The key to your success as a hygienist is your ability to motivate your clients to return at regular intervals for recall appointments. You’ll accomplish this by being technically competent and establishing a good personal relationship with each client.
One of the best ways to ensure your success is to personalize your recall message to your clients.
When you complete the appointment, fill out the treatment sheet. Decide on a motivational note that makes the most sense for your client. Tell them what you believe is the primary reason they should return and at what interval. When the computer cards come to your clients, it will reinforce what you told them.
Review the dentrix modules: Family file, Ledger, Tooth Chart, Office Manager. As a hygienist, you will spend 95% of your time in the tooth chart.
To Print the Schedule in Dentrix:
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 check marked:
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.
Tooth Chart Ideas for Dentrix
1. Perio Charting – Click on the Perio icon
2. Primary or Permanent Teeth or Mixed Dentition – you can select Prim/Perm on the taskbar
3. Graphic Chart for patient with gum problems – In the perio chart, click on Options, then Graphic Chart to show difference between their gum line (in blue) and where the gum line should be (in burgundy). You can zoom in on a section – in Perio chart, click options, Quadrant Zoom (this will bring up a magnifying glass) then click on the area you want to see. You can also print this chart for the patient to take home.
4. Medical Alert – if the patient has an alert the cross icon will be red – always check this and add medical alerts.
5. Clinical Notes – if you want to add special notes for this patient
6. Procedure buttons – hygienists can choose the procedures they do most often
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.
How to set a “flag” a patient (alert) in Dentrix:
1. Double click on patient you want a flag on
2. Click into patient info.
3. Click on flag on upper rt. Side of tool bar
4. Determine date for flag to appear in computer/patient (start end vs. always)
5. Click onto description and give explanation for flag. (ex. Recall)
6. Click onto note and give further information if necessary (ex. 4u prophies)
7. Click on cont. care, create new appt., & family file in box or rt side – they should turn blue
8. Click on show symbol (flag) on appt. under options
9. Click OK
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 ok
5. When it asks if you want to create a new continuing care appointment say NO, since we do not prebook hygiene appointments.
6. Go to the Ledger
7. 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.
1. Make sure you are listed as the provider and appointment length same as original. Click Okay.
2. Now click blue checkmark (Set Complete). Go to ledger.
Set the correct Continuing Care details / Set Commitments:
So that the next time you schedule a cleaning for this patient, it will default to the correct time, set it right now:
1. Select patient in family file
2. Double Click the Continuing Care box
3. Double click on the patient, then type of recall (or commitment) – this will bring up the default settings for this patient’s cleanings
4. Click on the specialist box, then choose your name from the list
5. Click on the time box – this will bring up a screen for you to set the amount of time needed. Make sure all the boxes have an X in them. Click okay and okay again to close the default setting screen.
6. Click okay to close the Continuing care screen.
To Schedule Cleanings:
1. Open appointment book module
2. Double click the time you want to schedule the appointment in your column. Select patient. This will bring up a screen to enter what treatment you are scheduling.
3. Click continuing care button and if a date shows up in the box, highlight it and then click okay.
4. Select provider
5. Click Initial box and choose Periodic Ex and Prophy-Adult or Prophy-Child
6. Set length of appointment – Dentrix defaults to 45 minute cleaning. You may need to adjust the time.
7. Select your name in the staff list.
8. Click okay
It is important to click the continuing care button (step 2). This will attach the continuing care appointment to the cleaning appointment you are setting. This lets the computer know that this patient has an appointment for their continuing care (recall) – so when you pull up the list of patients due for recalls, it will know those patients with appointments scheduled (if you have attached their continuing care to the appointment) so you will know not to call them again. This saves tons of time since you don’t have to look in the appointment book before calling each patient to make sure they don’t already have an appointment. Obviously this is a very important part in managing our recall system.
To Schedule Whitening
1. Double click the time you want to schedule the appointment in your column. Choose the patient you need to schedule, click Ok. This will bring up the appointment information screen.
2. Select the yourself as the provider
3. Click the “Tx” box, click “new”
4. Use the “multi codes” to schedule – choose Whitening. Then click Add at the bottom of the list.
5. Then click OK/Post
6. Click Tx and highlight “Whitening Both Arches”, click close, then click Ok
7. Verify amount of tx time, select your name in the staff list, click Ok
8. If you would like to schedule the next appointment, move ahead in the schedule and double click on the selected time.
9. Choose the provider again, click Tx and highlight “Seat Whitening”, click close, click ok, then schedule the appointment.
To Schedule STM’s: (refer to secretaries)
1. Go to the appointment book, find a time and double click to set the appointment then choose the patient you need to schedule click Ok this will bring up the appointment information screen.
2. Select yourself as the provider, click the “Tx” box, then click “new’ box.
3. Use “multi-codes to schedule, select STM you want to schedule, click “add” at the bottom of the list then “Ok/post”
4. Click “Tx” and highlight proper codes, click close, then click “Ok”
5. Verify amount of tx time, select your name in the staff list, and click “Ok”.
6. To schedule next appointment continue with step one.
To schedule sealants in Dentrix:
1. Open up tooth chart, select patient, click on “file” and “Change Provider” then pick your name.
2. Select the tooth/teeth and then click the preventive box, choose sealant, Ok then “Tx” key
3. Open the appointment book module – switch to the correct view to see openings by using the function keys.
4. Double click the time you want to schedule the appointment, click the Patient Icon, click Ok – this will bring up a screen to enter what treatment you are scheduling.
5. Select the Provider. Click on the double arrow button beside Procedure, choose the treatment you are scheduling for highlight and click “close”.
6. Select the length of the appointment – make sure all the boxes have an X in them.
7. Make sure there is an amount filled in
8. Click the staff button and select your name (to show who made the appointment)
9. Click ok – this will put the appointment in the calendar and take you back to the appointment book
To enter actual treatment in place of an emergency exam:
1. To move the appointment to the doctor’s page –
a. Click the appt & drag to pin board, then drag to the open time on his page.
2. Double click on the appointment
3. Click on the emergency exam to highlight it
4. Click delete
5. Click Add Tx button, then click New Tx, then click Procedure & select the Tx
6. Type in the tooth #, the surfaces, change the provider, then click Add, then Click Ok/post
7. Highlight the treatment and click close
8. Confirm that the time is still 2 units
9. Click okay- then you can check out as usual
To enter actual treatment in place of other treatment:
1. Double click on the appointment
2. Click Tx, then double click the Tx you want deleted
3. Click delete and okay
4. Then, to add new treatment, click New Tx, then click Procedure & select the Tx
5. Type in the tooth #, the surfaces, change the provider, then click Add, then Click Ok/post
6. Highlight the treatment and click close
7. Confirm the time is the same
8. Click okay – then you can check out as usual
To set 5 year review:
1. Click once on appt.
2. Click once on set complete arrow
3. Click on set complete to change the procedure out
If you need to add another procedure after the account is charged out: Someone with deleting power must delete insurance before new Tx can be sent to insurance.
1. Click once on appt.
2. Click once on the ledger
3. Double-click on ins. Line
4. Go to file – delete – yes
5. Go to u ansaction – enter procedure
6. Click on procedure arrow box and choose procedure
7. Click on add – click on OK post
8. Recharge the procedure out to insurance
To enter a Commitment:
1. Click once on the appt.
2. Click once on the family file
3. Double-click on the cont. care box
4. Highlight the commit line
5. Click once on “set”
6. Move the cursor to the motivational note box and type in the type of commitment (ex: 5-year review)
7. Click on “ok”
Notes in computer for clients that NEVER want treatment – set patient flag in Dentrix through family file.