#9 – Enters Checks (personal & insurance) & handles money effectively

Enters all checks (client and insurance) into Dentrix, daily and accurately


We record all payments into the Excel Deposit spreadsheet which is saved under each month.

Here is a sample of the Daily Deposit spreadsheet: Daily Deposit

Be sure to save this as a “read only” file so you must do “save as” so the master is never overwritten.

Save as today’s date in _____________ with the correct year/month

This spreadsheet has five worksheets – one for each day of the week.

Select the correct day, and enter the date and your name in the correct areas and SAVE.

You will fill each section (cash, checks in office, checks in mail, etc) as you enter them in the Dentrix ledger. You can check spreadsheet frequently, especially after finishing each section marked, to make sure that it matches Dentrix deposit report. This way you will quickly catch your own errors, rather than waiting till everything is finished.

  • Go to office manager (chair icon) in Dentrix – Day Sheet Report and select desired options.

This figure should equal the Total Deposit listed on your Excel worksheet for the day


This is the process for entering the payments:

  • Get cash, checks, charge card slips in bank envelopes, at each desk area.
    • Prepare checks for processing

1.  Make sure the name is correct on “Pay to the order of” line.

2.  Stamp the back of all checks with the endorsement stamp


  • Separate and add up charge card slips
  1. Check to see that you have all the sales slips, for each terminal, are numbered consecutively by invoice #
  2. Reports (credit card terminals must be batched and transmitted once every 24 hours  Monday through Friday for all credit card machines).  If this is not done, we will be charged extra for holding the transactions in our machine, and this can get very expensive.  Weekends are not counted.


  • To check that all slips are accounted for, Print a Report by doing the following


  • To Settle a credit card terminal

Click> Settle> Enter code 00000000 >click through the rest of the prompts


To record cash, personal checks, credit cards and paper insurance checks

  1. Open the ledger module in Dentrix
  2. Select the patient icon and then type in chart number or last name, first name
  3. Select icon that looks like a check with a “G”
  4. Enter amount, type of payment, check # if using a check and last four digits of CC in note section, if using a credit card
  5. Select more. Remaining balance should equal zero. Post.

To enter a personal payment in Dentrix:

Why use FIFO (First in First out) for entering payments:

If this is a pre-payment, you’ll have to choose the doctor and apply to his/her account.

How to Deposit an Unsigned Check

1.  Type “lack of signature guaranteed” on the back

2.  Below this, stamp with HealthPark deposit stamp

3.  Below the stamp write your name and title

This guarantees we will take the check back as a charge against our account if it’s not honored.

Our check endorsement stamp should be in the top one and one-half inch of the check.  This is the same as the ‘Pay to the order of…’ on the other side.


ENTERING INSURANCE PAYMENTS – paper checks mailed to us.

Our Dentrix system has the ability to update the amount that an insurance company pays on treatment.  This is very helpful when estimating insurance coverage for future treatment for someone else with the same insurance coverage.   In order for this to work, we must update the payments as they are made by an insurance company. We do this on each individual claim that we receive from an insurance company, by utilizing the following steps:

  1. Open the ledger module in Dentrix
  2. Select the patient icon and then type in chart number or last name, first name
  1. Select the appropriate insurance claim
  2. Click “Enter payment”
  3. Select “Itemize by procedure”
  4. Enter amount paid and the corresponding procedure
  5. Update payment table by clicking on “Yes”

Do not update when entering a payment w/deductible

  1. Then click “Okay”
  2. Repeat this for each item on insurance claim
  3. Enter check number in appropriate box
  4. Check box named “Re-apply amount paid using FIFO” – important step so there will be fewer debit/credit instances within accounts
  5. Fill in the deductible, if any, in the bottom left corner
  6. Click “Okay/Post” box
  7. Click on “X” to exit the insurance claim

When entering Orthodontist insurance payments, enter patient chart # or zz (space) last name, first

Remember this – when entering payments for our orthodontist – whether it is a personal payment or an insurance payment  if you find any balance at all that is showing at owed to Dr  – AND YOU ARE IN A REGULAR ACCOUNT, NOT AN ORTHO ACCT – you need to stop, do not enter the payment, but assess the situation.  Check to see what charge has been entered for Dr  on this regular account.  IT IS NOT CORRECT, AND YOU NEED TO CORRECT IT.  See if you can figure out who actually did the treatment or adjustment that got charged out to Dr.  i.e. – did he get charged for a periodic exam – this has happened several times that the hygienist clicks on the orthodontist instead of the general dentist – who is the doctor they actually want and her name is the one above our orthodontist.

When you determine who the charge should have gone to, IF IT IS IN THE SAME MONTH, then if there is no insurance, change the provider from the orthodontist to the correct provider and enter the payment.  If there is a claim delete the insurance claim and then change the provider from Dr  to the correct provider, make a new claim, and then enter the payment.  If you can’t figure out who the correct provider is – put the payment aside and ask one of the secretaries to help you determine the correct provider, even if this takes a day or two, and then enter the payment when it has been corrected.  This will save A TON OF TIME if you do it this way, since fixing it on the back end is VERY time consuming.

To fix a debit/credit situation inside a patient’s ledger:

  • In the ledger, select Transaction from the top task bar
  • Click on Allocate Credit Balance from the drop down menu
  • Click manual  and enter the opposite number in the box (if you see a $75, then you enter  -$75 so that it will equal $0)
  • The good news is that the software will not allow you to close this window unless the “offsetting adjustments total” is $0.

Correcting a payment posted to ortho instead of a regular account or vice versa (posted to a regular account instead of ortho.

In this situation, you will not do an internal transfer to correct the posting error, as this will cause a debit/credit situation on both accounts and then you would need to do external provider transfers on both accounts, which just causes more work.  Here is what you do.

  1. If 50.00 payment posted to John Jones regular acct to Dr Smith instead of his ortho acct, you will enter a refund in Dentrix on John Jones regular acct of 50.00 for Dr Smith. (Make a note in the refund that you are paying this to Dr Khan for John Jones ortho acct.)
  2. Then you will write a 50.00 refund check in Peachtree payable by Dr Smith  and make the check payable to our orthodontist. Make a note in the description that the refund is being paid to our orthodontist for John Jones for payment made to regular account instead of ortho acct.
  3. Then you will use that check to post a payment to the ortho acct for John Jones and that 50.00 will then be paid to our orthodontist.

If the 50.00 payment is posted to the ortho acct of John Jones instead of his regular acct.

  1. You will need to have our orthodontist write a refund check payable to the general dentist for 50.00.  You will enter a refund in Dentrix in the ortho patient’s acct.
  2. Then you will use that check to post a payment to the regular acct for John Jones and that 50.00 will then be paid to whichever  provider is owed.

In either of these situations, it is still a lot of work to correct, no matter how you do it, so the important thing here is to really watch these accounts to eliminate these errors and minimize the correction work.



To view Superior EOB’s paid by direct deposit

Click on red box:  Get Connected at the lower left.   Next screen – again click on Get Connected

This is the login screen:  need Username and password.

There is an account for each provider:

Here are their user names:

The password is:


Next click log on

The next screen has several options on the blue bar.

Check eligibility (by SSN)                           Check claim status (by SSN)

Vouchers (EOB’s paid)                   Request EOB (by claim number or date range)

To view and/or print the EOB, click on the one that says VOUCHERS.  The next screen will show the last six payments. Click on the PDF file listed by the check date that you want to see. The password to open the PDF file is:


To set up a new doctor account for viewing EOB’s:

Will need user name:  use doc’s name in lower case


Email address – it needs to be a unique address for each doc account but doesn’t have to be a real email address.  I have used and then just added a number i.e. ( to differentiate (Superior’s requirement).  I used lsmith1 through lsmith4.

You will also need the doctor’s: Tax ID number (or social security number if they don’t have a Tax ID number)

NPI numberLast 4 digits of their dental license number. After you have submitted this, it takes several hours for Superior to authorize this account before you can actually use it.

Emdeon Electronic INS Payments – Guardian and Dental Care Plus

Process payments for multiple insurance carriers:

Dental Care Plus and Guardian Life

Payment Manager Website:

Support:  866-506-2830

Each tax ID number has a separate account w/ username and password:

PASSWORD needs changed often on this site!! Aggravating…

Tax ID:



We need to access the website to find our electronic payments.  We will not be sent any notification that we have a payment.  The only way to check is on our online banking w/ PNC to show payments posted by Dental Care Plus or Guardian.  These can occur on any day of the month.


To check for payments and print the EOB’s:

  1. Website is
  2. Click login on the upper right of the screen
  3. Click Payment Manager on the next screen – middle of the second column
  4. Enter username and password
  5. At the left of the screen it will show the provider
  6. Click “Third Party Billing Management” in orange, then select Payment Manager
  7. On the next screen select “Search Payment.”
  8. On the next screen at the upper right select “Search” – using the default parameters.
  9. This brings up a list of payments.
  10. Click on the column header marked “Payment Date” to sort – most recent will be first.
  11. The column headed by “Documents” is to the right.  Click on each one showing a payment processed for the current date.  Print this PDF file which is the EOB.  It will show “printed” once you have actually printed it.
  12. Return to the home screen.
  13. Click on “logout”
  14. This takes you back to the login screen to check for a different provider.



Direct Patient Debits

Some patients chose to have us debit a recurring amount from their bank accounts weekly or monthly rather than sending us a check or using a credit card.  We set up these through the ACH section of our banking, and enters these on the correct dates in Dentrix.  You will find these when you run the Dentrix deposit report for credit cards and electronic payments.  You will list these on the Excel deposit worksheet under Electronic Insurance Checks.  Enter the patient’s name to the right of the amount.


Other Considerations


Check patient account balance when entering payments. If the balance is zero, do not enter the payment without checking why the patient is paying if they have no balance. Are they paying for treatment that is yet to be done, or did we miss entering a charge, or did someone put incorrect patient account # on payment? Always enter the payment under the head of household’s main number. All contracts will be set up under the head of household in the main database, so if a payment comes and is not in the blue envelope denoting contract, it will let you know on the screen if you always enter the payment under the head of household.


If a check is returned for insufficient funds enter the adjustment code – NSF and charge the dentist who the previous check was going to.  Also charge a $15.00 bookkeeping charge to the account for the same dentist.  Then call the bank to check if there are now enough funds to cover the check.  If so, enter the check again as a payment.  If the check comes back a second time, again enter the NSF adjustment and $15.00 bookkeeping charge, print a statement and send with check to patient.


If you receive an unsigned check don’t return it. Write “over” on the signature line. On the back write, “lack of signature guaranteed” along with our stamp and the doctor’s signature.



  • If the payment is a pre-pay of 1st 1/3 of work to be done, and if appropriate provider is not noted on the payment by the secretary, go to scheduler in Dentrix.  Locate appointment and look up name and provider if appointment scheduled.  If no appointment scheduled, assign to Dr. _______.  If balance $0 and no appointment scheduled, give check to the financial manager.  If provider is not listed, but there is an appointment, click on ‘Select Provider’ box, chose appropriate provider.  Do manual payment.
  • If a credit balance exists (- $12.00 for example) then enter the patient name and amount due to be refunded into the deposit excel spreadsheet in the top right hand corner. When you finish entering your insurance payments, make a copy of this section & give it to ________.  She will call the clients who are due a refund, saying “Good news! Your insurance paid more than we estimated & you have a credit of $12.00 due. I see that your family is all caught up on cleanings & treatment needs, so I would like to find out if you would like us to send you a check or just leave this credit on your account?” Obviously, if any family member is due for treatment or cleanings, then she will tell one of the secretaries who will then try to get them to schedule this appointment instead.


Entering payment for folks who have been written off or sent to collections

When you enter a payment and see the alert pop up that shows “Written off $45.00” you should open this alert and change the content. Change the subject to “Past Write off” or “Past Collections” and the content you can add “Paid write off $45 – must pay in full in advance for future appointments” or “Paid collections $200 – must pay in full in advance for future appointments”.

Payments made to the Office that are not our patients:

Electronic deposit and specialist – enter into Insurance Adj account and wait till end of the month to write one check.

Credit card or Cash payment made without Chart # or Name – enter into Unclaimed funds acct and add to excel daily sheet. We’ll account for it at a later date.

Patient Financing Program Payments – Care Credit GE Capital

Care Credit (GE Capital) deposit electronic payments to our checking account.

Website, ID & Password:

Merchant Number

User Name:


Challenge Question:

(Click on Reports, then Daily Funding – enter date range to get full report of pt names, totals, service charge and amount to be posted to our checking acct.  Also shows date posted.)



After all money is entered

–           click office manager icon

–           click day sheet

–           click deposit slip

–           click payment types

–           highlight all types of electronic payments>Print

–           highlight 8 items that go to bank>Print 1

–           Add up totals of all Dentrix items – should match totals of both Deposit Slips-Electronic and Bank (physical deposit)

–           add up yellow cash slips to verify cash

–           fill out deposit slip

–           endorse all checks if not already done

–           count all cash for deposit