patient in the patient’s Document Center. 

Additional Information

For more information, see the Dentrix G7.5 Insurance Improvements video. The information specific to eEOBs and the Document Center are at the 1:35 point of the video.

Register for our new features webinar on September 28 at 3pm MDT to learn more about the features in Dentrix G7.5 and prepare your team for the upgrade.

Read the following articles in Dentrix Magazine for more information about the Document Center:

If you have questions about using the Dentrix Document Center, 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, August 18, 2021

The Importance of Inactivating Providers in Dentrix

Many offices have a long list of providers stored in Dentrix who have left the practice or are otherwise no longer current. 


When I come across this when working with offices, I am often asked why it’s important that they inactivate these providers. There are a couple of reasons why it’s so important.

Appointment Scheduling

The first reason to inactivate providers who are no longer current is so that those providers no longer appear in the Select Provider list when scheduling an appointment. 


It can be very cumbersome for anyone trying to schedule an appointment to have to scroll through a long list to find the doctor or hygienist they want to assign. Having only current providers to choose from can also eliminate appointments being accidentally scheduled with the wrong provider. 

Provider Balances

Another reason to inactivate providers is that it can help you achieve more accurate payment posting. Many private practice offices have always posted payments to the main provider, for example, DDS1. Somewhere along the line, there may be other doctors that have joined the practice: DDS2, DDS3, etc. 

If all payments are posted to DDS1, then DDS1 will have a large credit on Dentrix reports, while the other doctors will look like they are owed money on Dentrix reports. 

When inactivate providers that no longer work at the office, you can transfer their balances. This will help you to clean up past balances and credits for providers that no longer work at your office. 

If your primary provider retires, you can inactivate the provider user ID for DDS1. In Dentrix G7.4 a new feature was introduced so that when you inactivate a provider you can select a provider to replace them and then you have the option to transfer balances. For example, if DDS1 was replaced by DDS2, then DDS1’s credits would be transferred to offset DDS2’s balances.


It’s important to have provider balances correct in Dentrix for two reasons. The first is so that reports such as the Provider A/R Totals Report are accurate. And the second is so that the Split Payment by Provider feature functions properly. Posting payments to the provider of the procedure is the most accurate way to handle collections. It’s especially important if you have an associate in your practice that is paid based on a percentage of collections or if any providers or staff get paid on commission.

By inactivating providers that no longer work at your office you can remove their provider user ID from the available providers when scheduling appointments. By transferring provider balances when inactivating, you can help your practice generate the most accurate report information and help the Split by Payment feature to function properly in the future. 

If you have questions about how to inactivate providers, or why it’s important, 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, August 11, 2021

Important Changes in the Dentrix G7.5 Perio Chart

Over the past few weeks, I’ve been writing about new features in Dentrix G7.5:
Register for our new features webinar on September 10 at 9am MDT or September 28 at 3pm MDT to learn more about the features in Dentrix G7.5 and prepare your team for the upgrade.

In this week’s blog post, we will look at some of the improvements made in the Perio module in the Patient Chart.

Dentrix G7.5 has updated the periodontal classifications to meet the new industry standards from the American Academy of Periodontology. 

In the Perio Exam information, you can enter lots of detailed information regarding the patient’s periodontal health, including risk factors such as tobacco use and health conditions such as dry mouth that may contribute to periodontitis. 

Once you have entered the perio exam information you can copy that information and paste it into the patient’s clinical note. This will save your hygienists time because they won’t have to re-type all the perio information. It’s a very user-friendly tool.


You can also create perio exam templates for your hygienists to use. Then they can use the template and change any necessary information that may vary from patient to patient. For example, you could create a template for a tobacco user, that includes heavy stain, and the risk factor of smoking. 



By creating and using templates, you can give your hygienists a starting point for their perio exam. This reduces the need to enter all of the information for each option from scratch, which can encourage your team to use the perio exam feature more often. 

Since many dental malpractice lawsuits are claims of undiagnosed periodontal disease, it’s very important for your office to have periodontal probing depths, detailed periodontal exam information, and notes for each patient to protect your practice.

Perio exam information can be used outside of the Perio module as well. Exam information can be printed and included in a letter to the patient’s referring dentist, or if your office sends insurance claims electronically, exam information can be added as an attachment to an electronic claim.

The perio exam information can be entered when your hygienist is doing the perio exam for the patient and recording probe depths. The updated classifications will ensure that your office is current with industry standards as well as protect your office from any claims that something was missed during an exam.

The introduction of Dentrix Voice Perio, would be an additional tool to assist your hygienists with recording periodontal probe depths and perio exam information. Dentrix Voice Perio is a voice-to-text tool that can be used to record periodontal information, as well as clinical notes by speaking into a hands-free microphone.

For more information, see the Dentrix G7.5 Perio Exam Information video. 

Register for our new features webinar on September 10 at 9am MDT or September 28 at 3pm MDT to learn more about the features in Dentrix G7.5 and prepare your team for the upgrade.

If you have questions, 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, August 4, 2021

Insurance Features in Dentrix G7.5 You Can Get Excited About

In recent blog posts, I’ve written about some of the new features and improvements introduced in Dentrix G7.5. This week, we will look at some of the new features that are designed to help practices manage patients’ dental insurance. 

Partial Insurance Payments

Dentrix G7.5 gives you the ability to post a partial insurance payment. I think this new feature is going to be especially useful when you’re posting a payment for an orthodontic claim or another type of claim that is paid over a period of time. 

By posting a claim as partially paid, the claim will remain “open” instead of closing the claim and appearing as if the guarantor owes the remaining account balance. You have the option to exclude partially paid claims from the Insurance Aging Report; or if you choose to include them, there will be an asterisk to indicate the claim has been partially paid. 

You also have the option to exclude accounts with partially paid claims when sending billing statements. This can help to eliminate patient confusion when sending a statement. For example, if you were to send a statement to a patient with a $1000 account balance which you are expecting dental insurance to pay over the next twelve months, the patient may call your office concerned about the account balance. By not sending statements to these accounts, you can avoid confusion. 

Tracking Allowed Amounts

The option to enter allowed amounts is an exciting new feature in Dentrix G7.5. 

You’ll find the allowed amounts in the same window as the payment table within the Dental Insurance Benefits and Coverage window. Within the payment table there are two columns: the Paid column should contain the amount the insurance company actually paid for a procedure, and the Allowed column should contain the insurance company’s allowed fee for a procedure. 

For example, if your office fee for a two-surface posterior filling  is $300, but the insurance company’s allowable amount is $200, and the insurance company will pay 80% of their allowable amount, you would enter $160 in the Paid column of the payment table and $200 in the Allowed column. 


Paid amounts entered in the payment table are taken into account when calculating patient estimates. For example, when you create a treatment plan for that procedure code for a patient covered under the insurance plan, the payment table Paid amount of $160 will be calculated into the estimate, therefore calculating the patient portion accurately as well.  However, amounts entered in the Allowed column are NOT included in insurance estimates but are for reference only.

You can update the payment table, including allowable amounts, through the Dental Insurance Benefits and Coverage window (see image above) or when you’re posting insurance payments (see image below).

Calculating Write-Off Amounts

In Dentrix G7.5 you also have the option to change how Dentrix will calculate default write-off adjustments. It can adjust off the difference between either the paid amount and the procedure amount, or the procedure amount and the allowed amount. This will be very beneficial for offices that prefer to post their office fee to the patient’s Ledger and then make insurance adjustments. You can choose which way adjustments should work in the Ledger by clicking File > Insurance Payment Setup. Then, under Calculate default write-off amount by difference between, select the option you prefer.

Some offices prefer to handle accounts this way to track insurance write-offs and adjustments, so this new feature will be really helpful for them while posting insurance payments. 

Conclusion

The new insurance features in Dentrix G7.5 can help you to track insurance claims more easily, especially for claims paid over a period of time, like orthodontic claims. The option to exclude these types of accounts from billing statements will help to avoid patient confusion when it comes to their balance.

The option to enter insurance allowable amounts will help you to track insurance payments more accurately, and the default adjustments between procedure amounts and allowable amounts will help you to make adjustments more quickly and accurately. 

There are many more great improvements to use in Dentrix G7.5! Click here to view new feature overview videos!

Register for our new features webinar on September 28 at 3pm MDT to learn more about the features in Dentrix G7.5 and prepare your team for the upgrade.

Email me if you have questions 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.