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:
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.
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.
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: _____________.
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:
Inside of the Staff folder, you may want to create more folders:
Inside of the Admin team folder, you may want to create even more folders:
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:
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.
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:
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.
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
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.
The five modules of Dentrix are:
Select patient – review each box, what info is available?
Review icons – quick letters, continuing care, prescriptions, office journal
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
Review each page – open, closed colors, black outlines
Look at your page – provider colors, views (day/week), notes
Review icons – locate appointment, set complete
Reports show here, can view on screen or print, then throw in trash
To Print the Schedule:
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
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:
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).
To print the schedule:
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:
To check in a new patient:
Is there anything that can be done to help you be more comfortable when working with our computers?
Office Manager Date