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P r e s e n t e r : J a n i c e C h i p o l l a , D X E Tr a i n e r

Advanced Setup Options for Dentrix Enterprise

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Speaker Disclosure

Janice Chipolla is contracted with Henry Schein One to provide customer training services and has been paid an honorarium by Henry Schein One to teach a

continuing dental education session at this conference.

• These features are designed to make your job easier, improve workflows, and customize Dentrix Enterprise with the specific options your office needs.

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How Can Advanced Setup Options Help Me?

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• Customize features like billing types and patient tags.

• Set up lesser-known practice defaults and group security rights.

• Set up Appointment Book views.

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In this class, we will discuss how to:

Advanced Setup OptionsA d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• Let’s discuss some customizable options that can help you manage patient data:

o Billing types

o Financial class types

o Patient tags

o Group security rights and user rights

o Appointment Book views

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Advanced Setup Options: What Is It?

Billing Types

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• Billing types are often set up incorrectly based on the developed intention.

o What is a billing type?

o What is a billing type intended for?

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Billing Types: What Is It?

• In DXE, each account is assigned a billing type.

• In the Office Manager, from the Maintenance menu, point to Practice Setup, and then click Definitions.

• Click Billing Types.

• Click Add.

Note: Certain reports can be filtered by billing type, so it is recommended that you group similar billing types together.

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How To: Set Up Billing Types

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Billing Types: When Do I Use It?

• Use Billing Types as a sorting too for billing Statements:

o Billing types are a way to link accounts financially.

o They are designed to include or exclude an account on a billing statement. As a report filter:

– There are many financial reports where billing types are helpful.

– Most reports can be sorted by billing types.

• Use Caution:

o Only one per family can be assigned.

o Billing types are considered “real time,” so reports pull from what is current;there is no history.

• Balance Billing Statements

o Who receives a statement and who does not receive a statement.

• High Level not Detailed Level

o Statement required:

– For example: Fee for service insurance, non-insured patient.

o No statement required:

– For example: Medicaid, or friends and family.

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Billing Types: Guidelines

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• Patients can be assigned different billing types over time, and billing types are reported in “real time,” so numbers on the report may be skewed.

• Billing types are manually selected, and the error rate is high.

• Billing types that are too granular to accommodate the family.

o Only one billing type per account can be selected.

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Billing Types: Mistakes to Avoid

• Stay high level in billing types, i.e. no statement, self pay, etc.

• Focus on the account level, not on a patient-by-patient level. Stay away from the granular details that will not sort the report into what you want.

• Billing types can be used to sort patients properly, if they are used correctly.

• Discover how to satisfy the reporting need rather than the problems of not getting the right patients on the report.

• Avoid using billing types as insurance.

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Billing Types: Remember This

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Financial Class Types

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

• Financial Class types are similar to billing types but are linked to an insurance plan instead of a patient account or family account.

• For example, I can get a payer mix based off of a financial class type.

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Financial Class Types: What Is It?

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• The Insurance Carrier Production report lists insurance plan’s production amounts, payments, and adjustments.

• To generate the report, from DXOne Reporting, select Management, and then double-click Insurance Carrier Production.

• Enter the desired settings.

• Click OK to preview the report.

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How To: Use Financial Class Types

• You need to discover your insurance break down. Where does the money come from? HMO, PPO, inner office plan, etc.

• Financial classes help if you have, for example, 700 Delta insurance plans, and there are several different kinds of insurance under that category.

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Financial Class Types: When Do I Use It?

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• Know your payer mix (where the money comes from: PPO or HMO).

• Financial classes help you organize insurance.

• Financial Class types are insurance based, and Billing types are account based and are for billing statements.

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Financial Class Types: Remember This

Patient Tags

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• Patient Tags provide a way to “label” or tag a patient as a filter for reports.

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Patient Tags: What Is It?

• Offices often use billing types as filters for reports. But there are limited billing types, and there can only be one per Family File.

• Patient Tags are unlimited - many tags can be attached to a patient and are not limited to billing-related items.

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Patient Tags: How Does It Help Me?

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• Set up in Definitions.

• Tags are set globally across the organization.

• Once the tags have been set up and used (i.e. linked to a patient), you cannot edit them.

• Make sure you are using tags that are set up for the long-term.

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How To: Set Up Patient Tags

• Patient tags act as a quick identifier when reviewing a patient’s account.

• You can set up patient tags for the following:

o The name of the school the patient belongs to

o Which grants the patient is assigned

o Special needs or behavioral concerns

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Patient Tags: When Do I Use It?

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• A patient can be assigned many tags to help filter reports. Examples of reports that filter by patient tags:

o Patient Centric reports:

Patient/Inactive Patient List

Global Alerts

Patient List (different from above)

Day Sheet

Production Summary Sheet

RVU Production Summary

o Family Centric reports:

Aging Report

Payment Summary25

Patient Tags: Where Does It Help Me?

Group Security Rights/User Rights

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• A way to easily secure your data by creating groups based on job responsibilities.

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Group Security Rights/User Rights: What Is It?

Prevents Inconsistent Security

• Offices that do not use groups end up with one employee who has certain rights, but another employee does not have those rights.

• It is too tedious to remember who has user rights if you are not using groups.

• If you don’t have groups, you have to start fresh with new staff member, or find existing staff member who has rights to copy rights to the new staff member.

• If you are not currently using groups, you should be.

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Group Security Rights/User Rights: How Does It Help Me?

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• In the Office Manager, from the Maintenance menu, point to Practice Setup > Security Setup, and then click Security Rights Setup.

• On the Groups tab, with a group selected under User Groups, under Assigned Users, click Add.

• Copy the group to the team members and clinics.

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How To: Setup Group Security Rights/User Rights

• Groups are best as job rolesin the office, think about workflows, not people.

• A team member can be assigned multiple groups.

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Group Security Rights/User Rights: When To Use It?

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• Add extra Security Measures –such as user verification.

• For example, you can lock down patient financial sections of DXE where the user has to enter their password again.

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Group Security Rights/User Rights: Add User Verification

• Groups that are not detailed enough or are not secure enough!

• Trying to use the User Tab. It was a great tool prior to Groups, now it complicates the security process.

• Not using Groups.

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Group Security Rights/User Rights: Mistakes to Avoid

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• A team member can be assigned to multiple groups.

• Do the extra work up front to get the team members organized into the right group and clinic access.

• Use the Verify Before Access window security measures sparingly because the user will need to enter their password many times before they can complete a process

• As your organization evolves so will your security needs!

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Group Security Rights/User Rights: Remember This

Setting Up Appointment Book Views

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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What appointment information do you need to see at a glance?

• Appointment Book views are a way to filter the schedule for ease of use, visual preference, and productivity.

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Setting Up Appointment Book Views: What Is It?

• Search for available appointments.

• See scheduled production for a group or individuals.

• HIPAA-view to protect patient info.

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Setting Up Appointment Book Views: How Does It Help Me?

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• You have already set up some views for your clinic but:

o A new provider is available

o A provider has left

• Share the correct views with the correct staff members.

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Setting Up Appointment Book Views: Modify and Copy

• You can manage and copy views from the Appointment Book. Click View on the menu bar.

• Click Manage Views.

• Under Provider/Staff User, select the user who has views that you want to copy. Click OK.

• Select the clinics that you want to copy views from.

• To move specific views from the Available Views list box to the Selected Views list box, select the views that you want to move.

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How To: Copy an Appointment Book View

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• Switching views in the Appt. Book allows you to quickly view production for the day between providers and hygienists, for example.

• In the Month calendar, click on Scheduled Production to see monthly production information.

• If you are in the correct view and you search for an available appointment (magnifying glass on the toolbar), you will see the correct list of providers without having to put them in the search manually.

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Appointment Book Views: Advanced Tips

• Spending too much time . . . Instead, save time when creating standardized views for your team by copying Appointment Book views from one user to another user in any clinic.

• NOT copying the view to your team.

• NOT adding the correct team members to the new views.

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Setting Up Appointment Book Views: Mistakes to Avoid

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• Share the correct views with the correct staff members.

• In the Month calendar, click on Scheduled Production to see monthly production information.

• Being in the correct view when searching for an available appointment will show you a correct list of providers without having to search manually.

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Setting Up Appointment Book Views: Remember This

SQL Database Management

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• Problems/Challenges:

o Backups, restore, and failovers

• Solutions:

o What type of backup is available?

o Types of failover: active/passive mirroring, clustering

• Mistakes to Avoid

o Don’t assume it’s being done.

• Key Points/Remember:

o Check database - performance indexing

o Check integrity43

SQL Database Management: Questions to Ask IT or DBA

Global Settings

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A d v a n c e d S e t u p O p t i o n s f o r D e n t r i x E n t e r p r i s e

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• Features you might not know about: o Active Directory

o Medical History Review

o Clinical Note locking

• If you would like to enable these features, contact support.

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Enhance Workflows through Global Settings

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• Dentrix Enterprise Resource Center:Knowledgebase articles and online courses available at: https://www.dentrixenterprise.com/support/resource-center

• Dentrix Enterprise Help Files:https://hsps.pro/DentrixEnterprise/Help/desktop/Dentrix_Enterprise_overview/Dentrix_Enterprise_overview.htm

• Dentrix Enterprise Blog:Find weekly tips and tricks on how to best use Dentrix Enterprise. https://blog.dentrixenterprise.com/

Dentrix Enterprise Online Resources