Many dentists assume that because they have money coming in that their office manager is sending statements and running an organized collections system. This is not always true. Here’s a quick & easy way to confirm that your practice sent statements last month.
In less than 5 minutes, you will know whether to appreciate your staff for a job well done – or discover that you’ve got a major problem in your practice.
Instructions for Dentrix:
- Go to the Dentrix Office manager
- Select Letters – choose one to run this search
- Select Edit
- In the Patient Report View – click on Last Statement Date and enter the dates for the last 4 weeks (let’s assume that your practice sends statements monthly).
- In the Data Fields View – Checkmark first & last name, Balance and last visit date
- Click Ok and then click on Create/merge – then choose Create Data File Only.
- Click View List
If you came up with a list of patients on your first search – then go find your office manager and thank her!
If your list comes up empty – then you have not sent statements in the last 4 weeks. Run this again for 8 weeks. If needed, run again for 12 weeks. Continue until you get a list of names.
If you came up empty, then its time to sit down with your office manager and find out what’s going on. Your job is to ask a bunch of questions to understand where your dental collections system fell apart and clarify what work is being done vs. what tasks have fallen off the wagon. Run an aging report to find out how many accounts and how much money is in the over 30, over 60 and over 90 days categories. Then, run an insurance aging and look at these same categories.
If you discover that your office manager isn’t sending statements regularly and that you have a significant number of accounts and money tied up in your over 60 and over 90 days categories for collections and insurance, then you have a problem. The good news is that you know about the problem and can address it. If you could use help to establish an organized collection system, just contact me – I’d be happy to help.
Running a collection system is just one way to run a successful dental practice. If you’re interested in new ideas on running a dental practice, please subscribe to my weekly blog. One of the biggest challenges to managing a dental practice is managing dental insurance. With dental insurance handled, then dental marketing for new patients becomes a primary focus. In today’s day of online reviews, handling patient complaints well is essential. As your practice grows, hiring dental staff becomes more important. With 16+ years of dental practice management experience, I’m open to your questions to help you run a successful dental office.
Feel free to email me.