#21 – How to Schedule using Dentrix & EagleSoft | Dental Practice Coaching

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#21 – How to Schedule using Dentrix & EagleSoft

  1. Terminology/Concepts
  2. Cleanings
  3. Emergencies
  4. New Patients
  5. Scheduling Treatment

Terminology/Concepts

  1. Room time – We schedule rooms, not people.  You can’t schedule 2 people in the same room at the same time.
  2. Dentist time – Your goal is a full day (no holes) with the fewest longest appointments possible.  When you can schedule all treatment at one appointment rather than 2, you save /confirmation call, /room set up/ teardown and lots of running around.
  3. Second column assistant – This is a level 3+ assistant who can perform many dentist duties (mainly take x-rays, see emergencies, take impressions and do follow up care on crowns, bridges and partial dentures.
  4. Expanded function dental auxiliaries – These assistants have passed a state/national exam to become certified, one year of evening classes at our local College, and a state board exam to be able to place fillings.
  5. Anesthetic time – For many (not all) clients the dentist will request 15 min. to anesthetize a client while he is finishing another appointment.  Then by the time he finishes client “A”, client “B” is completely numb and he saves 15 minutes of waiting for the numbness.

Appointment Book

Okay, let’s look at the appointment book.  For each doctor, on each separate “page”, there are several columns, and each doctors’ hours are outlined in black. Each “producer” (doctor, hygienist, or assistant) is given a column.  Each “producer” can only be in one room at a time, so even though the “producer” may be in room #7, #12, or #3, it doesn’t matter.  What does matter is that the time the “producer” is with the client is “blocked out.”  This means that when you give this time to one client, you won’t give it to a second one.  When this happens it’s called “double booking.”  This is the quickest and best way to become hated in a dental office.  It will happen occasionally while you are learning, but try to avoid it at all costs. Booking two clients for treatment at the same time by the same producer is a major headache!

Many dentists use a scheduling approach using X’s and /’s along the side of an appointment. An X means this unit requires a dentist’s time. A / means this unit requires an assistant or EFDA’s time. If your dentist uses this approach – then, don’t schedule a second restorative appointment during the X time. It is the dentist’s responsibility to set up the Xs and /’s for each type of appointment – the dentist will enter how long she wants for each procedure and how much time she needs and how much time her assistant needs with the patient. Often, there will be an X during the first unit of the appointment – this is so that the dentist can give anesthetic to the patient. Usually, there will be a / for the next 1-2 units – this is time allowing the patient to get numb. Then, you will see some X’s and afterward some /’s. The X time here is often for the preparation (of the crown or filling) and the / time is for the assistant to make the temporary crown or the EFDA to place the filling. As you are learning to schedule – check with the dentist’s primary assistant to make sure the timing looks right.

All appointments are booked in the computer. You can set up a separate page to view certain dentists or teams. Some small offices may prefer to have all providers on just one screen. Look at your appointment book to find how it is setup:

Page 1 (F1) is Dr. ____________

Page 2 (F2) is Dr ____________

Page 4 (F3) is for all the hygiene appointments

Page 5 (F4) is for Dr. ____________

Etc.

Each line in the computer represents a unit of time – usually 15 minutes.  The patient’s name, type of treatment and if they are a new patient (N.P.) is entered in the computer plus the amount of time that client requires.  The patient’s phone number is pulled up on the screen when you enter his/her name ‑verify with the patient that the phone number is correct.

If the patient is new to the practice, you will enter him or her into the family file (Dentrix) or person (EagleSoft) section of the computer ‑ be sure to get the correct spelling and the correct home and work phone numbers.  The rest of the information can be completed when the patient comes in for his first appointment.

Each of the dentists need a different length of time to accomplish the same procedure.  If you are going to schedule a procedure with a doctor other than the one who asked for a given amount of time for a procedure ‑ check with that doctor to confirm how much time s/he needs. Fill the day top down or bottom up – meaning, that you only offer the appointment times beside other appointments, not in the middle of a day’s open time. Try to avoid chopping up the day with holes.

Dentists and their staff tire out by the end of the day.  Schedule the long, difficult appointments as early as possible during their day. Don’t schedule clients into lunch, past the normal end of day or in huddle time, unless you get permission from the dentist. Early morning dentists who normally start seeing patients at 7:45am and huddle at 7:30am, often like a first morning anesthetic time scheduled at 7:15 (this allows the patient to be seated and injected with anesthetic before the doctor’s morning huddle with staff which lasts 15 minutes, during which the patient is getting numb, then when the meeting is finished, the patient is ready for treatment).

Always try to schedule the hard to fill times first.  This is usually 10:00 – 2:30.  Always offer 2 times and offer benefits to the client to use these times.  (get in quicker, etc.) Fill the times before 10:00 before leaving for the day.  If nothing else, move emergencies up (one every 15 minutes).  If someone needs a filling, check with the dentist and project the amount of time needed to place the filling. Don’t leave 1 unit spaces between appointments.  This is lost time.  When the appointments are confirmed, you can ask the client to move up or down 15 – 30 minutes without usually disturbing them.

Don’t worry about filling in the assistant’s column.  Open spaces can be filled in with emergencies during the day.   If it doesn’t fill in, the assistant will work on other projects.  This is not wasted time. This schedule is the heart of the practice. It will be copied and  posted throughout the office.  The skill and accuracy used to create this schedule will determine how smoothly the day flows. Each doctor and that doctor’s team is given a separate page in the appointment scheduler.  If Dr. Smith’s client needs an appointment, then by placing the client’s name in his appointment schedule makes sure he will see this client.  There is a separate designation for “EFDA.” This means “Expanded Function Dental Auxiliary.” This staff member has spent several years as a dental assistant, completed 9 months worth of college training, and passed a state board exam so that she can do 50‑60% of what a dentist can do.  The third “producer” in the dentist’s team is the chairside assistant.  She may see a few emergency clients, but she will usually work directly with the dentist.

Procedures you should schedule in the EFDA column: (These will be tracked to measure the EFDAs productivity.)

  1. All xrays
  2. Temporary crowns
  3. Sealants
  4. Fillings
  5. Indirect pulp caps

For example – to schedule fillings with an EFDA – the dentist will have an “empty” appointment, just type “prep fillings” in the dentist’s schedule and enter the treatment into the EFDA schedule. For crowns – schedule the crown in the dentist schedule and type “temp crown” in the EFDA schedule. Sealants – 100% of this appointment can be scheduled with the EFDA

Spell correctly when entering the client’s name, so you will find the correct client.  Watch for an asterisk after the name, this means we have two (or more) clients with the same name.  This avoids major confusion. Here are a list of other symbols we use after a patient’s last name:

+  (Tom Jones+) – the plus means the patient needs to be pre‑medicated

* (Tom Jones*) – means we have another pt/s. by the same name

zz space before last name (Tom zz Jones) means this is an ortho account

BOTH NAMES ALL CAPS (TOM JONES) means this patient has a PPO insurance plan (HealthPark Dentistry only)

HealthPark uses these symbols so you can see at a glance either in the family file or appointment book what type of patients you have.  You can only schedule within the time blocks set up in the computer. We use Dentrix’s block time feature to set up time blocks for when each provider is open for appointments. These are the outlined black boxes that show when each provider is in. Assisted hygiene are blue, unsupervised is green and EFDA’s are red.

When you make an appointment with a client, be sure to give them an appointment card as a reminder.  Also ask if the client would prefer to come in sooner if an opening occurs.  If so, add their name to the “ASAP List.”

Each doctor and EFDA probably needs a different length of time to perform a procedure.  It is the doctor’s responsibility to find out how much time their teams need for these specific procedures.  In time, you’ll learn these times.  Don’t bother memorizing them.  When a client calls, there are only a few ways scheduling can occur. This section will explain how to schedule each type of appointment.

There is an art to scheduling appointments.  When you do this correctly, the office flows smoothly.  When you mess it up, everything stops and the office “stresses out.”  Here are some frequently asked questions:

What is a “unit”?  The appointment book is divided into blocks.  Each block or unit is 15 minutes. (it can be set to 10 minutes also)

What does is mean when it says “allow hygiene check time”?   When a dentist is scheduled to check 2 hygienists, he needs to be “blocked out” for 15 minutes each hour.  Since it takes 5‑6 minutes for the doctor to examine a hygiene client, this allows the doctor to stay on schedule.  When you make an appointment that would include one of these times noted on the top of the page in the scheduler, allow an extra unit for the procedure you are scheduling.  For example if you need a 4 unit appt, and need hygiene check time, you would schedule 5 units for that appt in the scheduler and enter HCT (hygiene check time) on a line after the procedure is entered.  If the appointment is long enough, you may need to allow more than one unit extra.  Be sure to mark HCT and the times it covers.

Anesthetic time ‑ Many areas of the mouth don’t get numb immediately.  The doctor will excuse him/herself from the client currently being treated and anesthetize another client.  This is done 15 minutes before the second client’s actual appointment time with the doctor.

Schedule from top down or bottom up.  If you start in the middle of a half day, you make it impossible to schedule long, productive appointments. Cancellations and no-shows should account for not more than 4% of the scheduled time per week.

Hints and Tips on using the Appointment Book / OnSchedule

Always check to make sure you have the correct client.  We have several clients with the same names. If client is new to the practice, BE SURE TO ENTER HIS/HER HOME AND WORK PHONE NUMBERS IN THE COMPUTER, and the correct spelling of their name when you enter them in patient information. At the end of every phone conversation when you schedule an appointment, ask the patient “Would you like to give me your email address so you can receive an email confirmation of this appointment and schedule future appointments online?” – then enter the email address in the Family File in Dentrix or the Person section in EagleSoft.

When starting to schedule a new day start from one ends or another and avoid leaving holes in the center of the day. Why we like one long appointment rather than a series of short appointments: Much less confirming, office traffic, etc. Dr. can be more efficient ‑ people not in and out of rooms all the time. There are usually 21 procedures every time a doctor sees a client.  One long rather than two short cuts this in half. If the doctor is running more than 15 minutes behind schedule, call the next client and allow them to come 15 minutes late to avoid a long sit in the reception room.

When a client is scheduled for an appointment of at least one hour, tell them how long the appointment will be at the time you schedule the appointment.  This allows them to make arrangements for babysitters, etc. If the client’s treatment is completed and you have everything arranged for their next appointment and they want to spend the next hour talking with you, talk with them for 1‑2 minutes, then say something like “Gosh I’ve enjoyed talking with you Mr. _______.  I need to tell the doctor about a call he needs to return.  Have a great day.”

If a client needs a series of appointments, they should be recorded by the doctor on the green treatment sheet.  Schedule one and project the second into the book at the time of day that the client prefers.  That way when they come to the front desk all you need to do is hand them their next appointment card at the conclusion of an appointment and project another appointment.  Write the date of the projected appointment in the book below their name.  This way you won’t have to hunt for the projected appointment.  Try to make projected appointments the same time of day and week.

Lower teeth and all back teeth need an extra 15 minutes to get numb.  The client is scheduled 15 minutes early for this.  Doctor will slip in, quickly anesthetize, and return to another client.  S/he will return 15 minutes later to begin treatment during the time you blocked out. Some people are always late for appointments.  Learn who they are and always appoint them 15 minutes early (before they are actually scheduled)

A client of record is moving away from our area.  First, tell them how sorry we are that we won’t get to see them any more.  We have a letter that will help them pick a new dentist.  Print this letter for the dentist to sign.  Finally, give the chart to doctor.  S/he will tell you what information to throw away, what to keep,, and what to copy and give to the client.

Our welfare clients are never given evening (after 4 pm) or weekend appointments.  These times are reserved for our working families.  Any time a welfare client fails an appointment with less than 24 hours notice, s/he is placed on our “broken” list.

Tooth chart – Buttons and what each heading stands for:

  • Diagnostic – to diagnose tx –exams x-rays
  • Preventive – to prevent tx or decay – cleanings, fluoride
  • Restorative – to fix or restore – fillings, crowns
  • Endodontics – root canals, pulpotomies
  • Periodontics – gum disease –STMs
  • Prosthetics removable – appliances that can be removed –dentures partials
  • Maxillo fixed – pertaining to the jaw- splints
  • Implant Services – Implants
  • Prosthetic fixed- appliances that can not be removed –bridges
  • Oral surgery- extractions, IV sedation
  • Orthodontics – braces

There are only 4 ways to schedule a new patient for family dentistry:

  1. Cleaning (Prophy) with a hygienist
  2. Cleaning (Prophy) with a Pediatric assistant
  3. Emergency exam (with an assistant)
  4. Comprehensive exam (with the doctor)

B. Scheduling Cleaning Appointments

 Cleaning Terminology:

Prophylaxis – The professional cleaning of the teeth to remove all accumulated plaque, calculus, and stains.  HealthPark: Adults 3u, New Adults 4u, Children 2units (new 3units)

Periodic Dental Exam – Done in conjunction with a Prophy.

Pano – Panoramic X-ray – Full radiographic picture of the whole mouth.

CMX – Separate radiographic pictures (x-rays) of the teeth to show the full mouth, used as a diagnostic tool.

BWX – decay x-rays of back teeth – usually taken in conjunction with a prophy.

PA – Periapical x-ray designed to show root area of specific tooth.

**Any time you begin to schedule an appointment the 1st place you should start is by pulling up their name in the “family file”. You should first verify their:   Address,     Phone #’s  and Insurance plus Continuing Care Date if they have dental insurance they must be scheduled on or after that date. Also, you must check for other family members that are due for a cleaning & offer to schedule them as well.

Recall patients – Not New Clients

HealthPark times:

Schedule times for adults: 45 minutes or 3U standard (4U if flagged for 4U prophy)

Schedule times for teenagers (ages 12-18): 30 minutes or 2U

Schedule times for children: 30 minutes or 2U

Schedule times for overdue prophy: If patient is past their due date by double their recall in interval, give 1 extra unit (3U child, 4U adult). Example: If they are on a 3 month recall and it has been over 6 months, give 1 extra unit; 6 month intervals would need an extra unit if it had been 12+ months; 12 month intervals would need an extra unit if it had been 24+ months.

Other common recall scheduling times:

Recall adults: 1 hour

Recall teens: 1 hour

Recall children: 30 minutes

Cleaning (Prophy)

Adult – Age 18 and up (Teenagers ages 12 – 18 can only start with a cleaning/exam in this practice, they are not eligible to start as a comprehensive exam)

Adult –Scheduling the cleaning/exam

Find an opening in the hygienist’s column and double click

Dentrix instructions:

  • Select patient
  • Click continuing care button and if a date shows up in the box, highlight it and then click okay.
  • Select provider
  • Click Initial and choose Prophy – Adult and Periodic Exam
  • Set length of appointment – 45 minutes
  • Select your name in the staff list, or type your name
  • Click okay

EagleSoft instructions:

  • Select patient 
  • Select appointment type – Adult recall (this will auto set the duration of the appt)
  • Select hygienist for Chair
  • Click the services tab – then Add service and select 0120 periodic exam and 1110 prophy and click Use
  • In Prefix, enter your initials
  • Click Save 
  • Once your appointment is created, make sure it is lasts the right amount of time – you can drag the bottom of the appointment to stretch or shrink it

New Adult only wanting a Prophy (add 1 unit = 4 units)

Periodontal Maintenance

(4910) Similar to prophy; however, continuing care box says Perio Maintenance (always 4 units). Some patients may call and state they need to schedule their cleaning, when they are really due for a Periodontal Maintenance appointment. Scheduling this type of appointment is discussed later in this section.

  •  Find a 1 hour appt. in the hygienist’s column and double click
  • Select patient
  • Click continuing care button and if a date shows up in the box, highlight it and then click okay.
  • Select provider
  • Additional Tx – Click perio box  and choose Periodontal maintenance
  • Select your name in the staff list, or type your name
  • Click okay

To schedule Perio Maintenance in EagleSoft

Select patient
Select appointment type – Perio
Select hygienist for Chair
Click the services tab – then Add service and select 4910 Perio Maintenance and click Use
In Prefix, enter your initials
Click Save
Once your appointment is created, make sure it is lasts the right amount of time – you can drag the bottom of the appointment to stretch or shrink it

How to schedule Perio maintenance in Dentrix

When a patient calls to set up their regular recare appointment, you should pull up their family file on the computer, In the continue care box, it will specify that they are a perio maintenance patient, or a regular prophy. Next, you should double click on the continue care box.  Once the next continue care screen pops up, you will see a provider column on the far right side. This will specify the hygienist that the perio maintenance patient should be scheduled with.  Finally, a perio maintenance appointment should always be set up as a  4 unit perio maintenance appointment.  When scheduling the  4 unit  perio maintenance appointment, you can find the perio maintenance code by clicking  add tx, new tx, procedure, periodontics, and then D4910 perio maintenance located toward the bottom of the scroll box.

Child 12 and under  – Cleaning and exam (can only start with a cleaning/exam in this practice, they are not eligible to start as a comprehensive exam unless referred by a  Dr/Dentist to the pediatric dentist, then they can have a comp exam.)

Age 12 – 18  (Teenagers ages 12 – 18 can only start with a cleaning/exam in this practice, they are not eligible to start as a comprehensive exam)

Child Prophy (Code 1120) with a Hygienist

  • Find a 30 min appt. in an assistant’s column then double click
  • Select patient
  • Click continuing care button and if a date shows up in the box, highlight it and then click okay.
  • Select provider
  • Click Initial and choose Prophy-Child/Periodic exam
  • Set length of appointment – 30 mins
  • Select your name in the staff list, or type your name
  • Click okay

New child Prophy with hygiene ( add 1 unit = 3 units total)

To schedule new children under age 12 siblings with a hygienist: 3U

Pediatric Prophy scheduling

 Guidelines for scheduling Children under 6  schedule before 1:00 pm for treatment because they will be more rested and handle the appointment better.

If you are appointing a child for a general dentistry appointment, add two more benefits of the morning appointment.

a. The child is more rested and will be more accepting of dental procedures.

b. They haven’t spent the day with the other children listening to “war stories”, jokes, and other fear/anxiety promoting antics from their “friends.”  Sometimes the child is a “basketcase” by 2:00 in the afternoon when they have been subjected to a full day of fear built up at school.

Dentrix instructions:

  • Find an opening in an assistant’s column then double click
  • Select patient
  • Click continuing care button and if a date shows up in the box, highlight it and then click okay.
  • Select provider
  • Click Initial and choose Prophy-Child / Periodic exam
  • Set length of appointment – 45 mins
  • Select your name in the staff list, or type your name
  • Click okay

EagleSoft instructions:

  • Find an opening in a hygienist’s column then double click
  • Select patient
  • Select appointment type – Child recall (this will auto set the duration of the appt)
  • Select hygienist for Chair
  • Click the services tab – then Add service and select 0120 periodic exam and 1120 prophy and click Use
  • In Prefix, enter your initials
  • Click Save
  • Once your appointment is created, make sure it is lasts the right amount of time – you can drag the bottom of the appointment to stretch or shrink it

To schedule new children under age 12 siblings with a pediatric assistant: 5U and put them into the same column.

How to schedule cleaning for full denture patient

2 Units with the Dr’s second column schedule as a periodic exam

How to schedule for implant denture patient

             2 Units with hygiene schedule as a mini cleaning (code 1110)


Scheduling Assisted Hygiene

 Assisted hygiene is an effective way to increase productivity and treat more clients during “prime times.”  Assisted hygiene should be used for regular recall care for adults and children over the age of 12.  If the assistant is in Level 3 or over, PC (6 and older) age children may be added to the schedule.

When a hygienist uses an assistant, they will work out of two rooms.  Use 2 adjacent columns in the computer schedule.  To schedule adults, schedule 1 unit in an operatory next to the hygienist you’re scheduling for, before the hygienist sees the client.  2 units should now be put in the hygienist column at the end of the unit with the assistant.  Since there is no code for asst. time – type in “Smile” under appointment description.

To schedule assisted hygiene

  1. Double click in hygiene column
  2. Enter patients name, click ok
  3. Click on initial box-click on periodic exam and prophy-adult or child
  4. Click on Staff-pick your name
  5. Click on appt. length-30 minutes for adult, 15 minutes for child
  6. Click on provider-select hygienist
  7. Click on column next to hygiene assisted 15 minutes before the appt.
  8. On appt. description type the word SMILE
  9. Repeat steps for staff, provider, and change appt. length to 15 minutes

What can be scheduled during Assisted Hygiene:

A) Adult (1 unit assistant 2 units hygienist)

B) Children (1 unit assistant pc included 1 unit hygienist)

C) Whitening (2units assistant take home trays only)

D) Emergencies (2 units assistant)

E) CMS (2 units assistant no hygiene) 

Scheduling Unsupervised Hygiene: This is a hygienist that has completed the proper Continuing education to work in an office without a Dr. being present in the building.

  1. The hygienist must be able to do unsupervised
  2. Only regular recare patients should be scheduled in these blocks. (Check the ledger to see if they had an exam at their last 6 month check up).
  3. You the secretary must inform the patient that there will not be a dentist available to perform an exam if they have any concerns beyond the hygienist ability.
  4. Do not schedule STM, perio maintance, sealants, and assisted hygiene in this section.

Practice Scheduling Test – Hygiene

(Have your office manager choose a 8-4 day to do practice test)  Date used: _______________

We have created several fake patients with AA in front of their last name just for you to practice scheduling. To look up these names, type “AA” and arrow down to the right person. (may have to choose a different AA person for a few just note name used.)  Do all these kids once as hygiene (general practice) patients, then do the kids again as if they were all seeing our Pediatric Dentist Team.

Chuck AA Smith      Cleaning (adult)   (wants PM) recall

Hady AA Saleh   cleaning (adult)      (wants AM) recall

Loraine AA Smith    Cleaning (adult)    Regular recall

Loraine AA Smith (parent)     Bailey, Wendy, and Adam AA Smith (kids ages 15,9,4) all for child recalls

Jill AA Nesbitt    Cleaning (adult)    Adult  4unit

Do all these kids once as hygiene (general practice), then do the kids again as if they were all seeing our Pediatric Dentist Team.

Alex AA Brewer         Cleaning (child)    Regular recall

Bethany AA Caudill       cleaning (child)

Peggy AA Gennantonio     Cleaning (child)

Judy AA Welker      cleaning (child)

Lauren AA Wagner    Cleaning (child)

Mojo AA Welker     cleaning (child)

Once complete Print a copy of your schedule and go over with teamleader for approval.

________________________ Has successfully performed this practice scheduling test.

________________________     ___________________

Team leader                                           Date

C.  Emergency exam

– any visit that is not preventative (prophy) or pre-planned by the doctor –       (an appointment filled out on a salmon tx sheet).

When your client calls – listen for clues, he/she will say something about:  A broken tooth, lost filling, loose something, swelling, pain, sensitivity, etc.

****Remember: Any time you begin to schedule an appointment the 1st place you should start is by pulling up their name in the “family file”. You should first verify their:  Address, Phone #’s,  Insurance

You will then get a emergency sheet and ask the questions and fill in your clients answers on the blue sheet. Once you have filled out the emergency sheet. You are then ready to schedule the emergency appointment.

How to document the Emergency questions in the tooth chart:

Make sure you open family file and choose the correct family or add new patient.
1. Open tooth chart
2. Click on “Clinical Notes” tab at bottom.
3. On the right side column, click “Administrative” and scroll down.
4. Double click on “Sec. Emergency” at the bottom of the list
5. The “Chief Complaint” (1st box to pop up) needs to be exactly what the patient claims is bothering them. Hit “okay”
6. Answer all of the questions.
7. Put your initials at the bottom. Change the provider to the correct doctor the patient is scheduled to see in the notes.
DO NOT SIGN!!! . Do not use the pen icon and sign. The doctors may need to edit this information.
In the appointment notes, please insert dateline and type a brief synopsis of the problem the patient is having.

 

Scheduling Rules of Thumb:

Emergencies always go in an assistant column or an efda column. If no time is available see doctor on duty after filling out sheet and get a exception time for that patient. Ideally you schedule the patient to come in as soon as possible. (You are not to decide if it is an “emergency” the client is the person that designates how soon they need to be seen.)  If for some reason the patient chooses a time that is not 1st available put a note in the “notes” column with today’s date so the doctor/staff knows (ex. Patient chose date/time due to work schedule).

Scheduling the Emergency exam in Dentrix – Adult

  • Find a 30 min appt. in an assistant’s column then double click
  • Select patient
  • Select provider
  • Click Initial and choose Emergency Ex
  • Set length of appointment – 30 mins
  • Select your name in the staff list, or type your name
  • Click okay

Scheduling the Emergency exam in Dentrix – Child

  • Find a 30 min appt. in a pediatric assistant’s column then double click
  • Select patient
  • Select provider
  • Click Initial and choose Emergency Ex
  • Set length of appointment – 30 mins
  • Select your name in the staff list, or type your name
  • Click okay

Scheduling the Emergency exam in EagleSoft – Adult or Child

Find an opening in an EFDA’s column then double click
Select patient
Select appointment type – Emergency
Select dentist for Chair
Click the services tab – then Add service and select 9110 Pallliative treatment and click Use
In Prefix, enter your initials
Click Save
Once your appointment is created, make sure it is lasts the right amount of time – you can drag the bottom of the appointment to stretch or shrink it

Once you schedule this appointment verify date and time with patient. Be sure to add notes of the the pain/problem into the appointment so the clinical staff know have an idea how to set up the room before the patient arrives.

Practice Scheduling Test – Emergency Exams

(Have teamleader set up a 8-4 day to do practice test 3 months in future _________ date used)  To look up these names, type “AA” and arrow down to the right person. (may have to choose a different AA person for a few just note name used.) Fill out a blue sheet for each and remember to put blue sheet info in the appointment notes.

Jill AA Nesbitt   Tooth ache

Adam AA Smith  Broken filling

Corena AA Kirk    Lost crown

Laura AA Woods      Swollen gums

Eeyore AA Gennantonio      Toothache

Rupa AA Hamal      Lost filling

John AA Gennantonio      Sensitive tooth- filled last week

Once complete Print a copy of your schedule and go over with teamleader for approval.

________________________ Has successfully performed this practice scheduling test.

______________________________   __________________________

Team leader                                           Date

D. Scheduling New Patients

****Remember: Any time you begin to schedule an appointment the 1st place you should start is by pulling up their name in the “family file”. In this instance even though they say they are new maybe someone else in the family has come to our practice and they are already entered into the computer with the family.

PATIENT INFORMATIONHOW TO ADD A NEW PATIENT

 The Family File or Person section is one of the regions in which you will spend much of your time on the computer.  It is in this screen that you add new head of households, new patients, change addresses and phone numbers of existing patients, add or change insurance coverage, etc.  This is also one of the most important sections. It is the basis for everything that happens to the patient.  If the information here is entered correctly, everything that happens afterwards will go so much smoother. If it’s incorrect to begin with, then your life will be more complicated.  This is why we’re going to be spending a lot of time on this section.

First of all, a head of household is the person to whom the billing would normally be sent.  In the case of welfare, where no billing is sent, this would be the head of household or the parent/guardian.  The head of household may or may not be a patient.

ADDING PATIENTS

Always check first to see if the new patient or any member of his family is already in the computer.  He may be listed as a head of household if his wife or kids are patients.  You would click on the Select patient icon and enter the first few letters of his last name and the computer will pop up a list of all patients with similar last names.  After you have determined that the patient or his family are not in the system you will want to add the patient.

To add patients:

Click New Family (Dentrix) or New (EagleSoft).  This will bring up a template for you to fill out with their information. The head of household is the person who will receive private statements and is the person who is responsible for payments on the account.  It is not necessary for the head of household to be the patient, to live in the same household as the patient, or even to have the same last name.  The head of household could be the mother, grandmother, uncle, etc.

Once you have entered the head of household, it is easy to add family members to the same account. In Dentrix: Simply click on the icon “Add new family member” and it will bring up a template for you to fill out on this family member. In EagleSoft, you will uncheck the box for Responsible Party and click the blue link for Responsible Party to choose the guarantor.

A.  Name ‑ Enter the name in the requested format.  Entry may be all in lower case as the system automatically capitalizes the first letter of each name after you press the tab key.  Common entries would be:

Patient, Ima

Bush, G.H.

Bush, George H.

Bush D.D.S., George H.

Bush Sr., George H.

McDonald, George (no spaces in the last name)

Salutation – Only use this if the person likes to be called something different than his/her proper name.

Entering New Patient using Dentrix

  1. In family file (Dentrix): Click on Select Patient/New Family Icon

NEVER SCHEDULE A NEW PATIENT USING THE SCHEDULE SELECT NEW PATIENT BOX. FIRST STEP IS ALL NEW PATIENT INFO MUST BE ENTERED INTO THE FAMILY FILE!!

  1. Click on New Family box
  2. Enter all requested information into the Template, then click Okay
  3. Click on Employer Name – enter only the 1st initial of the employer      and scroll to find the employer name already listed, then click Okay
  4. Click on Primary Dental Insurance Box
    1. Click on carrier scroll – you can then search for the insurance company by  employer name or insurance company name. Once you have located the insurance company, click Okay. (if  insurance is not listed under employer get an upper level secretary to  help you with this step).
    2. Subscriber  ID# – be sure Social Security number pulled from the template
    3. Signature on file – Check both boxes for assignment of benefits, click Ok
  5. Click on Add New Family Member Icon to add each family member – be sure to enter all requested information (do not enter a Social Security number for any  children).

Billing Types

Billing types are entered in the family file and they help to define the type of patient – for example, billing types identify patients who have a specific PPO insurance plan or patients who are family of your employees. The reason to identify certain patients by billing type is that in Dentrix you can run reports by billing type. The benefit of grouping patients by billing type is that you can customize communication with certain groups of patients – let’s say you want to send a letter to all Delta patients, now its easy to find them all. Here are the billing types and the reason to use each one:

1. Standard billing – Used for out of network and non-insurance patients
2. Payment Agreements – Used for patients who you have set up on a payment agreement, we will run reports to identify the patients on this billing type and make sure they are making payments as they agreed and we will also identify the money they owe as separate (since they are most likely over 90 days past due) so they don’t skew our aging reports.
3. No statement temporarily – We can use this for BWC or bankruptcy patients or even upset patients who we are waiting to receive their insurance payment before we send them a bill. We will run statements by billing type and skip this billing type.
4. Bad debt – At Risk – Can use this for patients that are in the collections process so they don’t receive any more statements.
5. Bad debt – To Collections – We use this for patients that we have exhausted our efforts to collect and we have sent these patients to a collection agency.
6. Bad Debt – Written Off – Also for patients that we have exhausted our efforts to collect but they owe us a relatively small amount and we didn’t want to send them to a collections agency, but instead we want to put their account on hold and collect from them if they contact us in the future.
7. Ortho Accounts Only – If your office does some ortho and allows monthly payments, the balance will be over 90 days and make your aging look bad, so using a separate ortho billing type allows you to separate these patients.
8. Welfare / Medicaid – Use this for any patients that you are billing a Medicaid plan, normally you would not send statements to this group.
9. Your 1st PPO Plan – If you set a billing type for each PPO plan that your dentist joined then you can run specific reports to measure the performance of that plan.
10. Your next PPO Plan
11. Continue adding billing types as needed – one for each dental insurance plan you join.

Entering New Patient using EagleSoft

1. In Person section: Click on Select Patient/New button
2. Enter all requested information into the Template, then click Okay
3. To set up insurance for the Guarantor:

a. Click to checkmark the Policy Holder box (this will open the insurance info)

b. In the Employer box – click the link to bring up a window to select the employer and insurance company that match the patient’s insurance card. When you find the right employer, click Use.

4. Click the Preferences button (on the right side) to enter the member ID from their insurance card (can also list their time preference here)

5. Checkmark all 3 boxes under HIPAA

6. Click on Referrals button (also on the side) to document how this new patient found out about our practice- under Referred In, choose patient, provider or referral source and select the correct one. Click okay to chose window.
Click on Add New Family Member Icon to add each family member – be sure to enter all requested information (do not enter a Social Security number for any children).

7. One other item to mention – if you are adding an ortho patient, you can go to Preferences and checkmark Ortho patient which allows you to select treatment info – this will allow you to spread out the payments for this patient’s balance without affecting aging. In EagleSoft, claims are not aged until they are closed and you can keep a claim open and make payments on it.

Before you can enter patients you need to understand the referral system and how it works in our office.  Referrals are the backbone of the entire practice. 

To enter a referral in Dentrix:

  1. Go to the family file, select the patient
  2. Double click on the box that says “Referred By”
  3. Choose either patient or Doctor/Other – which will pop up a list for you to choose the appropriate referrer from
  4. Click ok

To enter a referral in EagleSoft:

  1. Go to edit patient
  2. Click the Referrals button to the right
  3. Click Referral Source and then follow the blue link to choose a referral source
  4. Or you can Click Patient – and then follow the Referred by blue link to choose the patient’s name that referred.
  5. Click Ok to close this window.

If the patient doesn’t have a referral listed, please call the patient and ask them “Who do we have to thank for referring you?” Then put this information into the computer.

What to do if you have already entered a patient as a new patient and then find that he/she is already in the system:

If you set up a new account and then after you have actually entered it in Dentrix, find out when you get to the social security number, that it won’t let you enter the social security number since it is already in another account, you need to immediately stop entering anything else in the new account that you just added.  You need to mark the family file that you added in this manner:  Put the word “delete” in FRONT of the first name with no spaces, so we can find them by searching for the first name of delete.   Delete the first visit date from the  duplicate file, and change their patient status to non-patient. Then enter their appointments, treatment and treatment plans in their previous family file, being sure to update address, phone, employer and insurance info as needed.  Verify w/ the patient the information that you found in Dentrix, and who else is on that account.

If a new patient no shows, do not enter the no show code into their ledger. If you enter any type of code at all, even a no show or cancel, and it is in history, that patient can never be deleted, which is why we do not enter those codes on patients who have never been to our office, plus it enters a last visit into their record which is very misleading.

Sample New Patient Internal Form:

 

Exam By the Dentist                           Date _____________________

Intraoral tour of the mouth by ___________________ – 4 views

  1. Problem areas chief concern (Pics)      ___________________________________________________________
  2. Esthetic concerns (Pics)      ___________________________________________________________________

Decay, Looseness of teeth                             

  1. Missing teeth (Pics)       ______________________________________________________________________
  2. Color B1______________________________C4
  3. Spaces, Crowding______________________________

Blood pressure ______________________                                                 

            Number of:     Any in last 12 Months             Tooth #

            ___endo               Yes No          ______

            ___crowns            Yes No          ______

            ___appliances      Yes No          ______

 

TMJ Exam: 

Popping or clicking

Pain

Side deviation    Yes_____    No _____      Range of motion: normal _____ limited _____

Occlusion classification: Right:    I     II    III,    Left:   I     II    III

Interferences

Centric _____________________ Fremitus ___________________

Right lateral _________________ Balancing side _______________

Left lateral __________________ Balancing side _______________

Protrusive ___________________ Balancing side _______________

Muscles of mastication: normal _____ tender _____

Wear on the teeth mild, moderate, severe

Missing teeth – replaced, not

Description of existing complete or partial dentures (how old) ________________________________________________

_________________________________________________________________________________________________

 

Intra-oral exam

Soft tissue

Do you use any tobacco products?

Head, face and neck symmetry

Salivary glands

Lymph nodes: submandibular, cervical

Lips: dryness, ulceration, swelling

Buccal and labial mucosa

Frenums

Tongue

Floor of mouth

Hard and soft palate

Skin blemishes and moles

Mouth breather: tongue thrust swallow

 

 

Gums/Perio

Attached gums

Color of gums                                           Tooth

Any areas of heavy bacterial build-up

Calculus: slight, moderate, extensive     Reading

Stain: slight, moderate, extensive

Pockets between the teeth and gums

Furcations

Papillae: normal, missing

Margins: knife edge, thickened

Periodontal status   I     II     III     IV

Perio Surgery ________________date

 

New Patient Form

Date ___________                             Secretary _____________________

Name________________________             Preferred Name ______________

Can I get some information from you to help smooth out your first visit with us?

Who is going to be responsible for the account? (Enter into computer: names, address, phones, emails, birthdates, SSNs)

We like to send appointment confirmations by e-mail. Do you have an e-mail address you would like us to send this to?

Do you have some specific problem we should know about? ________________________________________________________________________________________

Do you have any specific health problems that the doctor should be aware of? _________________________

Do you have some form of insurance that we should be aware of? (Enter into computer: employer, insurance, billing type)

ADULT     — You have a choice for your first visit.  We can either clean your teeth or you can have a thorough exam.  Most who visit us for the first time prefer a thorough exam rather than a cleaning appointment.  The Doctor will spend about ½ hour with you – getting to know you and what you expect from your dentist.  Then he will provide you a very thorough exam and review his findings with you, so you can decide what your treatment priorities are. Can I schedule this appointment for you today? Wants NP exam ________________ Doesn’t want NP exam_______________

Why? ________________________________________________________________________

Have you had a complete set of x-rays in the last 3-5 years? _________(If yes, please bring or have sent to us.)

CHILDREN    — Do you have children that need a dental check-up? _____    For children that visit us for the first time we suggest preventive care training.  One of our Preventive Care Specialists will spent about ½ hour with you and your child going over brushing, flossing, and nutrition followed by an exam with the Doctor. Can I schedule this appointment for you today?

Wants NP exam _____Doesn’t want NP exam ______  Why?______________________________________

Do you have a preference for which Doctor you would like to see? ___________________

 

Are there other family members we can get started with our office? ______________________________________

Who can we thank for referring you to our office? (Enter into computer: referral source)

Do you know where we are located?

Is there anything else you’d like us to know to make your visit as comfortable as possible? ______________

_______________________________________________________________________________________

Attitude: (circle)     frightened         shy          hostile            very pleasant           money concerns

Secretary checklist

  • If a PPO Plan – Name in ALLCAPS
  • Fee schedule selected
  • Billing type selected
  • Referral source noted
  • Entered employer & insurance benefits into Dentrix
  • Current X-rays done within 5 years?CMS________ Pano_______
  • Confirmed benefits used (other offices) $_____________
  • Called insurance company & confirmed benefits
  • Patient aware of their portion due after insurance
  • First visit date changed
  • Changed to NP color & note NEW
  • Mailed NP packet / Emailed NP letter- Date__________
  • Chart made
  • Contact previous dentist for records transfer______________

Scheduling a Comprehensive exam

There are 2 ways to schedule a “New” patient in our dental practice.

1. As just a basic cleaning and exam by the dentist.

2. The best way is to recommend a “thorough” new patient exam.

As soon as you hear that the patient calling is new to our practice and you verify in the computer that a patient is in fact, new you should get a New Patient checklist page out. This sheet has all the questions and a script for you to use when you are interviewing your client and informing them of the importance of a thorough exam.

Adult – Age 18 and up are eligible for Comprehensive exams

3U (45 minutes) with Assistant for X-rays (CMS Code 0210), picture, blood pressure, go over NP info

2U (30 minutes) with GP dentist

 Scheduling the Comprehensive exam for an Adult

CMS (Complete Series of X-rays – Code 0210)

  • Find a 30 min appt. in a doctor’s second column (EMR or EFDA)for the cms, followed by ½ hr appt with the dr-  double click
  • Select patient
  • Select provider
  • Click Initial and choose CMS (For EagleSoft this is 0210 Complete series xrays)
  • Set length of appointment – Dentrix defaults to 30 mins change to 45 mins
  • Select your name in the staff list, or type your name
  • Click okay

Exam (Comprehensive exam – Code 0150)

  • After the 45 min appt for cms, schedule ½ hour with the dr. for an exam – double click
  • Select patient
  • Click continuing care button and if a date shows up in the box, highlight it and then click okay.
  • Select provider
  • Click Initial and choose Np/5 yr ex  (This stands for New patient / 5 year review exam) – For EagleSoft, this is 0150 Comprehensive exam.
  • Set length of appointment – 30 minutes
  • Select your name in the staff list.
  • Click okay

****Remember: 

Child 12 and under  – Schedule only for a cleaning and exam (can only start with a cleaning/exam in this practice, they are not eligible to start as a comprehensive exam unless referred by a  Dr/Dentist to Pedo. Then comp exam.)

Age 12 – 18  (Teenagers ages 12 – 18 can only start with a cleaning/exam in this practice, they are not eligible to start as a comprehensive exam)

Child (under age 12)

Healthy – Schedule PC – 3U in pedo assistant or Hygiene column.

Referred by doctor – Schedule Comprehensive exam – 3U in Pediatric Doc or EFDA column

When a parent calls in to schedule a first visit for a child, you need to determine how they should be scheduled:

If the parent says that the child is healthy & it’s time for him to come to the dentist, then schedule them for a PC – Preventive Care visit (under code 1120 for Child Prophy).

If the parent says that they have been referred from another dentist or from their pediatrician, then schedule them for a Comprehensive exam with our pediatric dentist. Occasionally a parent will call after a child has had an accident, these are scheduled for Emergency exams.

Scheduling the Child Comprehensive exam – This is not the same as an Adult Comprehensive exam

Exam (Comprehensive exam – Code 0150 child code is 0150.3 must )

o   Select patient

o   Select provider

  • Click treatment box
  • Click arrows next to Procedure
  • Choose “Diagnostic”
    • Arrow down list on right side to bottom- choose 4th from bottom of list 0150.3 comprehensive oral evaluation.

o   Click New Treatment box

o   Click Procedure box

o   Set length of appointment – 30 minutes

o   Select your name in the staff list.

o   Click okay

Health history

Instructions to email a health history in Dentrix

You may not need to do this very often because our health history forms are online at the practice website – just have them click on the Practice tab & select the one that fits them. We have several types of health history forms: Adults, Children, Ortho and Dentures (obviously for people who do not have any teeth).

1. Go to the patient’s ledger, select quick letters, GP Adult Health History, then click Build/View. This will bring up Word & merge the patient’s name/address/insurance info.
2. Click file, save as – then put into F:SecSec AdminLettersPatient lettersYear then give it a name – “Jill Nesbitt hh.doc”
3. Now go back to the ledger, select email – this brings up an email with the patient’s address already inserted. Now click Insert, File and then find your letter & choose insert. This will include this document into the email as an attachment.
4. Now type the subject line of your email “Your health history from HealthPark Dentistry”
5. Next type the content of your email (you could build/view the new patient letter GP New Patient Welc Adult HP and copy the content from that letter – be sure to edit the first appointment date).
6. Sign off with your full name & the practice name. Click send.

To email a health history in EagleSoft

  1. In the account screen, right click at the top of the screen to bring up a list of choices.
  2. Click Send To – then click on InTouch
  3. Choose your health history letter and check the Send Email box at the top
  4. Click Process
  5. Click okay and choose no to print envelopes for the letters

 

Our health history forms are online at the www._______________.com website – just have them select the one that fits them. We have Adults, Children and Dentures (obviously for people who do not have any teeth).

If the patient doesn’t agree to fill out their health history at home and bring it completed to their appointment, then be sure to have the client arrive 10‑15 minutes early to fill out the health form.  Warn them that this will happen so they don’t mind this delay in being seen.

When the client arrives follow these steps:

a. Greet them by name

b. Thank them for being on time

c. Give them the medical/dental questionnaire

d. Offer to answer any questions they may have while filling this out.

New Patient Email

After you schedule a new patient, please send them an email welcoming them to our practice, sending them a link to our website & asking them to download a health history & bring it with them to the appointment.

Instructions to send this email:

  1. Go to the family file
  2. Click on the Quick letters icon and select “GP New Patient email adult” or “GP New Patient email child” and Build/View
  3. This will open Microsoft Word with your merged information.
  4. Read through the email to make sure the correct date/time is merged into this letter. You also need to find the doctor this patient will be seeing and      type this doctor’s name into the body of the email.
  5. Next, copy this letter (highlight all the content)
  6. Go to the family file again & click on the Send message icon – this will      bring up an email for this person.
  7. Paste the content into the email. Copy & paste the subject as well. Type      your name at the bottom under ‘Sincerely’
  8. Click send.
  9. If  for some reason the Dentrix email icon doesn’t work, you can also copy the email address from the family file and use Microsoft Outlook to create a new email, paste the email address, this subject & content to the patient this way. In fact, if you do this – you can attach a read receipt.

To attach a read receipt:

Once your email is ready to send, click Options (this is in the same row as the Send icon) and then click under the section Voting & Tracking Options – Request a read receipt for this message. Then click close. Once you send, this message will ask the patient to send a receipt that shows they read your email.

Here is the adult email

Subject: Welcome to HealthPark Dentistry!

Content: Dear SHAWN,

It was great to talk with you the other day! To get to know our office – and see photos of all our dentists & staff – please check out our website at www.healthparkdentistry.com. You will be seeing Dr. ___________ for your appointment on 12/29/2009 at  9:00am.

Would you also fill out a health history and bring it with you? Our health history is on our website – here is the link: http://healthparkdentistry.com/about/history/ – then please click on the Practice tab to select the health history form you want. Please print this, fill in your answers and then bring it with you to your appointment.

Thank you for choosing us to provide your dental care.  Our award winning combination of specialists and general dentists will combine our skills to meet your needs. If you have any questions please call me.  My job is to make your visits with us as pleasant and smoothly running as possible.

Looking forward to meeting you.

Sincerely,

P.S.      Remember to bring any Insurance (Medical or Dental) cards that might apply to you or your family when you come.  We can then include this information with your records.

 

Here is the child email

Subject: Welcome to HealthPark Dentistry!

Content: Dear KIM,

It was great to talk with you the other day! To get to know our office – and see photos of all our dentists & staff – please check out our website at www.healthparkdentistry.com. You will be seeing Dr. ___________ for your child’s appointment on 12/29/2009 at  9:00am.

Would you also fill out a health history and bring it with you? Our health history is on our website – here is the link: http://healthparkdentistry.com/about/history/ – then please click on the Practice tab to select the health history form you want. Please print this, fill in your answers and then bring it with you to your appointment.

We are looking forward to meeting SHAWN! We are a fun dental practice for children – from the kids’ movies we show in all the rooms to the xbox games in the lobby we make sure the children have fun. To make your child’s first appointment a success, please tell your child that they are coming to the dentist. Describe the games & movies we have and let them know that they are going to meet the dentist, we plan to count their teeth and talk about how to take care of their teeth. Please do not say scary things like “don’t be afraid” or “the dentist won’t hurt you”. Instead, please let your child know how proud you will be of them when they learn how to take care of their teeth.

Thank you for choosing us to provide your dental care.  Our award winning combination of specialists and general dentists will combine our skills to meet your needs. If you have any questions please call me.  My job is to make your visits with us as pleasant and smoothly running as possible, in fact, your child will be given a special prize at the end of the visit.

Looking forward to meeting you and providing years of dental health for your child.

Sincerely,

P.S.      Remember to bring any Insurance (Medical or Dental) cards that might apply to you or your family when you come.  We can then include this information with your records.

Practice Scheduling Test -New Patients to be scheduled

(Have teamleader set up a 8-4 day to do practice test 3 months in future ___________ date used)

Enter a new patient

  1.  Make up a name and put in a new patient with the last name starting with aa completely fill out family file (excluding social security #)
  2. Add a family member to the patient.

______________________________________  Made up name used

To look up these names, type “AA” and arrow down to the right person. (may have to choose a different AA person for a few just note name used.)

Wendy AA Smith         New patient exam

Chuck AA Smith          New patient exam

John AA Gennantonio     New patient exam

Hady AA Saleh     5 year review

Loraine AA Smith   New Patient Exam

Jamie AA Nadalsky   New patient exam 2nd visit

Once complete Print a copy of your schedule and go over with teamleader for approval.

________________________ Has successfully performed this practice scheduling test.

______________________________   __________________________

Team leader                                           Date

D. Scheduling Treatment

All of our providers will communicate who, what, when and amount of time written on paper. Here is how to interpret this sheet that uses an oversized X to communicate how much time the dentist, hygienist, assistant/EFDA needs.

  1. Dr. Pref – preferred doctor – if this is blank, any dentist is ok.
  2. Time  (see next section)
  3. Tooth # – means exactly that, which tooth needs to be worked on
  4. Treatment – means exactly that what treatment is to be done to that tooth
  5. Other – special comments
  6. Days till next appointment – if this is filled, then go ahead and schedule the next appointment at the interval requested.

You are now ready to begin scheduling treatment using the “treatment sheet” After a client is seen “at the chair” by the doctor and needs to come back for treatment the doctor/assistant/hygienist will fill out the salmon sheet letting you know what needs to be done next, how much time is required, and by whom. All of our providers will communicate who, what, when, and amount of time on our treatment sheet.

How times work using this oversized X scheduling sheet:

Middle top = Doctor’s treatment time (in units)

Left side – Anesthetic time

Right Side-EFDA / Assistant time

Bottom  = Hygiene treatment time

The number that is circled is the appointment to schedule first. Use arrows if needed to show course of treatment is very helpful to the secretaries. Make sure treatment is written in full – if you have any questions ask the staff person handing off the chart to explain/verify before they leave.

–        #13 MOD Composite

–        #13 Seat Crown

–        #9 Root canal

When a client’s chart is brought to you at the front desk, here is what you will need to know.
1. Name of client – make sure it is written in here. If this page is separated from the clients folder, without the name, we will never be able to match them up.
2. Preferred time/day – make sure these are filled in. If not, ask the client and fill it in. Make appointments that are convenient to the client. Telling them you know their preferred times makes you look competent.
3. Put the treating dentists initials here.
4. Indicates how much time to schedule: a) anesthetic b) dentist c) EFDA d) hygienist. The triangle that has the circled number is where the appointment starts. Most appointments go clockwise; if not, an arrow will point to the next step.
5. Each tooth and the treatment for it is spelled out here
6. Tells you the number of days until the next appointment. If blank, do not schedule anything more
7. If there is a series of appointments, they will be numbered on the outside left of the Dr Pref column

1.  Dr. Preference – make sure that is filled in full as well  Example:  Dr. Smith / staff – means patient will be with Dr. Smith first and then will be with his 2nd or 3rd column staff member (see Sarah)

2.    Tooth # – means exactly that, which teeth are going to be worked on

3.    Treatment– means exactly that, what will be done

  1. Other – special comments
  2. days till next appointment – if this is filled, then go ahead and schedule the next appointment at the interval requested

Categories

Diagnostic: Includes all types of exams and xrays – things we do in order to diagnose. You can find a TMJ exam here, also implant exam, sedation exam.

Preventive: Includes all types of cleanings, fluoride, sealants, children’s space maintainers, and preventive care coaching – things we do in order to prevent decay and problems

Restorative: Includes fillings, crowns, veneers – things we do in order to restore teeth that have been damaged by decay or trauma. For fillings you can choose from anterior (front teeth – the front 6 teeth on top or bottom), posterior (back teeth), composites (tooth colored plastics), amalgams (silver fillings), plus number of surfaces.

Endodontics: Includes root canals and pulp treatments (kids) – this is where the nerve is

Periodontics: Includes all sorts of gum treatments from surgery to deep cleanings (root planing & scaling), this also is where you will find medication such as Arestin that we use for healing gums

Prosthodontics, Removable: Includes complete dentures, partial dentures (plastic, metal, Cusil), plus adjustments and repairs of these dentures

Maxillofacial Prosthodontics: Includes major surgery procedures – we do not do these

Implant Services: Includes implants – from the surgery to the abutment to the crowns or even dentures that are supported by implants.

Prosthodontics, Fixed: Includes bridges

Oral Surgery: Includes extractions – simple, surgical, impacted, complex – all different ways to define a surgery. Also includes biopsies and frenectomy

Orthodontics: Includes braces, retainers – for adults, teens & even kids as young as 8

Adjunct Services: This is our parking place for other services we offer such as case presentation, conference, after hours visit fee, cancellations, no shows, etc. None of these are official ADA codes –we may charge (or not) for them.

Conditions: These are used in the tooth chart to show what a mouth is like when a new patient shows up here. We mostly use this for missing teeth.

Other: Toothbrushes, fluoride, fluoride water test, mouth rinse, whitening, electric toothbrushes, codes for IV sedation for adults, TMJ splint, snoring appliance,

Multi-Codes: Our shortcut for everything that has multiple steps – i.e. every crown must include both the crown prep and the crown seat. STM appointments include several services provided at each visit – these are kept together in a multi-code.

Treatment planning in Dentrix 

The easiest way to treatment plan is by using the tooth chart.

Click on the tooth chart icon at the top row of dentrix.

–        click select patient icon.

–        Choose patient

–        Select (click) the tooth from the number on the scheduling sheet

–     Select the treatment – one of four ways:

  1. Click the shortcut button
  2. Click the category button – and then select Tx from the list
  3. Click Procedures at the top of the screen – and then select Tx from the list
  4. Multi-codes

–     Choose treatment listed on the salmon sheet (example: #5 do comp  – you would choose – restorative box  after opening it you would choose: 2392 – 2 surface-posterior after you choose that the choose surfaces box will open up  click “d” and “o” and ok.

–        Click the treatment button this will enter the treatment on treatment list – lower  left corner.

–     Make sure the right provider is listed in the notes.

–     Repeat until all treatment listed on the salmon sheet is entered.

Once entered click on the presenter icon (little guy holding a pointer)

–        If there are multiple steps you can set the order of the treatment to be done

–        Hold right side of mouse down and click on to highlight all items to be included in treatment step 1.

–        Choose the set order button

–        Choose #1. Repeat as needed

Once all treatment planned and order set – Print the presenter and you can use this estimate to “ask for payment”.

To Treatment Plan in EagleSoft

1. In the Schedule, click Chart icon and select your patient

2. Select the tooth

3. You can treatment plan 2 ways – using the shortcut buttons or by clicking the Service button (halfway down) – if you can’t find what you need on the shortcut, the Services will always have all codes (and you can search there too).

4. Once you click the Service button it brings up a window where you can choose the procedure – by code or description. You can also just scroll through all service codes until you find what you need. Then click Use.

5. To see the financials, click the Tx plan button (along the bottom of the tooth chart) and this brings up a window where you click New Plan (along the right side) – and use today’s date as the description of the tx plan and click okay.

6. The next window that comes up shows you all the treatment charted for this patient – you can select what you want to put into the treatment plan. To add all the procedures, click the Mark All button. To select certain ones, highlight each one and click the Mark button. When done, click okay to close this window.

7. That leaves us in the Treatment Plan for Patient window. Next, click Process (top right button) and then you can choose to print the treatment plan, click Okay.

Now you can discuss the treatment, the fee and the insurance coverage with the patient. When they agree and pay, schedule the appointment.

Important Note regarding scheduling TMJ appointments:

  1. Beware of scheduling any 9000 codes (usually not covered by insurance)!!
  2. Any TMJ appointments on the scheduling sheet
    1. Call  insurance to find out if covered (receive a yes or no response or at least a %)
    2. Do  not schedule a TMJ splint without finding out about both dental and medical insurance first.
    3. Once appointment is completed Dr. smith he will write  a report and this needs to be mailed to  the appropriate person.

Once you have treatment planned you are ready to schedule in Dentrix:

–  Open the schedule – Use your F-keys to select the specified provider or look for 1st available provider.

– Double click the time you want to schedule the appointment at – this will bring up a screen to enter what treatment you are scheduling

– Click Initial Tx – to enter codes for NP exam, cleanings, emergency exam, x-rays, ortho visits
OR

Click Add Tx– this will bring up a screen where you will choose the dental codes that you already set up in the tooth chart.

– Highlight the treatment you want to schedule and click close, this should move you back to the initial scheduling screen and put the treatment selected into the Reason box.

– Select the length of the appointment – make sure all the boxes have an X in them.

Make sure there is a $ amount filled in.

– Change provider in top left corner to match Op in lower right corner.

–  Click the staff button and select your name (to show who made the appointment)

– Click ok – this will put the appointment in the calendar and take you back to the appointment      book

If you want to add/change treatment from the schedule.

–  Open the schedule – Use your F-keys to select the specified provider or look for 1st available provider.

– Double click the time you want to schedule the appointment at – this will bring up a screen to enter what treatment you are scheduling

– Click Add Tx– this will bring up a screen where you will choose the dental codes that you already set up in the tooth chart.

– Click on the double arrow button beside Procedure, choose the treatment you are scheduling for

– Select Provider again, then Add, then OK/Post which will bring up a list of the treatment planned.

– Highlight the treatment you want to schedule and click close, this should move you back to the initial scheduling screen and put the treatment selected into the Reason box.

– Select the length of the appointment – make sure all the boxes have an X in them.

Make sure there is a $ amount filled in.

– Change provider in top left corner to match Op in lower right corner.

–  Click the staff button and select your name (to show who made the appointment)

– Click ok – this will put the appointment in the calendar and take you back to the appointment      book

To chart new treatment in EagleSoft

  1. Click on tooth chart icon – this brings up a window
  2. Select the tooth
  3. Click the shortcut button or click on the Services button (halfway down on the right)
  4. Select the procedure code you need and Use
  5. Red shows treatment planned items – your tooth will turn red for the areas that will be restored and the procedure will show up at the bottom of this window
  6. Any procedures with @@ in front mean this treatment is scheduled today

To schedule the treatment in EagleSoft

  1. Double click on the time in the schedule and Select patient
  2. An alert will pop up “Planned Services exist for this patient – do you want to select services to be scheduled?” – click Yes
  3. Put a checkmark in the box for each procedure you want to schedule and then select Use Selected Planned Services button.
  4. Select appointment type – Restorative
  5. Select provider for Chair
  6. In Prefix, enter your initials
  7. Click Save

Once your appointment is created, make sure it is lasts the right amount of time – you can drag the bottom of the appointment to stretch or shrink it

To Chart the Existing Treatment and Conditions:

Open the tooth chart

Select the tooth and then click the Conditions box or existing treatment

Click the EO box – which will enter the procedure into the notes

Click on the + box and that will hold down the existing condition box until done charting.

If additional treatment was performed

(x-rays or fluoride)

Click cancel in set complete box.

Double click on appointment

Click on initial box, choose additional tx that you preformed. Click OK.

Make sure you are listed as the provider and appointment length same as original. Click Okay.

Now click blue checkmark (Set Complete). Go to ledger.

Click Fast Checkout button (far right) this sends a claim to insurance and prints a statement.

Finally, look at Today’s Charges and write this amount in the chart in red with a checkmark

Different Tx was performed than tx planned

1.   Click set complete (if tx not correct – click cancel)

2.   Select tooth chart

Select  correct treatment – one of three ways (same as above)

  • Click the shortcut button
  • Click the category button – and then select Tx from the list
  • Click Procedures at the top of the screen – and then select Tx from the list

3.   Click the Tx button – which will enter the procedure into the notes

4.   Make sure the right provider is listed in the notes.

Click on appointment book

Click on “Tx box” select correct Tx. – click on close button

In tx box click to highlight incorrect information – click delete button

Adjust tx time if needed (sometimes change)

Click ok – Click set complete – double check again and proceed with check out instructions 

To walk out a patient with EagleSoft

  1. If the clinical staff were in the tooth chart and highlighted the procedures and then right clicked to Post to Walkout and save – this is the fastest, easiest way for the clinical staff to let the front desk team know exactly what was done today.
  2. Also – if the clinical staff also decide what treatment needs completed at next visit, they can also highlight the procedures and right click and choose Add to Unscheduled appointment – click New – and that opens up the appointment screen. Now the clinical team walks the patient to the front desk.
  3. Next, the front desk starts in the schedule and clicks Walkout button 
  4. If the clinical team posted to walkout, then the procedures listed will show in the right column “walkout” – if they did not, then they will be listed “proposed or accepted”
  5. Click use planned services and Save
  6. Enter the payment – if you use Xcharge then select the type of credit card and click on the credit card image tobring up a window to enter the amount and scan the card

Walkout with EagleSoft when no info is in the computer:

  1. Click the appointment once to select it and click on the Walkout icon in the scheduler
  2. This opens a new window where you enter the codes that were completed today – be sure to enter a tooth number for all periapical xrays and surfaces for fillings
  3. After all treatment entered, then checkmark Print to Walkout and Click save in bottom right
  4. Next, to accept a payment – click the account payment tab at bottom of screen
  5. Select the type of credit card (or check/cash, etc.) and enter the amount. Then click the card icon.
  6. This brings up a new window where you will swipe the card, enter the zip & address (to save money on credit card processing) and save.
  7. This will send this transaction to the credit card processing immediately.

Scheduling with an EFDA
Each doctor and that doctor’s team is given a separate page in the appointment scheduler. If Dr. “Smith’s” client needs an appointment, then by placing the client’s name in his appointment schedule makes sure he will see this client. There is a separate designation for “EFDA.” This means “Expanded Function Dental Auxiliary.” This staff member has spent several years as a dental assistant, completed 9 months worth of college training, and passed a state board exam so that she can do 50 60% of what a dentist can do. The third “producer” in the dentist’s team is the chair-side assistant. She may see a few emergency clients, but she will usually work directly with the dentist.

Procedures you should schedule in the EFDA column: (These will be tracked to measure the EFDAs productivity.)
1. All x-rays
2. Temporary crowns
3. Sealants
4. Fillings
5. Indirect pulp caps
6. Cleanings under age 10

For example – to schedule fillings with an EFDA – the dentist will have an “empty” appointment, just type “prep fillings” in the dentist’s schedule and enter the treatment into the EFDA schedule.
For crowns – schedule the crown in the dentist schedule and type “temp crown” in the EFDA schedule.
Sealants – 100% of this appointment can be scheduled with the EFDA

Entering Patient information

If your client needs premedicated for future appointments, make a note of it in the computer, by placing a + after his/her first name and by double clicking the Alerts box in the family file, choosing the medical alert and clicking okay.

Annual Exams…

Some patients have such good dental hygiene that they require an exam only 1 time per year.  They will still be having a cleaning 2 times per year, but only need to be checked by the doctor one time.  The doctor or hygienist would make this decision, and let the secretary know.  The secretary will then enter “Annual exam only” as a Medical Alert in the patient’s Family File, and then also “Flag” it to pop up on different screens.

Snoring Recall

When we charge out a Snoring appliance – code 9940.1  this automatically sets a Snoring continuing care for 6 months out.

We want to see these folks to check their bite and to make sure the appliance is still working well for them. We have 2 ways we can see these folks:

1 – Included in their regular cleaning/exam – just have the dentist that works with sleep appliances do the exam. No extra fee – just need to make sure the Dr is aware to evaluate the snoring appliance – the patient must also be reminded to bring the appliance with them to this appointment.

2 – For folks who have another dentist – they obviously won’t have a cleaning/exam here. So, we can schedule 2u with Dr. 2nd column at a fee for a periodic exam (code D0120).

Scheduling dental tx with GP’s & Hyg

A. Our whitening Options

  1. Crest whitening strips
  2. Take home whitening – Custom fitted trays, patients to take home and wear at their convenience.  Schedule two units with the hygienists or assistants for impressions and pictures, then the patient will be brought back in a week to 10 days to seat trays and patient education, for 2 units.  In 2 weeks patient is brought back for 1 unit for whitening check and after pictures and patient opinion.
  3. In office whitening – done in office

This appt is scheduled for 2 hours with a hygienist, a before picture is taken, a whitening gel and special acceleration light is placed on teeth, and it lifts teeth  3 – 6 shades same day / they are also sent home with custom fit trays and whitening gel for touch –ups and maintenance at home.                

B. Prep Crowns

Doing a crown takes 2 appointments – the first to prep (prepare) the tooth – meaning remove the outer layers of tooth structure so the crown fits over top, the second is to seat – meaning the final crown will be permanently bonded to the tooth.

To schedule a crown prep in Dentrix:

  1. Double click on the time and select your patient name from the window that comes up.
  2. Select the correct provider
  3. Click Tx button, new Tx, then the double arrow next to Procedure
  4. Crowns are listed under Restorative – we usually use D2740 Porcelain Crown
  5. click ok, then enter the tooth number
  6. click Add to put this into the box below and ok/post
  7. Next, highlight Porcelain crown in the box and click close – this closes the window
  8. type your name under Staff
  9. Check the fee and time – edit if needed
  10. Click Okay – and the appointment will be placed into the appointment book.

To schedule a crown prep in EagleSoft:

  1. Click on tooth chart icon – this brings up a window
  2. Select the tooth
  3. Click the shortcut button or click on the Services button (halfway down on the right)
  4. Select the procedure code – 2740 for ceramic or 2750 for porcelain to metal
  5. Red shows treatment planned items – your tooth will turn red for the areas that will be restored and the procedure will show up at the bottom of this window
  6. Now, go to the schedule and double click in the time you want
  7. Choose your patient name (if you click on the icon beside Patient name it will automatically select the most recent patient name)
  8. A window will pop up saying there are Planned Services – do you want to use them? Click Yes
  9. Then, select the crown prep from the list and click Use
  10. Enter the provider, appointment type, your initials and stretch the appointment to the proper time.

C. Seat Crowns

Seat Crown appointments are no charge to the patient, however the treatment needs to be recorded in the patient’s history. To make sure this gets tracked correctly, follow these instructions for Dentrix:

  1. Double click on the time and select your patient name from the window that comes up.
  2. Select the correct provider
  3. Click Tx button, new Tx, then the double arrow next to Procedure
  4. Seat Crowns are listed under Restorative – we usually use D2779 Seat Crown
  5. click ok, then enter the tooth number
  6. click Add to put this into the box below and ok/post
  7. Next, highlight Seat crown in the box and click close – this closes the window
  8. type your name under Staff
  9. Check the fee and time – edit if needed
  10. Click Okay – and the appointment will be placed into the appointment book.

To schedule Seat Crown in EagleSoft:

  1. Click on tooth chart icon – this brings up a window
  2. Select the tooth
  3. Click the shortcut button or click on the Services button (halfway down on the right)
  4. Select the procedure code – 2779 for seat crown
  5. Red shows treatment planned items – your tooth will turn red for the areas that will be restored and the procedure will show up at the bottom of this window
  6. Now, go to the schedule and double click in the time you want
  7. Choose your patient name (if you click on the icon beside Patient name it will automatically select the most recent patient name)
  8. A window will pop up saying there are Planned Services – do you want to use them? Click Yes
  9. Then, select the crown prep from the list and click Use
  10. Enter the provider, appointment type, your initials and stretch the appointment to the proper time.

1) To Scheduling a dentist’s appt – Determine the procedure(s) to be accomplished, How much doctor’s staff time will be needed, Offer two different times, Client confirms the time, Appointment entered into computer and finally, Give client an appt card with the correct information

2) Be sure to list not only the client’s name but also the procedures.  This helps the chairsides to present the instrument trays.

3) An anesthetic will often be administered 15 minutes before the doctor begins treatment.  This is generally in the first column in the computer labeled ans1, ans2 or ans3.

4) Often, several different types of procedures will be scheduled at  the same appointment (fillings, root canal, crown, etc).  Be sure to list each type of treatment in the scheduler.

5) You won’t have to memorize large numbers of codes and time intervals for each doctor.  The appointments are:

  1. Emergency or check tooth ‑ 2U staff
  2. New Patient Exam ‑ 2U doctor, 2U staff
  3. Hygiene ‑ as directed
  4. Doctor treatment ‑ as directed

6) Our practice uses EFDA’s and chairside assistants to provide much care.  Make sure that the sequence of who goes first and who follows is correct.  This is very important.

7) When a doctor will be checking two hygienists, s/he should have 15 minutes blocked out of each hour for the time needed.  This is not necessary if only one hygienist is being checked.  Do not book through these HCT’s (hygiene check times).

8) 10:00am and 2:00 pm are the most difficult times to fill.  Only fill the popular times two weeks in advance.  Often you will be able to get someone to take a “bad” time if you stand firm and offer them a “bad” time or the call list for a “good” time.

9) When you schedule the doctor’s time, tie it to the next appointment already scheduled above or below the open time.  This avoids leaving one unit open areas in the schedule that can’t be filled.  It’s okay to call a client who is already scheduled and adjust their appointment by up to 1/2 hour.

10) If emergencies call, give them 2 units of staff time before any openings in the doctor’s schedule.  Even though the staff hasn’t been able to till this slot, perhaps the emergency will need this time.

Schedule

Check the person in the computer by changing the status to here (which in our office is the color _____) and the assistant will change them to status “seated” in the back (which is the color _______).

Practice Scheduling test – Scheduling Predetermined Treatment

The following names and treatment are found on the scheduling sheet in the level. Please make a copy of that scheduling sheet and schedule accordingly.  Using 1 column each for Dr., 1 hygienist only. Use only a 10-7 day with both Dr. and assistant working all day with a 1 hour lunch.

To look up these names, type “AA” and arrow down to the right person. (may have to choose a different AA person for a few just note name used.)

1.Wendy AA Smith Crown Prep (2 teeth)  #7 PVC   #14 FMC (wants AM) 5U Dr/5U Asst

2.John AA Gennantonio Amalgam  13 do, 12 mod,  2 modb (wants PM) 1U anes/3U Dr

3. Jamie AA Nadalsky Plastic fillings    7 f,  14 mo 2U Dr

4.  Adam AA Smith Molar endo  #14 1U anes/4U Dr

5. Justin AA Welker Seat dentures 2U c/s 2U Dr

6. Peggy AA Gennantonio 13‑15 Seat Bridge 3 U asst/1U Dr

7. Eeyore AA Gennantonio Impression for Upper Occlusal Appliance 2U c/s 1Dr

8. Mojo AA Welker #31 MOD Amalgam #2  Crown Prep PVC 1uanes 4Dr 4 asst

9. Rupa AA Hamal Conference 2U asst

10. John AA Gennantonio TMJ splint 2U asst

11. Bobbe AA Baker adjust denture 2U c/s

12.Teresa AA Caudill 4U Dr. Incisor root canal  #11

13.Tom  Welker upper metal frame partial denture replacing 2,3,4,12,13

______________________________________ has shown competence in scheduling tx

 

_______________________________   __________________

Teamleader                                                               Date

Now, believe it or not, what you have just planned is an “ideal” day. It will never work the way you plan it.  Clients will walk in late.  Two clients will call only hours before their appointment and cancel. The doctor will run into a problem and need more time than originally scheduled.

Treatment Plan STM

  • When scheduling STM’s, use the STM worksheet, this gives you an outline of time and sequence needed for each STM type.  As with Dentists, each hygienist may alter the time needed due to the clients need.  Always start with the Preventive Care appointment first.  Some patients may already have their CMS and/or Complete Exam.  If this is the case, they will be marked off and the time adjusted.
  • Hygienists may adjust the STM worksheet for the secretary and put their name and the client’s name on the worksheet.
  • To add the treatment to the clients’ treatment plan use the multi-codes.  Each appointment corresponds with the sequence of appointment.
  • Appointments should be scheduled a week apart.
  • For STM 3 & 4, anesthesia time is needed.  This needs to be appointed in the Dentist’s schedule who will be giving the anesthesia.  Make a note in computer schedule that they go to the hygienist.

To schedule STM:

  1. Got to the patients tooth chart, select multi-codes
  2. Select what level of STM      Example: STM 1-1st appt. hit ok
  3. Click on TX button
  4. Go to the TX Presenter-hold control key and highlight all appointments. Go to set order and select #1 and so on
  5. Double click on all root planing
  6. Repeat steps 1-5 through all STM TX
  7. Final Review of Scheduling

Knows how to schedule

_________________________                                  ____________________

Office manager                                                                            Date