#1 – Comfortable with Basics of Dentrix & EagleSoft | Dental Practice Coaching

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#1 – Comfortable with Basics of Dentrix & EagleSoft

Gaining confidence and skill with our practice management software is a major step in your career development.

Here are some of the functions we use computers for in our practice:

  1. Patient Information management
  2. Sending statements electronically
  3. Sending insurance claims electronically
  4. Managing call lists
  5. Contacting patients due for dental cleanings / treatment

When our software manages these functions, your time is freed to spend with our clients.  The computer doesn’t depersonalize, it adds many personal touches that would otherwise be impossible.

If you haven’t used dental software before, don’t be afraid.  You will be given plenty of help and encouragement.  Besides, everyone else has gone through this learning process also.  The first few months when you’re using it, you’ll be afraid that you’re going to make a mistake that will ruin things. That’s normal.  More than that, it’s good.  You can’t make a mistake that can’t be corrected.

Online Help

There is an online help manual in both Dentrix & EagleSoft that explains everything. To access EagleSoft’s help, just click on the book on the home screen desk – this brings up a new window where you can search for the help you need. To access Dentrix help, go to Dentrix.com and look up the OnDemand Training tab, there it asks you to enter your customer number and your zip code – then again, you can search for any topic you need.

Uses Word Professionally

We use Word for most of our handouts, internal forms and letters/treatment plans.  We store all these documents in our shared network drive so they are backed up daily.   The shared network drive is located at : _______________. Using My Computer, look at these files so you are familiar with where to find these documents.  As a new staff person, you can create a folder with your name to keep work related documents in: _____________.

Document Organization

Most dental practices have internal and external documents. Internal documents include training reference materials or checklists used by dentists and staff. External documents include forms and handouts that our patients receive. Each of these documents should be saved in a digital file that is backed up and is accessible by all the staff and dentists. If this doesn’t already exist, then find out from your IT company where the server is digitally and then create a file structure to save documents that makes sense for your practice.

Some folders you may want to create:

  • Staff
  • Suppliers
  • Marketing
  • Forms and Handouts
  • Statistics

Inside of the Staff folder, you may want to create more folders:

  • Admin team
  • Assistant team
  • Hygienist team
  • Hiring
  • Schedules
  • Management Meetings

Inside of the Admin team folder, you may want to create even more folders:

  • Each team member to create her own folder
  • Call lists
  • Case acceptance

If organizing your documents digitally is new to your office, then at your next staff meeting have all the administrative team members talk together about where certain documents are saved – and if anyone has documents they use on their own computer hard drive, ask them to move their documents into one of the shared drives. Then, they should delete the documents from their own hard drive to make sure that they are using and updating the shared documents.

To keep track of where documents are stored, I recommend creating a footer at the bottom of every document that includes a filename & path. Then, no matter who handles this document, they can always print another copy or find the original to edit it quickly. To insert a filename/path in Word:

  1. Save the document in the correct folder.
  2. Click Insert
  3. Click the Footer icon – this brings up a dropdown menu, choose the first option “blank” – this automatically creates a footer & moves your cursor to [type text]
  4. Click the Quick parts icon – then select Field – this brings up a new window listing all the items you can insert into your footer. If you type the letter F on your keyboard, it will take you directly to Filename.
  5. Now click the box on the right that says “Field Options: Add path to filename” and then click ok to close this window.
  6. Now you can see the names of each folder where your document is located.
  7. Next, highlight this footer and change the font size to 8 point. (Click the Home icon and change the font number to 8.)
  8. Finally, click the Header & Footer  Tools green tab (above the task bar) and then click Close Header and Footer (the red x all the way to the right).
  9. Save the document.

Quick Letters

To access Dentrix Quick Letters – click the folder looking icon labeled “Quick Letters”. This brings up the list you can merge patient info and then print. The original templates are located: __________________.

To access EagleSoft letters – right click near the patient name in the Account screen then select Sent to – In Touch. This brings up the list you can merge patient info and then email or print or both. The original template is brought up each time you select a letter.

Uses Excel Professionally

We use Excel for managing call lists, treatment plan acceptance and production goal tracking.  Again, these documents are saved in ____________. You should find and open and print our call lists.  These are located at:  _______________. You also should be able to access our production goal tracking spreadsheet located in ___________.

Create a table of data that looks like this:

Commitments Promoted
 

Jan

Feb

Mar

Apr

May

Jun

Patty        6,954        21,147          18,672        30,111       21,610        25,525
Nikea        7,150          6,000          11,150         4,300         7,800        11,800
Tara        1,145          3,638            2,000        18,271       13,870        14,193

Next, use Excel’s sum function to calculate the commitments each hygienist promoted for this half year. You should be able to do this once – and then copy that calculation to the other cells.

 

Uses Email Professionally

We have email on the following computers: _______________________. Your job is to manage the office email account: ___________________.com. You should open the Microsoft Outlook program every morning and it should stay open all day. You should click send/receive regularly to check for incoming email (and e-faxes). As these come in, you determine if they are junk or real. If they are junk, then delete them. Junk includes all pharmaceutical & dating ads and other obvious sales attempts. Real includes responses from patients and other requested dental information. If you are unsure if something is real or junk, just forward the message to the office manager or dentist and they will handle it. Don’t print the emails unless you absolutely have to.

Goals with email

  1. Keep your inbox as empty as possible.
  2. Respond to patients right away
  3. Save emails in folders as needed
  4. Forward emails to other staff as needed.
  5. Create and send email

If you want to save an email, then drag it from the inbox into the folder you select. You can create new folders by right clicking on the folder & select “create new folder”.

Email addresses for staff in the office: ________________________

To send a file to another person via email

There are two ways to send files – depending on whether the recipient is inside or outside the office.

The first is for internal (sending from one staff to another with the same extension). Create the new email and type the content. Then click on the icon for “insert hyperlink” and then click on the document you want to send. If you have just been working in this document, the fastest way to find it is to click on “Recent Files” – usually it is at the top. Or you can follow the path to select it as well. This will show up as a blue underlined phrase that your recipient can click on and the document will automatically open. Just click send email as usual.

The second way to send a file for external (example: from the office manager to vendor). Create the new email and type the content. Then click on the word “Insert” and select File and then click on the document you want to send. If you have just been working in this document, the fastest way to find it is to click on “My Recent Documents” – usually it is at the top. Or you can click on My Computer and follow the path to select it as well. This will show up as a document just below the Subject line of the email. Just click send email as usual. The recipient will double click on the document showing as an attachment to open it.

 

Manage your inbox

You should keep your inbox as empty as possible – only keep the emails you need to remind you of something. However, your goal is for your inbox to be empty – that way you know which emails are new and need to be dealt with. Create a handful of saved folders for emails you may need again. For example, you may want to create one called Vendors and one for Labs.

To delete emails from your inbox – click delete – and then this moves the emails into the Deleted Files folder. Every few months, go ahead and empty these deleted files. To empty this – right click on the Deleted Files and select “empty deleted folders”. Do not do this any more frequently than once every 6 months or when you have over 300 emails in that folder.

To search your email for one you “lost” – Look in the gray task bar right above your Inbox. It says “Look for” and you can type in the subject that you want to find (usually one word) then on “Search in” and select “Search in All Mail Folders” and then click “Find Now”. This will bring up a list of all the emails usually listed most recent date first that you can look through to find the one you want.

If you send something to several people (maybe to all the doctors) you can create a distribution list. To create a distribution list, click on Tools, Address book – this brings up a window. In this window, click File, new entry, new distribution list, okay. This brings up another window and here you can Select Members (these are folks you already have emails for) or Add New (to add new people’s email addresses). Once you have everyone added, enter the name of this list and click Save & Close.

Introduction to Dentrix

The five modules of Dentrix are:

  • Tooth Chart – Treatment Planning and completed treatment are entered here.  This includes Clinical Notes – Record of calls made to patient in regards to their treatment or unscheduled treatment or a how feeling call.
  • Family File – All the pertinent information is kept for each client.  This is the screen where information is entered and changed, then updated.
  • Ledger – Shows all the transactions that have been posted to the patient’s account and are a permanent part of their record.  None of this information can be changed. This includes G-Notes – Record of calls made to patient in regards to regular recall, billing, rescheduling, etc.
  • Appointment book – All appointments are scheduled here.
  • Office Manager – Reports are assembled here.

Family File

Select patient – review each box, what info is available?

Review icons – quick letters, continuing care, prescriptions, office journal

Ledger

Review the information for an account (red = personal pyt; black = treatment; green = insurance payment; blue = insurance claim

Review each box – aging, payment agreement, today’s charges

Review icons – especially the last 4

Appointment Book

Review each page – open, closed colors, black outlines

Look at your page – provider colors, views (day/week), notes

Review icons – locate appointment, set complete

Office Manager

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:
  4. Print day note
  5. Print perfect day
  6. Print amount
  7. Click Print

You must repeat these steps for each Dr. /Hygienist schedule you would like to print.

To Check your Production:

Open the appointment book module and look at the day and providers you want

Make sure the colors in your column are exactly the same – if not, you will not get credit for the treatment

Look in the top right corner of the page – the number listed shows production for the day.

To check patients in:
Review this with a team member

  • Click on the appointment and choose Status: here (it will turn the side of the appointment blue)
  • Scan and save updated health histories into the document center

Introduction to EagleSoft

The home screen in EagleSoft looks like you’re sitting at a desk. If you press F2, labels will appear on all the items that have links to take you to the major screens where you work in this program. These are:

  • OnSchedule – for scheduling appointments
  • Clinical – for clinical exams and viewing images, treatment planning is located here
  • TimeClock – to clock/in out
  • InContact – to send letters to a group of patients
  • SmartDoc – to save documents digitally

One of the best things about EagleSoft is the ease of moving to different screens. For example, you can chart new treatment from the OnSchedule page, from the home screen and from the clinical screen. It’s easier to think about the functions you need to accomplish and learn where these are located. There are different icons/tabs at the top of each screen – home screen, OnSchedule and Clinical. Look through the top task bar on each to see the differences.

To look up a patient or enter a new patient – Either go to the home screen and select the Person icon (top left) or Go to the OnSchedule and select Edit patient (the icon middle screen top).

OnSchedule

  • Click on a date in the calendars to take you directly to that day and see the patients scheduled
  • You can see the columns for hygienists and the dentist working with a primary assistant and EFDA
  • The appointment search icon (looks like a red target) is used to find a patient’s next visit date.
  • The QuickFill icon brings up a list of patients that can be used to fill the schedule
  • The account tab allows you to see the ledger of treatment performed and payments made – you can click on a patient’s appointment once and then click on account to see that patient’s ledger. If you click in an empty space in the schedule and then click on the account tab, you can select your patient here.
  • Walkout – you can get here through the account screen also – this is used when a patient has completed their visit and we add the procedures into a “walkout statement” so they can see what was completed today.
  • Claims – this is where electronic claims are sent daily
  • Lab tracking, prescriptions, treatment planning – used by the clinical staff
  • SmartDoc – again, click on a patient’s appointment and the SmartDoc icon to see the documents saved digitally
  • Reports – Can get to this through the home screen also
  • Memo – click on a patient’s appointment & Memo to see a summary of their insurance benefits entered manually
  • Medical history – click on a patient’s appointment & Medical history to see their health history
  • Patient history – click on a patient’s appointment & then patient history to see all the charges ever entered for this patient
  • Patient registration – to print a form that patients can use to update their contact info (address, phone, email) and their insurance info
  • Check eligibility – click on a patient’s appointment & then check eligibility to electronically connect with their insurance plan (not all are able to be checked this way) and download a verification of benefits
  • Chart – where the clinical staff documents existing treatment completed and future treatment proposed
  • Clinical exam, Perio exam, PSR – used by the clinical team
  • View Images – click on the patient’s appointment & view images to see photos & xrays and send electronically to referrers or insurance

To print the schedule:

  • In OnSchedule, Select File, Print – this brings up a window where you can select the start & end time
  • Confirm the times will include all the appointments on the day – click ok.

To see your production for the day:

Click the M icon in the task bar – stands for Month at a glance – this will show you the scheduled production for each day. D – Day at a glance is the normal view of the schedule where you can see the patients appointments for the day. W – Week at a glance shows one week and is used to quickly find open time.

To check a patient in:

  1. Patient signs in at the front desk
  2. If the practice uses a sticker – pull that patient’s sticker with their signature and place it onto the matching router (the back side of the router has the patient’s name). Generally, restorative patients are kept on the right side and hygiene patients are kept on the left. Be sure to select the correct route sheet. Put this router on the desk for the clinical person to grab when they come up to seat the patient.
  3. Find their appointment and right click and select “Set Next Arrival Indicator” – this turns the yellow ball in the appointment yellow and tells the clinical team that the patient has arrived. The clinical staff will come get the patient and upon seating them, will double click this yellow ball in the appointment and select “in chair”.

To check in a new patient:

  1. You’ll know a patient is new if their name is in white. Existing patients names are in black letters.
  2. Follow the same router process as above
  3. Right click on the patient’s appointment and select “Send patient to fast check in” and select okay – this sends a health history, registration forms and finanical consent forms to the iPad. Hand the iPad to the patient and ask them to answer the questions.
  4. When the patient is finished and hands the iPad back to you, click Edit Patient, Medical history – and make sure that everything is checked off. This also automatically puts this document into SmartDoc.
  5. If for some reason the iPad isn’t working – or not all the documents come across, then give the patient a paper version of these forms – and scan them into SmartDoc.

Clinical

  •  Patient, Deselect patient icons at top
  • Clinical exam – to document a clinical exam in several characteristics
  • Chart – where the clinical staff documents existing treatment completed and future treatment proposed
  • eRef Wizard – To refer a patient to a specialist and include instructions and images
  • eRef Mgr – To track multiple patients referral statuses
  • Perio, PSR – gum charting by clinical staff
  • Note history – select a patient & click note history to see all notes for this patient
  • Vw images – to see photos & xrays and send electronically to referrers or insurance
  • Medical history – to see their health history
  • Post Proc – this is where clinical staff make their procedure notes and post them to the notes history
  • LiveHelp – can get here from home screen to electronically ask a question from tech support
  • Messenger – To send messages between staff that pop up on screen. Can get there from OnSchedule by clicking the lower task bar and selecting Messenger
  • Timeclock – to clock in/out

Home Screen

  • Person – to select a patient
  • Account – to see a patient’s ledger
  • EOD – to process End of Day
  • SmartDoc – to see the documents saved digitally
  • TxPlan – to see existing tx plans for a patient (or to create a treatment plan of proposed treatment)
  • Recall Wizard – To send recall postcards to patients due for their dental cleaning
  • InContact – To see the list of patients you need to contact to schedule
  • Claims – to send all the electronic insurance claims
  • Reports – to run reports
  • OnSchedule – to see the schedule
  • Snapshot – to see the number of patients seen and financial status of the practice at this minute (will change the next minute!)
  • LiveHelp – to electronically ask a question from tech support

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

_________________________                                  ________________

Office Manager                                                          Date