#13 – Can enter information into the computer | Dental Practice Coaching

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#13 – Can enter information into the computer

By now, you’ve been working confidently in your dental software for several months. Now, it’s time for you to be on the lookout for inaccurate entries and take responsibility to keep our database as free from errors as possible.

Transactions: (**Print copy of each to be checked off by team leader).

  1. Charges ‑ accurately entering all of treatment under proper codes with correct treatment on correct client.
  2. Adjustment – Understands and uses adjustment codes properly
  3. Contract – Can set up a contract with a patient and enter the contract into the computer and print truth in lending statement and payment coupons and give or mail to patient before first payment due.
  4. Pre-treatment Estimate – Can enter pre‑treatment estimates on insurance patients and send with necessary documentation.
  5. Ledger – Can interpret the ledger to explain to clients when they have questions.
  6. Summary – Can print a patient summary detail to send to clients as requested.
  7. Pre treatment Estimate– received from ins. Company.

 

PTE’s received from insurance company.

  1. Open ledger, select patient
  2. Click Options, Treatment Plan – double click on the PTE Claim
  3. Click Enter Estimate – if the insurance company is going to pay what the system estimated, then use “Total Estimate Only”, if not then “Itemize by Procedure”
  4. Enter pre-authorization claim # and #’s total (if not there)
  5. Print from presenter with notes to send copy to patient.

Takes responsibility for deleting rights in Dentrix

When you receive the rights to delete appointments, insurance claims, treatment, etc. in Dentrix this comes with responsibility. Your rights are assigned to you as part of your Dentrix password, when you receive these rights your responsibilities include:

1. Delete insurance claims submitted within 24 hours that are not marked as printer with the wrong information, correct the info and resubmit.

  1. NEVER delete an insurance claim with an insurance payment attached to it. When you double click on the insurance claim in the ledger to open the claim, check to see if there is a payment entered. If there is – DO NOT DELETE THE CLAIM. If you somehow miss seeing that there is a payment entered for this claim, when you select – file – delete, the warning comes up:  “This insurance claim and any insurance payment for it will be deleted.  Then it asks – Delete Insurance Claim –  OK or Cancel.”  If you delete the insurance claim, you will delete the payment and cause our accounts to be out of balance, which will cause a lot of extra work for our accounting staff.  This will upset the patient that says, “I know my insurance paid you $500” but we cannot see it on their Dentrix ledger!

3. Delete appointments as needed. In general, it’s better to break appointments so they will show on the broken appointment list in Dentrix, but you now have the ability to delete appointments. This is most helpful when training new staff and they make practice appointments with fake patients – you can delete these appointments when the training is completed. Patients can only be deleted if they have no transactions in history (meaning the month that the transaction occurred has been closed).  Each month is closed within 2 days after the last day of the month.  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 misleading.  Also, if a patient has not been in for several years, and then returns for treatment, please check to make sure that the patient (or spouse or parent or child) is not already in the system before establishing a new family file for the patient.  If you have already made the patient a new family file and then find that they already have a previous family file, then DO NOT enter any appointments, treatment or treatment plans in the new acct.  This is what you do: Enter the word “delete” in FRONT of their first name, so we can find them by searching for the first name of delete.  If this is done, then you don’t have to give _________ a note that the patient needs deleted.  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. Finally be sure to let ________ know if this patient needs to be moved to a different account – for example, the patient was in previously on his/her parents’ account, and now is responsible for his/her own account.

  1. When you receive these rights, you are responsible to keep these rights to yourself. First, you must change your password (let the office manager know what your new password will be so she can enter it into the computer) and keep it confidential. You must not share your password with any other staff to allow them to use your deleting rights. You must log off completely (close Dentrix down) from any computer that you are not working on and make sure you only log into Dentrix on one computer at a time. Make yourself a note in your planner every 12 months to change your password. If you are found to be sharing your password or not following these guidelines, then your rights to delete will be removed.

Rules for deleting patients:

Patients can only be deleted if they have no transactions in history (meaning the month that the transaction occurred has been closed).  Each month is closed within 2 days after the last day of the month.  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 misleading.  Also, if a patient has not been in for several years, and then returns for treatment, please check to make sure that the patient (or spouse or parent or child) is not already in the system before establishing a new family file for the patient.  If you have already made the patient a new family file and then find that they already have a previous family file, then DO NOT enter any appointments, treatment or treatment plans in the new acct.  This is what you do: Enter the word “delete” in FRONT of their first name, so we can find them by searching for the first name of delete.  If this is done, then you don’t have to give _________ a note that the patient needs deleted.  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. Finally be sure to let Loraine know if this patient needs to be moved to a different account – for example, the patient was in previously on his/her parents’ account, and now is responsible for his/her own account.

SPECIFICS TO REMEMBER FOR ENTERING INFORMATION IN THE MAIN DATABASE:

Transactions/Checkout:

Emergency exam charges are charged out to the provider (assistant or hygienist) who works with the patient.   This will not necessarily be the doctor, but could be.  If one of the staff does a preventive care visit, the doctor whose staff she is on will be the one on the insurance form.

Do not schedule an appointment to start a bridge, partial or denture unless you have received the pre‑treatment estimate of coverage back from the insurance company and have discussed the financial arrangement with the patient.  If the patient is going to have a tooth replaced by a bridge, or several teeth replaced with a partial or full denture, these are the questions you need to ask the patient for the insurance:

  1. Is this an initial placement   If yes ‑ when was the tooth or teeth extracted
  2. Is this a replacement

If yes ‑ how old is the present crown, bridge, partial or denture why is it being replaced ‑ may need to check with the dr.   (Usual length of time required to replace an existing crown, bridge, partial or denture is 5 years)

In making payment plans with patients ‑ always give the 5% discount for cash first, since that is the one we want them to choose.  Next is Care Credit.

No 5% discount is given if paying with a credit card, since our current service charge to the credit card company is 1.98%.  Discount for a credit card is 3%.

Senior Citizens receive 10% discount and no other discount in addition to that.  Only one discount give, cannot combine 10% senior and 5% cash.  There are no discounts for Managed care patients.

All tasks in this section are understood and examples completed accurately.

 

 

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