#11 – Computers in the Operatories

As you begin to work at the chair supporting your dentist, you will need to learn to use our computers. There are many advantages to you developing this skill.

1. You will take a giant step in you career development.
2. You will be much more valuable to your dentist and the rest of the staff.
3. You will be more respected by your clients.
4. You will be more effective and speed our treatment.

We use our operatory computers for several functions
A. All treatment provided to our clients is entered into the computer
1. You do not need to memorize the ADA treatment codes
2. In the past, when secretaries entered the treatment, about 5% of treatment was never recorded (and then not charged).
3. Today, they just stop at the front desk to pick up a walk out statement.
B. Future appointments are scheduled by the secretaries
C. All clinical charting is completed automatically
D. All treatment plans are entered in the computer
1. This prevents clients from “slipping through the cracks” if they drop out of treatment
for some reason.
E. Special notes “pop up” as reminders to us
1. Medical alerts
2. Notes about the client
F. Generate Prescriptions
G. Other functions are tied to the computer
1. Intera-oral camera
2. Digital photography
3. Casey education- smile channel
4. Radiovisiography

Introduction to Dentrix
Family File
1. Select patient – review each box, what info is available?
2. Review icons – quick letters, continuing care, prescriptions, office journal

Ledger
1. Review the information for the ____________ (patient name) account (red = personal pyt; black = treatment; green = insurance payment; blue = insurance claim
2. Review each box – aging, payment agreement, today’s charges
3. Review icons – especially the last 4

Appointment Book
1. Review each page  – open, closed colors, black outlines
2. Look at your page – provider colors, views (day/week), notes
3. Review icons – locate appointment, set complete

Office Manager
1. Reports show here, can view on screen or print, then throw in trash

Tooth Chart
1. Review the tooth chart – permanent vs. primary teeth; quick buttons – customized
2. Review the category buttons and notes – also the icons, esp. presenter & perio

To Print the Schedule:
1. Open the appointment book module and look at the day and providers you want to print
2. Click File, Print appointment book view
3. Make sure the following are checkmarked:
a. Print day note
b. Print perfect day
c. Print amount
4. Click Print
5. You must repeat these steps for each Dr. /Hygienist schedule you would like to print.

To Check your Production:
1. Open the appointment book module and look at the day and providers you want
2. Make sure the colors in your column are exactly the same – if not, you will not get credit for the treatment
3. Click on month, click on Scheduled Production – now you can compare your scheduled production for the month with your goal.

Review Questions
1. When is your next 4 unit opening?
2. How many fillings does _____ (patient) have?
3. What tooth should __________ (patient) have extracted?
4. What category is whitening in?

To Chart the Existing Treatment and Conditions:
1. Open the tooth chart
2. Select the tooth and then click the Conditions box or existing treatment
3. Click the EO box – which will enter the procedure into the notes
4. Click on the + box and that will hold down the existing condition box until done charting.

Check out a patient:
1. Open the appointment book module
2. Click once on the patient’s appointment – this will select it
3. Click on the blue checkmark (Set Complete) button at the top – this will bring up a window listing the procedures scheduled.
4. Make sure the treatment listed is what was done that day – if so, click Set Complete
5. Go to the Ledger
6. Take the patient to the front desk and the secretaries will handle finances with the patient.

If additional treatment was performed (x-rays or fluoride)
1. Click cancel in set complete box.
2. Double click on appointment
3. Click on initial box, choose additional tx that you preformed. Click OK.
4. Make sure you are listed as the provider and appointment length same as original. Click Okay.
5. Now click blue checkmark (Set Complete). Go to ledger.

To Treatment Plan:
1. Open the tooth chart
2. Select the tooth (it will turn gray when selected)
3. Select the treatment – one of three ways:
a. Click the shortcut button
b. Click the category button – and then select Tx from the list
c. Click Procedures at the top of the screen – and then select Tx from the list
4. Click the Tx button – which will enter the procedure into the notes
5. Make sure the right provider is listed in the notes.

Different Tx was performed than tx planned

1. Click set complete (if tx not correct – click cancel)
2. Select tooth chart
3. Select correct treatment – one of three ways (same as above)
a. Click the shortcut button
b. Click the category button – and then select Tx from the list
c. Click Procedures at the top of the screen – and then select Tx from the list
4. Click the Tx button – which will enter the procedure into the notes
5. Make sure the right provider is listed in the notes.
6. Click on appointment book
7. Click on “Tx box” select correct Tx. – click on close button
8. In tx box click to highlight incorrect information – click delete button
9. Adjust tx time if needed (sometimes change)
10. Click ok – Click set complete – double check again and proceed with check out instructions

Is there anything that can be done to help you be more comfortable when working with our computers?

_________________________
Signature / date

CLINICAL NOTES
HOW TO:

Clinical notes are important to enter after each patient. It a way for us to make sure we do not leave out any important information and a great way to help us become almost paperless.

The first thing you want to make sure is that you are on the correct patient. Click to get into the tooth chart; next you will want to go to the clinical notes tab. If you are not already there you can find it at the bottom next to the progress note.

Once in the clinical notes you hit the button with a star. That will have something pop on the side under the day and time, you will want to make sure that you have the correct DR. under the date and time.

On the right side you have all your option for different procedures that we do. Not all procedures have clinical notes but that will change.

When you do a procedure you will start with anesthetic even if you did not need it (there is an option for that) you still start there first.

Then you can continue with which ever procedure you are doing. Questions will appear on the bottom right corner, just choose the correct answer. If you are unsure ask the DR, which is correct; in most cases they will tell you. Don’t cancel if you don’t know, just press ok

Once you have finished if you need to go back and add any information you can; as long as you enter it while using CAPS LOCK.

After everything is correct you will need to save the information. ( the blue button that looks like a floppy disc.)

An example: For a Restoration
Click on patients name, click on tooth chart for that patient, click on clinical notes. Check for the correct DR.
Click on the star; go to the right side under procedures, for restorations you will want to start with anesthetic.
Questions will pop up on the bottom right hand side, click the correct answer or in some cases multiple answers.
Once finished with anesthetic you will go to restorations, go down to restorations again click and answer the questions that pop up there. Again you may have multiple answers.
If you need to enter anything else or add other things like DR notes or complications you will need to hit CAPS LOCK and then enter the information.
Once you are finished you always have to save the information.

Once you become more familiar with the clinical notes you will love doing them. For now you will still have to write a little in the chart.

EXAMPLE: # 13 O

After you enter the clinical notes you would write it the chart, #13 O notes in computer.

This way the front desk knows what we did on that patient and if the treatment stayed the same or if anything changed.

To get signed off go into an aa account and write a clinical note for the following and have your dentist check.

• 2 carps Lidocaine 2% (1:100,000 w/ epi) block. #3 DO – amalgam. BP: 120/80. Restoration was due to caries. Bond, placed amalgam (Stratosphere) with the alternative tx: PVC or Composite restoration. No complications noted.
• 1 carp Articaine 4% (1:100,000 w/ epi) infiltrated. EXT #15. BP:122/76. N2O:O2 50/50% for 30 minutes. Tooth was extracted due to pulpal necrosis and severe caries. Alternative tx: endo, crown lengthening, post/core/PVC. The tooth was elevated, delivered with forceps and irrigated with sterile saline. Recommended 800mg Ibuprofen for pain. No complications noted.

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Team Leader Date