1. 1
Table of Contents
1 – Accounts Receivable
1.1 – Allkids__________________________________________________________________3
1.2 – Third Party Liability Insurance (TPLs)_______________________________________3
1.3 – Enter a Payment________________________________________________________4-5
1.4 – Adjustments to Accounts__________________________________________________5
2 – Appointments
2.1 – Access Broken Appointment List___________________________________________ 6
2.2 – Appointment Conversion__________________________________________6-7
2.3 – Printing Unscheduled Appointment______________________________________7
2.4 – Scheduling Appointments______________________________________________7-11
2.5 – Updating the Date for Continuing Care Prophy___________________________
3 – Dentrix Info/Transition (with Patterson EOD)
3.1 – Dentrix Daysheet Example (this page and pages 13 and 14)_________________12-14
3.2 – Dentrix EOD Proceudre________________________________________________15-22
3.3 – EOD Reports during the Dentrix Transition_________________________________11
3.4 – Necessary Reports____________________________________________________11-19
3.5 – Patterson Daysheet Example (Examples on this page, 25 and 26)_______________20
3.6 – Patterson EOD Procedure________________________________________________21
3.7 – Claims with Non-Payable Items___________________________________________21
3.8 – Tooth Charts____________________________________________________________21
3.9 – Working at Multiple Offices____________________________________________
3.10 – Common Problem: “Procedure code requires additional information/ Cannot
complete procedure”________________________________________________________
3.11 – Common Problem: “Operatory Scheduled at Requested Time”______________
4 – Distance Login
4.1 – Citrix Remote Login___________________________________________________22-23
4.2 – Webmail Login_______________________________________________________24-25
5 – Insurance
5.1 – Entering Insurance Information____________________________________________26
5.2 – File a Claim to Insurance after Charges and Notes are Complete_____________26-27
2. 2
5.3 – Insurance Verification____________________________________________________27
5.4 – Printing Non-MC Insurance____________________________________________27-28
6 – Oral Surgery P.A.’s______________________________________________________________29
7 – Ordering Supplies
7.1 – Benco Order__________________________________________________________30-32
7.2 – Henry-Schein Order___________________________________________________33-34
8 – Patient Records
8.1 – Add Patient to Family____________________________________________________35
8.2 – Alerts__________________________________________________________________35
8.3 – Common Problem:“Merge Patients with a Transaction in the Ledger”__________36
8.4 – Inactivating Patients_____________________________________________________36
8.5 – Merge Patient to a Family_________________________________________________36
8.6 – New Patient_____________________________________________________________37
8.7 – New patient, add Head of Household______________________________________37
9 – Print Recall Cards_______________________________________________________________38
10 – Print Reports__________________________________________________________________38
11 – Printing the Production Summary for Specific Doctors_____________________________38
12 – Six Month Recall
12.1 – Print Recall Cards____________________________________________________39-40
12.2 – Updating the Date for Continuing Care Prophy__________________________40-43
Blank Forms
Corrective Action Form_______________________________________________________44
Endo Texas Form_____________________________________________________________45
GA Forms________________________________________________________________46-49
Medical Records Release Form (HIPAA) ________________________________________50
Retreat Form________________________________________________________________51
3. 3
1 – Accounts Receivable
1.1 – Allkids
Patients who are covered under an Allkids policy through BCBS of AL should have a
copayment, which will vary depending on their individual contract. These co-payments are
only applied to operative and major services.
To check how much the copayment is:
Step 1: When checking eligibility on the BCBS website, click on the ‘Summary Plan
Description’ tab
Step 2: Under ‘Deductible’, you will find the amount for which the patient is responsible for
Note: Copayments are due at the time of the appointment
1.2 – Third PartyLiabilityInsurance (TPLs)
TPLs are insurance policies offered through our patient’s employers, etc. These include, but are
not limited to BCBS of AL, Delta Dental, Aetna, United HealthCare, Cigna, etc.
Patients covered under TPL are often responsible for a deductible or copayment. Please verify
each patient’s individual policy for the specific breakdown of their insurance coverage.
Copayments and deductibles are due at the time of the patient’s appointment. Exceptions
must be pre-approved by the Accounts Receivable Manager
4. 4
1.3– Entera Payment
Step 1: From the ‘Office Manager’, click on the ‘Patient Ledger’
Step 2: From the patient ledger, hit ‘F2’ on the keyboard. This should bring you to a screen
which will ask you for the patient information
Step 3: From the patient ledger, click on ‘Transaction’ ‘Enter Payment’
Step 4: In the enter payment screen, fill in the following information:
- Amount
- Check # (assuming a check was received)
- Select the payment type
- Select the patient you are posting this payment to in the ‘Apply the Charges For’
drop menu
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Step 5: To apply payments to specific services, click on the service on the bottom portion of the
enter payment screen and click ‘Apply Remaining’. To remove an applied payment, select the
service and click ‘Remove Applied’.
Step 6: Click ‘OK/Post’ to post the payment to the patient ledger
1.4 – Adjustmentsto Accounts
If at any time you need an adjustment to be made to an account, these should be sent to the
Accounts Receivable manager. This is the only person who has the rights to make adjustments.
An e-mail to the Accounts Receivable Manager is required when a payment needs to be fixed or
an adjustment needs to be made to a patient’s account.
Specific details about adjustments should also be reported in your end of day e-mail. These
should include, but are not limited to, patient name, date of service, amount, and the reason for
the adjustment.
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2 – Appointments
2.1 – Access Broken Appointment List
This will generate the report at the bottom of the ‘Office Manager’ window
Step 1: Select ‘Reports’ ‘Lists’ ‘Unscheduled Appointment List’ select the provider
(from and to) select unscheduled appointment date (from and to) ‘OK’
- This will generate the report at the bottom of the ‘Office Manager’ window
Step 2: Double click on the report at the bottom of the window to print
2.2 – AppointmentConversion
Step 1: Make sure that the patients that are converting appointments
- Set up insurance (including putting in the numbers)
- Change the first provider
- Delete the second provider and leave it blank
- Change the fee schedule
Note: Allkids patients should be assigned the BCBS Fee Schedule
Step 2: Change the appointment
- For HYGIENCE patients
o Open the appointment
o Select the ‘Use Reason to Auto-Update CC’ box
o Change the provider to the correct type of appointment - Prophy
o Under the ‘Reason’ heading, click on the “Initial” button and select either the
‘30’ or ‘60 minute’ recall depending on the age of the patient
o The ‘Continuing Care’ box will then populate with Prophy and the date of
the appointment
o Select ‘OK’ and the appointment has been completely converted (It will also
show up to send in your Recalls report)
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- For OTHER appointments, follow the same steps, except you will need to skip the
‘Use Reason to Auto-Update CC’, as this is only for Prophy appointments. Also,
select the appropriate type of appointment such as Operative, Oral Surgery or Endo
2.3 – Printing UnscheduledAppointment
Step 1: Go to ‘Office Manager’ (the brown office chair icon)
Step 2: Select ‘Reports’ ‘Lists’ ‘Unscheduled Appointment List’
Step 3: Select the provider and what the appointment was for (operative, prophy, pedo, endo,
etc.)
Step 4: Select what dates you would like to select unscheduled appointments from,and click
‘OK’.
Step 5: Go to the bottom of the ‘Office Manager’ and the ‘Unscheduled Appointment’ list will
be there
Step 6: Double click the report
Step 7: It will then show the ‘List’ ‘File’ ‘Report’
2.4 – Scheduling Appointments
Step 1: In ‘Office Manager’, double click in the area that the appointment is needed
Step 2: Enter the necessary information to find the patient in the search Select the patient
and press ‘OK’
Step 3: Enter the necessary patient information
2.5 – Updatingthe Date for ContinuingCare Prophy
To make sure a card is received the CC date for a prophy, it must reflect the date range selected
to send cards. For example:
8. 8
There are actually 2 issues to address for this patient. This patient was rescheduled from
7/13/15 to 7/20/15. We see for this patient that both the next recall and the prophy appointment
have been selected. This is incorrect.
Step 1: The ‘Next Recall’ needs to be removed. Press the icon. The following screen will
appear:
Step 2: Deselect ‘Next Recall’ by clicking it one time leaving ‘Prophy’ Click ‘OK’
Step 3: Update the Prophy date – Open the ‘Family File’ window and on the right side you will
see the ‘Cont. Care’ window
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Step 4: Double click in the ‘Cont. Care’ window to open it
Step 5: Select the ‘Prophy’ line select ‘Edit’ and the following window will appear
10. 10
Step 6: Change the ‘Due Date’ to a date with in the date range you are sending cards for. In
this case we would change it to 07/30/2015.
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Step 7: Select ‘OK’ and then select ‘Close’. The date will automatically update.
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3 – EOD Deposit Procedure Example
3.1 – DentrixDaysheet Example(Thispage and pages13 and 14)
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3.2 – DENTRIX EOD PROCEDURE
Step 1: From the Dentrix Office Manager Page: Click on the ‘DXone Reports’ icon
Step 2: Select the ‘Management Category’ and save the following reports (there are 3 total):
1st
Report: Daysheet
Step 1: Double click on ‘Day Sheet’. A box will pop up
Step 2: On the top right hand side you will find a box that says ‘Clinic Selection’. Click the
button with the ‘>>’.
Step 3: Another box will pop up. Double click on the office location under ‘Available Records’
select ‘OK’ select ‘OK’ again. Here is an example:
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Step 4: On the bottom left side you will see ‘Date Type’. Be sure the default is set to
‘Procedure Date’.
Step 5: Your report will generate. This may take about 15-30 seconds. It will look like this:
Step 6: When the report pops up, this is all the production the office did for that day. To find
the EOD production number, select the ‘Go to the last page’ Icon
Step 7: The Production total will be listed in the first column under GRAND TOTAL next to
‘Charges’,the very first number you see. You will also find the number of patients seen on the
top right of this report too.
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Note: As in Patterson, patients who did not have charges walked out will not appear in the
patient total and will need to be added.
Step 8: Select the icon called ‘Export Report’. The ‘Export’ box will appear (make no
changes).
Step 9: Select ‘OK’.The ‘ExportOptions’ box will appear (make no changes).
Step 10: Select ‘OK’ again. The ‘Choose Export File’ window will appear. Double Click on the
folder titled ‘SharePoint (S:)’
Step 11: Find the folder titled ‘Temp Office Reports’. Double click on that folder. Double Click
on the folder titled ‘Office Reports (New)’.
Step 12: Double Click on the ‘2015’ folder and also on the office location. Double Click the
‘Month’ folder and then the specific date folder. Save your file in today’s date titled
‘DaySheet_All_Coll’ by pressing ‘Save’.
2nd
Report: Daysheet –Deposit Slip
Step 1: Go back to your list of reports and find the one titled ‘Daysheet – Deposit Slip’. Double
click on that report. A box will pop up.
Step 2: On the top right hand side you will find a box that says ‘Clinic Selection’. Click the
button with the ‘>>’.
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Step 3: Another box will pop up. Double click on your ‘Office Location’ under ‘Available
Records’ Select ‘OK’ then select ‘OK’ again (just like we did in the previous report). Make
sure the “Date Type” is set to ‘Procedure Date’
Your report will generate and look like this:
Note: This report shows if you took any money for the day. All you need to do is save the
report.
Step 4: Select the icon called ‘Export Report’ again.
Step 5: A box will appear. Select ‘OK’ then ‘OK’ again.
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Step 6: Save your file in ‘Sharepoint’.(Repeat the steps from the first file all above in blue but
title the file ‘DepositSlip’.)
3rd
Report: Insurance Carrier Production
Step 1: Go back to your list of reports and find the ‘Insurance Carrier Production’. Double click
on that report. A box will pop up.
Step2: On the top right hand side you will find a box that says ‘Clinic Selection’. Click the
button with the ‘>>’.
Step 3: Another box will pop up. Double click on your office location under ‘Available
Records’ Select ‘OK’ then select ‘OK’ again. Make sure the ‘Date Type’ is set to
‘Procedure Date’
Your report will generate and look like this:
Note: This report shows what insurances you saw today. All you need to do is save the report.
Step 4: Select ‘Export Report’. A box will appear. Select ‘OK’ then ‘OK’ again.
Step 5: Save your file in ‘SharePoint’. (Repeat the steps from the first file all above in blue but
title the file ‘InsCarrierProd_Summary’.)
Please use the above names for Patterson and Dentrix every time for these reports so it is
uniform for all to see.
20. 20
- Email
o SubjectLine - Office location
o Send to: Molly Spinks, Michael Woodall, Kayla Shipman, Brandi Parris
o CC: Levi Greene, Kevin Browning, Cassie McGowan, Isamar Vargas, Erin
Bonilla, Theresa Lovvorn, Finance, Alicia Cobb, Rachel Hall, your Insurance
person (Shea B. or Carol O.).
Email should include:
Location
Production Total
Collectable Total (Only include when an adjustment is needed - i.e.
employee / family member was seen; service provided was non-covered
service, duplicated service or retreat)
Start: Blocks/ Patients
End: Blocks/Patients
Doctor
# Clinical & Front Desk Employees
Issues (technical and call outs)
Adjustments – Did anything need to be adjusted off (i.e. retreats, LOE’s x-
rays)
Include patient name, payment and reason for adjustment
Deposit - did you collect payment/ put total here
CC - did you collect any credit card payments/ put total here
Additional Info – Any department that needed to be made of an issue,
concern or problem, include that here (ex. E-claims for a new doctor did
not process because we don’t have an MC # for them yet)
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**Here is an example (if your office does not have optical, remove that section)**
Boaz –
Dental
Production Total: $ 8,225.30
Collectable Total: $ 8,197.75
Start Appts. / 30 Minute Blocks: 120/132
End Appts. / 30 Minute Blocks: 77/84
Dr. C White
Dr. Rasbury - Pedo
Clinical / Front Desk Employees: 7
Optical
Production Total: $ 1,799 Collectable
Start 11 pts
End 19 pts
Dr. Clasen
Issues: Benco repaired hose in Room 6
Adjustments: Please adjust $27.55 for Mike Smith. LOE needed but not due.
Employee changes: Moved Elizabeth to Caller for the morning due to slow hygiene
All reports in ‘Office’ folder
Dep: $ 142.10
CC: $ 43.20
Additional Info: none
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**BELOW IS A BLANK TEMPLATE FOR YOUR USE IF YOU SO CHOOSE TO SETUP A
TEMPLATE**
Office –
Dental
Production Total: $
Collectable Total: $
Start Appts. / 30 Minute Blocks: /
End Appts. / 30 Minute Blocks: /
Dr.
Dr.
Clinical / Front Desk Employees: #
Optical
Production Total: $
Collectable Total: $
Start # pts
End # pts
Dr.
Issues: none
Adjustments: none
Employee changes: none
All reports in ‘Office’ folder
Dep: $ 0
CC: $ 0
Additional Info: none
*Note - If you only have one doctor, remove the second “Dr” line.
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3.3 – EOD Reportsduringthe Dentrix Transition
Step 1: EOD needs to be run in Patterson EACH day even if the office has already transitioned
to Dentrix in order to generate the Deposit Report with Itemized Cash
- The Deposit Report with Itemized Cash will be the only Patterson report that will
need to be saved in the Office Reports folder each day
Step 2: All Dentrix offices will need to pull the Receipts Day Sheet each day, and save a copy to
the ‘Office Reports’ folder along with the deposit slips and credit card receipts
Note: Running a Patterson EOD is only possible if a payment has been taken or an insurance
claim has been posted. Erin Bonilla will notify office managers when insurance has posted.
3.4 – Necessary Reports
Office managers need to send the following reports at the end of every day.
1. Day Receipts/Deposit with Itemized Cash
2. All Credit Card Receipts verifying payment were taken.
3. A copies of the Deposit slip filled out for the bank.
4. Bank receipt verifying the deposit.
All documents should be in PDF formant and merged into one document. The report should be
put in the ‘Share Doc’ folder under the correct office and date.
See EOD Examples on this page and the two following pages (Dentrix Daysheet Example)
27. 27
3.6 – Patterson EOD Procedure
Step 1: E-claims
- Online
- Electronic Claims
- Check that they are marked, if not ‘Mark All’
- Printer set to ‘PDF creator’
- Click ‘PROCESS’
- Another box may pop up
- Select ‘Report’, again check printerset to ‘PDF Creator’
Save files to the Shared folder for DOS as ECR 1, ECR 2
- Select Continue
Step 2: Managed Care Analysis
- Go to ‘Reports’ Icon
- Select ‘My Favorites’
- Select ‘Managed Care Analysis and Process’
- Save as MCA in Shared folder for DOS (Ex. MCA 8-8-14)
Step 3: End ofDay Reports
- For Dental, Select ‘EOD’ icon
- PROCESS EOD, check printer set to ‘PDF Creator’
- EOD will generate several reports, save these in the DOS shared folder with the
following names exactly as this appears:
Appointment Report - Date
Day Sheet - Date
Provider Productivity - Date
Production Reconciliation - Date
Deposit Report – Date
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3.7 – Claimswith Non-Payable Items
Make sure that the claims of non-payable items are separate from any other treatment
performed on the date of service (DOS). This will ensure prompt and correct payment of all
payable items.
3.8 – Tooth Charts
The default in the chart ‘Change to Permanent’ or ‘Change to Primary’ should never be
changed. When it is, it sets the default for not only the chart you do it on, but for every chart
you manipulate after that. The default for your settings is ‘Permanent Dentition’. When a
patient is brought to clinical for the first time, and the need to see primary dentition is there,
then you should ‘Change All’, and then change the selected as needed.
3.9 – Working at MultipleOffices
If you currently aren’t on Dentrix, you might fill-in at an office that does have Dentrix
Make sure that the office, in which you are working, is the office where the claims are going to
be created. For example: If you are working in Anniston, please make sure you are not logged
into another office in Dentrix.
Run EOD on Patterson (Refer to 3.1 when running reports) every day. When you run EOD
make sure you include your reports in the shared drive folders daily.
3.10 – CommonProblem:“Procedurecode requiresadditional
information/Cannotcomplete procedure”
Problem: Also, once you have checked the notes and charges, and you are ready to set the
appointment as completed, there is a check mark you can click on the toolbar to do this. When
the checkmark is selected, it gives an error, “Procedure code requires additional information
(tooth#, surface, etc.) Cannot complete procedure.” But it does complete the appointment.So
my question is, will this error message always pop up?
29. 29
From the appointment information screen, if you have chosen an initial reason for that
appointment and choose the complete status from there, you should no longer receive that error
message.
3.11 – CommonProblem:“OperatoryScheduledat RequestedTime”
Problem: Sometimes when you try to make an appointment or put a block up, Dentrix says
that there is already “operatory scheduled at requested time” and there is absolutely
NOTHING there.
Step 1: From the schedule view, go to ‘File’ ‘Maintenance’.
Step 2: Select the operatory needing to be cleared and the date (By doing this, the column will
be reset so appointments can be made
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4 – Distance Login
4.1 – Citrix Remote Login
Occasionally there may be times when you need to access your desktop from home or a non-
Citrix based computer.
Step 1: To log on remotely to your Citrix desktop type the following exactly as it appears into
the browser address bar:
https://remote.sarrelldental.org/vpn/index.html
Step 2: It may prompt you to download a Citrix “plug-in” or “add-on” so be sure to approve
that to be able to use it. Type in your username and password and press login – it will look like
this:
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Step 3: Select the desktop you need to access. This can be done on most computers using most
browsers.
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4.2 – WebmailLogin
Occasionally there may be times when you need to access your email from home or a non-Citrix
based computer.
Step 1: Type webmail.sarrelldental.org into the browser address bar:
Step 2: Under ‘DomainUser Name’ type in your entire sarrelldental.org email address (i.e.
mwoodall@sarrelldental.org or bessemer@sarrelldental.org) and the password, and press the
‘Sign In’ button. There is limited feature access. It will look like this: Next Page
34. 34
5 – Insurance
5.1 – Entering InsuranceInformation
Step 1: Double click on ‘Insurance’ in the ‘Family File’.
Step 2: Select the correct patient.
Step 3: Type under ‘Carrier’: BCBS, Medicaid, Aetna, MetLife, etc.
Note: Allkids patients should be assigned the BCBS Fee Schedule
Step 4: Enter the subscriber ID #
- AND, check under signature on file: ‘Release of Information’ and ‘Assignment of
Benefits’.
- You can also add a breakdown of the coverage and the deductibles in this same area.
What used to be ‘Memo’ is now in the ‘Family File’ area under ‘Patient Notes’
5.2 - File a Claim to Insurance after Chargesand Notesare Complete
Step 1: Click on the ‘Patient/Highlight’
Step 2: Select the first icon, ‘Chart’
- Then select what you would like to see in the chart (For example: Treatment Plan,
Completed and Clinic Notes)
- Make sure all the notes and charges match up
- Make sure the provider has been selected to the correct provider
Step 3: When all is correct, go to the 2nd icon on the toolbar, ‘Ledger’
- You will then see any recent treatment, previous treatment or any claims that have
been filed
Step 4: To file the procedures from today, you will click on the ‘INS’ button; there are two
different ones
- Be sure to click on the first ‘INS’ icon
- Labeled ‘INS. Today’s Proc’.
- The screen will then flash and you will see on the bottom of the ledger that the claim
for XX amount of money was filed
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Step 5: Exit out of the ledger and the chart
- It will bring you back to the ‘Appointment Information’
Step 6: Under ‘Status’ select ‘Completed’ (This will turn the patient GREY)
5.3 – Insurance Verification
The ‘V’ for verified doesn’t work as it was advertised. We have decided to setup our schedule
differently. Instead of dealing with the ‘Last Eligibility Date’ and the ‘Plan Expiration Date’
we are going to leave those blank. This is because they don’t currently work as we need them
to work. Here is the process that we will follow.
Step 1: In the ‘Appointment’ section there is a ‘Type’ preference that defaults to ‘Select
Insurance’. Leave it to say ‘Select Insurance’ until we check it. After it has been checked, you
can change it to the appropriate insurance (MC, AK, other insurance, etc.).
- When creating another appointment that is within the same month and for a MC
patient, select the MC option (We know that it is good through the end of the current
month)
- For all other insurance, leave it as ‘Select Insurance’
Step 2: Continue to put insurance verification information in the ‘Patient Note’ box like we did
in the ‘Patient Memo’ section of Patterson.
- The box above the ‘Patient Note’ box called ‘Cont. Car’ will be left blank.
5.4 – Printing Non-MC Insurance
Step 1: Access the ‘Dental Insurance Plan Information’ window. You can do this two ways.
- In the ‘Office Manager’ window: ‘Maintenance’ ‘Reference’ ‘Insurance
Maintenance’. Then search for the plan by Carrier.
- In the patient’s ‘Family File’, double-click the ‘Insurance Information’ box to open the
‘Insurance Information’ window, then click ‘Insurance Data’
Figure 1 - Example ofan incorrectly set-up “Dental Insurance Plan Information” window
37. 37
6 – Oral Surgery P.A.’s
- From the Medicaid website, highlight the “Prior Authorization” tab and click on “New”
-
- Recipient ID is the Medicaid #
- PA Assignment is # 35 - Dental Care
- Servicing provider is the NPI # of the doctor – enter the number and click Search.
- In the pop-up window select the location for oral surgery and when complete click next.
-
- On this page select Line Item and in the pull down select “Procedure Code” – Code is
D7240
- In the tooth number boxes the following should be in order Tooth 1 – 01, Tooth 2 – 16,
Tooth 3 – 17, Tooth 4 – 32
- Under Eff / Ending dates – use today’s date and out 6 months (ex. 7/28/2010 to 1/28/2011)
- In the Requested units box put total # of teeth to be approved (up to 4)- click next
-
- On this page click add and in the memo or note section type something like “Removal of
3rd molars and give tooth #’s – click next
-
- On this page select add, select transmission – select mail and also Radiological Films –
RB
-
- On this page will be a save button which will then take you to the PA page. Print this
for our records and write the patients name on it.
-
- Pull up the Pano for the patient and under the “Effects” tab select “Clarify” to sharpen
up the image if needed. Save this to a file or desktop using the patients name.
-
- All panoramic films or other documentation (perio charts, clinical notes, bitewings, etc.)
will now need to be mailed to one of the two addresses below. ALL MAILED
DOCUMENTS MUST HAVE THE PA NUMBER ASSIGNED BYTHE ELECTRONIC PA
REQUEST WRITTEN IN THE UPPER RIGHT HAND CORNER.
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- HPES
- Dental PA Unit
- PO Box 244032
- Montgomery, AL 36124-4032
- or
-
- HPES
- Dental PA Unit
- 301 Technacenter Drive
- Montgomery, AL 36117
39. 39
7 – Ordering Supplies
7.1 – Benco Order
Step 1: Go to www.benco.com Click on ‘Shop’
Note: This should be the screen that you see
Step 2: Make sure that you select the ‘Painless’ application on the left
Step 3: Click on the login to continue
Note: Your Supply Chain Manager will be able to provide you with a username and password
Step 4: Build your order. See the image below:
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Step 5: As shown above, you can search for an item type in the search bar. A search can be
anything from the item code manufacturer, or just a category associated with that item.
Step 6: Once you have found the item you are looking for, enter in the quantity and select ‘Add
to Cart’. This is demonstrated in the image above.
Step 7: Once you have completed your order, click the cart.
Step 8: If your order is correct, click the ‘Check Out’ button.
Step 9: You will need to continue clicking through until you get to the following screen: Next
Page
As you add items to
your cart, they will
show up here. Once
you are done, click on
the cart.
Type in the quantity
you want for an item,
then select ‘Add to
Cart’.
This is where you
will search for an
item.
41. 41
Step 10: Once you have gotten this far, simply click the ‘Submit Order’ button. After that, you
are done!
Step 11: Once you have successfully completed your order, it will be sent to the Supply Chain
Manager for approval. Once approved, your order will arrive to you the next day, assuming
your order was placed before 2:00 P.M.
HELPFUL HINTS:
- If you are having a hard time finding an item, please look through your Benco Dental
Catalog. You can also contact your Supply Chain Manager for assistance.
- If you place your order after 2:00 P.M. your order will be delivered one business day
later.
- If you need to return an item, please contact your Supply Chain Manager.
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7.2 – Henry-ScheinOrder
Step 1: Go to www.henryschein.com
Step 2: If this is your first time to the site, click ‘Dental’ ‘Special Markets’.
Step 3: Once you have done that, you should see the following screen:
Step 4: As indicated by the black box above, you will type in the username/password for your
office in this space. The Supply Chain Manager will provide this information to you. Once you
have logged in, you are ready for the next step.
Step 5: Once you have logged in, you should see the following screen:
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Step 6: As indicated by the black box above, this is where you will enter search criteria
Step 7: Search criteria can be anything from item numbers, or just a general name for a product.
If you have trouble finding an item, you can look for it in the Henry Schein catalog, or consult
your Supply Chain Manager. Please see the below image for an example of a search:
Step 8: As stated in the text above, once you have found your item you simply input a quantity
and click “Add to Order”. Henry Schein remembers your purchase history, so in the future the
brands that you typically buy should always appear first in the search list.
Step 9: Once you have finished your order, it is time to check out. Once you click on your
shopping cart, you will be taken to the following screen:
HELPFUL HINTS:
- Your order will be delivered to you the next day assuming you place your order before
2:00 P.M.Any time after that will be delivered two days after submitting your order.
- If for any reason you cannot place an order for an item, please contact your Supply
Chain Manager.
- Your office is allowed to order twice a month. You should try and order everything that
you need at the beginning of the month. However, sometimes you will need to place an
additional order in the middle of the month to replenish stock that has been
unexpectedly depleted.
- If you need to return an item, please contact your Supply Chain Manager.
As you can see, I searched
for gloves, and several
different kinds were
returned.
Type in a quantity, and
then click “Add to
Order”
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8 – Patient Records
8.1 – Add Patientto Family
Step 1: In ‘Office Manger’, select the ‘Schedule’ icon Select ‘Appointment Book’
Step 2: Select the patient Click ‘Family File’
Step 3: Select ‘File’ ‘New Patient with Appointment’ ‘Add to Current Family’
Step 4: A “Provider” and ‘Reason for Referral’ must be selected
8.2 – Alerts
Step 1: ‘ALWAYS’ must be selected if the alert needs to always show up, as opposed to a
specific date range
Step 2: A description must be added (example: Asthma)
Step 3: A note must be added (Example: Asthma)
Step 4: Select where you would like for the alert to show
Step 5: Select the necessary ‘Options’
- It will save the alert, and the date range will be blank.
Step 6: Once we have updated the ‘Patient and Account Alerts’, delete the ‘Converted Alerts’
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8.3 – Common Problem: “MergePatientswith a Transactionin the
Ledger”
Problem: I have yet to figure out how to merge patients who have a “transaction” in their
ledger. This is regarding; claims, insurance payments, patient payments, etc. I have deleted
claims and tried afterwards but it still does not work.
There can be no transactions in the ledger at all when merging patients. You must merge
patients prior to charges or wait until after month end has been run by Isamar.
8.4 – Inactivating Patients
Step 1: Select ‘Family File’
Step 2: Double click on the blue box with all of the patient’s information
- This will pull up the patient’s information
Step 3: Select ‘Demographics’ under the patient’s name
Step 4: Select ‘Inactive’ from the list under ‘Patient’
8.5 – Merge Patientto a Family
Step 1: Double click on the patient
Step 2: Click on ‘Patient Info’
Step 3: Click ‘Edit’ in the top left ‘Family Relations’ choose the person to move and click
‘Family 2’
Step 4: Search for the family by the Head of Household
Step 5: Move to ‘Family 2’ ‘OK’
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8.6 – New Patient
Step 1: On the schedule, select the desired appointment time for the new patient
Step 2: Click ‘New Pat’ in the bottom left-hand cornerof the box that appeared
Step 3: Enter patient information
- If the new patient is an adult then put them under ‘New patient with appointment’
- If the new patient is a child then put them under ‘New Family’
Step 4: ‘Provider’ and ‘Referral by’ must be filled out
8.7 – New Patient, Add HeadofHousehold
Step 1: Click once, highlight the patient.
Step 2: Go to the ‘Family File’ icon ‘File’ ‘New Family’
Step 3: Search for the guardian or add a new guardian who is not in the system.
- If the guardian is not in the system, select ‘New Family’
- Enter the guardian’s information.
- To save the information, you MUST select a ‘Provider’ and a ‘Referred by’. If you
do not select these, it will give you an error message and tell you that you must
select it.
- The guardian’s information will then show in the family file, but you will not see the
new patient’s information.
Step 4: You MUST go to ‘File’ ‘New Patient with Appt’.
- It will then pop up as a small box ‘For New Patient’
Step 5: You can then select ‘Create New Family’ or ‘Add to Current Family’ or ‘Select Family’
- You will select ‘Add to Current Family’
- It will then add the new patient to the guardian’s family file.
Step 6: From here you will double click on the patient’s name and enter their insurance
information
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9 – Printing
9.1 – Printing RecallCards
Step 1: In ‘Office Manger’, select the ‘Letters’ icon from the top ‘Continuing Care’
‘Recall Cards’ ‘Edit’
Step 2: Choose the office
Step 3: Set the date under ‘Appointments’ ‘OK’ ‘OK’ ‘Create/ Merge’ ‘OK’ ‘Yes’
9.2 – Print Reports
Step 1: In ‘Office Manager’ select the ‘DXone Reports’ icon ‘Management’ Double click
the Day Sheet
Step 2: Select the clinic ‘OK’
Step 3: Go to the last page for the EOD numbers
9.3 – Printing theProductionSummaryfor SpecificDoctorson Dentrix
Step 1: Open ‘Office Manager’
Step 2: Select ‘DXone Reports’ ‘Analysis’
Step 3: Select the correct ‘Clinic’ and also the correct ‘Provider/StaffSelection’
Step 4: Then you can run the report and give it to the doctor
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9.4 – Print RecallCards
Step 1: Select the ‘Office Manager’ icon
Step 2: Select the icon with the letters at the top of the screen
Step 3: Select ‘Continuing Care’ in the small box that appears
Step 4: You will see multiple options including appointment cards-reminder, continuing care-
w/o appointment, recall cards, etc.
Step 5: Click on ‘Recall Cards’ then ‘Edit’
Step 6: Select the appropriate clinic and patient name from the ‘Patient Report view’
Step 7: Use the privacy request for ‘No correspondence’ to skip patient
- Select ‘Does not apply to this letter’
- It will then show birthday, consent date, etc.
Step 8: Select ‘Continuing Care’ >> ‘Continuing Care Type: Prophy’
- ‘Due Date’: the date you are trying to send past cards for
- ‘Include’: With attached appointment
- Select ‘OK’
Step 9: At the continuing care letters box, select ‘Create/Merger’
- Another small box will come up labeled ‘Create/Merge Options’
Step 10: From the small box select the options ‘Create Data File’, ‘Merge Letters’,and ‘Add to
Journal’
- Microsoft Word will pop up and you will print your recall cards from here
You must have a few things selected in the prophy appointments for them to show on the
prophy continuing care
Step 11: Go into the recall prophy appointments and make sure all of the following below are
selected.
- ‘Continuing Care’ attached must be Prophy
- If there is nothing to be selected in this box please go to ‘Family File’ >> ‘Continuing
Care’ >> edit the Prophy and put the appointment date
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- The check mark box for ‘Use Reason to Auto Update CC’ must be selected
- Initial and 30 or 60 minute recall must be selected
