#4 – Charting – in Dentrix & EagleSoft

Dentrix Instructions

To Chart the Existing Treatment and Conditions in Dentrix:
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 in Dentrix:
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. Click Fast Checkout button (far right) this sends a claim to insurance and prints a statement.
7. Finally, look at Today’s Charges and write this amount in the chart in red with a checkmark
8. 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.
6. Click Fast Checkout button (far right) this sends a claim to insurance and prints a statement.
7. Finally, look at Today’s Charges and write this amount in the chart in red with a checkmark

To Treatment Plan in Dentrix:
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.

Perio Charting in Dentrix
To create a new perio chart on line 5. Enter date (defaults to today’s date)
1. Go to tooth chart 6. Click on provider and charge to you
2. Delete missing teeth 7. Click on either yellow (facial) or blue (lingual)
a. Click on missing teeth to type in numbers
b. Go to conditions 8. Make sure path: PBSL is showing so you can
c. Click on missing teeth type left to right
d. Treatment 9. Use shift keys to move left or right
e. Teeth will be removed from perio chart 10. Type in the pocket depths w/ keyboard or click
3. Click on perio icon – to bring up perio chart on numbers with mouse
4. Choose file – new exam 11. Choose file – save exam

To print a perio chart in Dentrix:
1. Go to tooth chart – if perio icon colored, charting exists
2. Click on perio icon
3. Choose file – open existing exam
4. Choose date you want
5. Choose file – printer set up – HP 2000 printer
Choose file – print – checkmark the type of charting you want to print

To change perio charting for a specific provider in Dentrix:

1. Click on patient
2. Go to tooth chart
3. Click on perio chart
4. Click on set-up
5. Click on entry settings set-up
6. Select import from file, hit ok
7. Go into computer
8. Select F drive; open
9. Select Hamal perio exam, open
10. Hamal perio exam will be highlighted; hit ok
11. Go to Script; select Hamal perio exam
12. Then will perio chart how Dr. Hamal charts

EagleSoft Instructions

To Chart the Existing Treatment and Conditions in EagleSoft:

  1. Click on the tooth chart and select your patient
  2. Select the tooth and click either the custom buttons on the side or the Services button (which allows you to choose from all the codes)
  3. Select the procedure you need for the tooth
  4. Click save

 To print a treatment plan in EagleSoft:

  1. In the tooth chart – click on the Tx plan button at the bottom of the screen (to get there from other screens, click the Tx button in the top task bar)
  2. This brings up a window that may have treatment listed – you can see the date that this treatment was pulled into a treatment plan and presented to the patient. Or, this window may be empty and if so, the question will pop up “Would you like to create a new plan?” – go ahead and say yes.
  3. This brings up a new window labeled “New Treatment Plan” – enter today’s date (for new treatment charted today) as the description (for example: 8/15/13) and click okay to close this little window.
  4. Now, you’ll see a list of all treatment proposed or accepted and you can see the dates that each procedure was entered.
  5. In the far right column, you can also see the appointment date connected with any treatment as well.
  6. You can Mark All or highlight specific procedures and Mark one at a time until you have selected the treatment you want to print. Generally, select the treatment from today’s date that was presented.
  7. Click okay – this closes this window and allows you to choose a checkbox for Print treatment plan. When you checkmark this box, then you can choose to print today’s treatment plan (or any other date as well). Or you can choose to include all items.
  8. Click okay – now your treatment plan will print. You can share this with your patient and ask if they have any questions about their treatment plan.
  9. Review the total fee, the insurance estimate and their estimated portion with the patient. This gives the patient informed consent – they can see in advance how much their next visit will cost and what exactly will be done (outside from any unexpected changes that occur during the visit, of course).
  10. Next, look at your schedule to see when you could fit this appointment in and say to the patient “I have time on Thursday, August 20th at 10am if that works for you?” Hopefully, you can schedule this appointment for the patient.
  11. Next, say to the patient, “So, your portion will be $___ – how would you like to pay for that?” – we offer a 5% discount for paying in full by check or they can pay by credit card or CareCredit. They do not have to pay in full in advance to schedule, but you do need to confirm that they will be prepared to pay a certain $ amount on a certain date.


This person has completed all online ondemand training.

This person regularly checks out & treatment plans patients.

__________________ ___________

Secretary Team Leader Date

Reviews Day Sheets and Daily Reports

This task requires reviewing the days transactions to catch accounting errors. Besides reviewing the day sheets and daily reports, you are now responsible for reviewing all the recorded charges and payments for each doctor on a daily basis.

To print a day sheet in Dentrix:
1. Go to Dentrix Office Manager, click the Day sheet report icon (looks like a sun setting)
2. Select the provider you want – you can only print one at a time, so if you’re on a doc team, you will have to print each provider’s separately (DrSm, EFD1, EMR1)
3. Select the date you want – usually yesterday (from yesterday to yesterday)
4. Click okay – this will close the day sheet window & put the report into the office manager print schedule.
5. Select the day sheet report & print

To print a Production Reconciliation in EagleSoft:

  1. From the home screen – choose Reports
  2. Select Financials
  3. Select Production Reconciliation (these are listed in alphabetical order)
  4. Click Process
  5. You can select user – but leave the default All Users
  6. Select the Provider you want – or again, you can use All Providers
  7. Select the date you want – usually yesterday. Just choose yesterday or you an select a date range below.
  8. Click Preview Report
  9. One thing to be aware of – this report will show patients grouped by provider – so you may see the same patient with a hygienist, then with the dentist.

To print a Payment Reconciliation in EagleSoft:

  1. From the home screen – Choose reports
  2. Select Financials
  3. Select Payment Reconciliation – Process
  4. Again, choose all users, providers and the date you need.
  5. Click Preview Report
  6. This report shows all payments entered and groups them by cash, checks, credit cards, insurance payments.


Things to verify:
• All charges are accurate
• All treatment is charged out to the correct provider
• No patients are left off – in your schedule, but not charged out
• All adjustments are done correctly & match the provider who did the treatment.

Things to look for are:
1. Periodic exams done by hygienists (exception: when Dr John checks- hygienists do get credit for
periodic exam)
2. Restorative ( unless hygienist is an EFDA)
3. TMJ splints
4. New Dentures and partials, crowns. (flippers plastic partials can be done by a hygienist)
5. Emergency exams – go to the doc that checked

1. Restorative ( unless assistant is an EFDA) – this goes to the doc
2. TMJ splints – goes to the doc
3. New Dentures and partials, crowns. (flippers, plastic partials can be done by a assistant)
1. Duplicate tooth numbers (Ex.-sometimes same tx can get charged out 2x- cannot extract the same tooth and do a root canal on it in the same day.)
2. Mix up between anterior teeth and posterior teeth when notating fillings and crowns.
3. Information charged out on Doctors that were not in that day.
4. Information charged out on Doctors that do not perform those services. (Ex. Dr Hamal does not do Root canals.)

If you find any problems or changes that need made, bring them to the secretary team leader or Jill who can fix them.
Can print and is accurately reviewing day sheets

__________________ ___________