Become a Dentrix Front Office Specialist. Dentrix G7 is Coming page 6. See All Your Payment Agreements in One Place page 20

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1 Become a Dentrix Front Office Specialist Master the skills of the front office and earn the recognition you deserve. page 14 Dentrix G7 is Coming page 6 See All Your Payment Agreements in One Place page 20 Social Media Marketing: It Starts with Facebook page 26 Dentrix Magazine Volume 30 Issue 1 Spring 2018

2 LET DENTRIX G7 EXPAND HOW YOU GET WORK DONE, SERVE YOUR PATIENTS AND GROW YOUR PROFITABILITY For Clinical Staff: Clinical workflow automation to keep you productive Three Key Take- Aways about Dentrix G7 For Office Staff: Office workflow improvements to reduce staff workloads For the Whole Office: Integrated services to help your patients and your team

3 DENTRIX G7 is Coming GET A SNEAK PEEK OF THE UPCOMING FEATURES AND REQUEST YOUR UPGRADE AT:

4 It s fun to come to work in a new facility. The patients love it, the team loves it. We are constantly looking for ways to improve patient care. Scott Neil, DDS Henry Schein Dental has everything you need to operate a successful practice. Rely on Us for the equipment and technology solutions that meet the unique needs of your practice. An office designed with integrated equipment and technology can provide your team with an energized environment that helps drive quality and efficiency for your practice, and an enhanced patient experience. Rely on us to empower your practice for success, so you can focus on the care of your patients. Contact your Henry Schein Sales Consultant or call Scott Neil, DDS, Summit Dental Layton, Utah Supplies Equipment Practice Management Systems Digital Technology Technical Service Business Solutions henryscheindental.com/hsempowered #HSEMPOWERED 2018 Henry Schein, Inc. No copying without permission. Not responsible for typographical errors. 18BS9102B.

5 Editor: Matt Singerman CONTENTS Senior Editors: Erin Brisk, Roger Gagon Contributing Editors: Sean Eyring, Gary Frazier, Bruce Herbert, Rodney Merrill, Brad Royer, Mark Steele, Loren Sucher Advertising Director: Thomas Grover Advertising Editors: Todd Anderson, Shar Chavira, Allen Crow, Jeff Farnsworth, Michael Fillmore, Ken Woodbury Production Designers: Amber Ahlberg, Andy Barlow, Ashley Tarr, RaeAnn Turner, Mark Vermeulen DENTRIX MASTERY TRACKS SPOTLIGHT DENTRIX NEWS PRODUCT MANAGEMENT Dentrix G7 is Coming Learn what the Dentrix Development team is working on for the next major version of your dental practice management software. TIPS & TRICKS ADVISORY BOARD Kevin Bunker President Michael Allsop VP of Marketing Rhett Burnham VP of Product Management Steve Roberts VP of Technology Sales Genny Tap VP of Customer Service Dentrix Magazine is published four times a year for the benefit of Dentrix customers. Copyright 2018 by Henry Schein Inc. All rights reserved. Dentrix, Henry Schein and the S logo are registered trademarks of Henry Schein, Inc. All other trademarks are property of their respective owners. To contact Dentrix Magazine, send correspondence to Dentrix Magazine, 1220 South 630 East, Suite 100, American Fork, UT 84003; call ; or send to DentrixMagazine@HenrySchein.com. Although published material is intended to be accurate and free from error, typographic or otherwise, Henry Schein will not assume liability for loss or damage as a result of reliance on this material COVER STORY Become a Dentrix Front Office Specialist Master the skills of the front office and earn the recognition you deserve. FEATURE STORY See All Your Patient Payment Agreements in One Place Simplify and manage payment agreements with the Dentrix Payment Agreement Manager. THE DENTRIX OFFICE MANAGER Making Changes to Clinical Notes Learn how to make changes to clinical notes and when it s appropriate to do so. BUSINESS OF DENTISTRY Social Media Marketing: It Starts with Facebook When prospective new patients check out your practice online, what they find especially on Facebook has an enormous influence on whether or not they consider you. Take these first steps and be present where it really counts! 28 TECHNOTES Is Your Hardware Ready for a Dentrix Upgrade? Recognize the common signs of hardware failure and how outdated hardware can affect software performance. 30 CONNECTED SOLUTION SPOTLIGHT databot and Dentrix: Real Intelligence for Your Practice Discover how databot helps you visualize your Dentrix data and simplify your reporting to improve your patient care, office efficiency, and production. Dentrix Magazine Volume 30 Issue 1 Spring

6 Get Dentrix News, Tips and Information Sent Right to Your Inbox. The Dentrix enewsletter will help you stay up to date on the latest Dentrix product information, education opportunities, industry news, tips and tricks, promotional offers and more! Once a month you ll receive an enewsletter featuring the following content: Product Information Training & Support The Dental Business Partner Products Tips & Tricks Sign Up Today at Dentrix.com/eNewsletter and don t miss out on the most up-to-date Dentrix information! 2018 Henry Schein, Inc. A-DTXENEW-Q315

7 Dentrix Mastery Tracks SPOTLIGHT Dentrix Mastery Tracks helps dental professionals improve, measure, and demonstrate their Dentrix skills. Read on to find out about Erin Silva, a hygienist who has completed four Mastery Tracks tests and earned two specialist certificates. ERIN SILVA HYGIENIST Where do you work? I work at Lakepoint Dental in Elk Grove, California What is your title? I m a Registered Dental Hygienist (RDH, BS). What are some of the duties you re responsible for within your practice? I am in charge of the hygiene department in our office. In addition to the normal prophy, periodontal maintenance, scaling and root planning, laser, etc., I keep an eye on hygiene production and schedule and help to train new staff. I also numb the doctor s patients, take records and pictures for insurance claims, do patient whitening, schedule appointments, treatment plan, assist with fillings/extractions/crowns, help in sterilization, answer the phone, respond to s, send referrals, you name it! Our office is small and we are all cross-trained! It s wonderful! How long have you worked with Dentrix? I have been working with Dentrix for about 5 years. Which certificates have you earned? I have earned the Dentrix Clinical Specialist and Dentrix Financial Specialist certificates. What got you interested in Dentrix Mastery Tracks? In the course of day-to-day tasks, I found myself contacting Dentrix Customer Support. When I discovered Mastery Tracks, it was a no-brainer. I was excited to have found this great resource and to be able to answer my own questions before they even came up! How has participating in Mastery Tracks helped you use Dentrix? Mastery Tracks has not only helped me improve my own efficiency, but also the efficiency of our entire staff. If someone has a question, they know they can ask me instead of contacting Dentrix Customer Support for how-to questions. How has becoming a Dentrix specialist improved your career? Dentrix Mastery Tracks has given me a more comprehensive view of both the software and of our office as a whole. I am now able to be more efficient and thorough with detailed tasks such as charting and setting up comprehensive treatment plans, but I also know how to look at big picture things like evaluating office collections, referrals, and goals. I am a more valuable asset in this way as I know more about every aspect of the business. What is your favorite Dentrix tip or trick? My favorite Dentrix tips are using the Ins Today s Procedures button to automatically batch the claim for the day s procedures and the Treatment Planner view in the Patient Chart it helps to visualize the treatment needed while planning it out. You can create separate cases for complex treatment plans, linking them together, prioritizing different phases of treatment, planning out appointments, and explaining it all to the patient all from one area. Take a course. Take a test. Earn a certificate. Visit Dentrix.com/Mastery and start using Dentrix Mastery Tracks to help your team improve, measure, and demonstrate their Dentrix skills. DENTRIX MAGAZINE 3

8 Dentrix News Important Payor Notifications Blue Cross Blue Shield of Alabama (Payor ID CBAL1) Effective April 2, Alabama dentists will be required to submit claims electronically to Blue Cross Blue Shield of Alabama. In addition, Blue Cross Blue Shield of Alabama will discontinue mailing paper remittances for Alabama dentists starting on the April 5, 2018 payroll date. Online remittances are available each Monday prior to the Thursday payroll date. If you have any questions about these policies, contact Provider esolutions at or Principal Financial Group (Payor ID 61271) Member IDs To ensure the protection of member s personal information, do not submit claims using their Social Security numbers. Use the member ID located on the member s dental insurance card which typically begins with a 9 and is nine digits long located on the dental insurance card. Claims submitted with a Social Security number or incorrect member ID will be rejected by the payor. Notice of Fradulent Calls to Dentrix Practices Henry Schein Practice Solutions (HSPS) has received reports of someone calling dental practices posing as an HSPS employee and asking for remote access to the office servers. HSPS will not make unexpected calls to our customers to access their server or systems for an unknown reason. These fraudulent callers reportedly provide multiple reasons for their call, including suggesting you have problems with your backups, viruses, hardware failures or similar issues. They then ask for remote access to your system. We recommend that all our customers employ common practices for responding to unexpected and unknown callers, such as not providing sensitive information and verifying the identity of the caller. What to do if you suspect a fraudulent call If you receive a call claiming to be from Henry Schein, but you believe may be fraudulent, we recommend you: 1. Gather information such as the person s name, company and/or employee ID#. Notice the phone number they are calling from, write it down and provide it to HSPS with that information. [HSPS team members are instructed to provide their first name and last initial and telephone extension to customers for verification.] 2. Hang up with the person calling and do not allow them access to your data. 3. Call DENTRIX and provide the information you gathered to the operator who can verify the validity of the representative and reconnect you if it was a valid call. Our technical support teams may make outbound calls to customers who they have been working with to resolve specific problems, but these calls are planned with the office during a prior contact. On occasion, HSPS Technical Support representatives do make unexpected outbound calls to customers to provide them with information, such as when an important software update is available. If you are asked for remote access to your system If HSPS representatives ask to remotely access your system they will always do so through our secure remote web application at remote.dentrix.com. If anyone asks to remote into your system through any other website we recommend that you do not allow them to do so unless they are a trusted business partner with your office. Of course, if you have any questions about data security or practice management software, please do not hesitate to contact us at DENTRIX. 4

9 Announcing New Insurance Payor Connections eclaims Dentrix has eclaims connections with several new payors. For patients using the following insurance carriers, you can reduce paper claims by submitting electronic claims through Dentrix instead. Payor ID Payor Name Total Senior Care 128WV Aetna Better Health of West Virginia Delta Dental of Hawaii/HDS HDSMH Medicaid of Hawaii TLZ04 Cypress Ancillary Benefits For more information about Dentrix eclaims, visit Attachments The following payors now accept electronic claim attachments. With electronic attachments, you can add digital X-rays, EOBs, photos and perio charts to the electronic claims you send. Payor ID Payor Name CX061 Lincoln Financial Group SKYGN SKYGEN USA For more information about electronic insurance claim attachments, visit eclaims/attachments. View the entire list of electronic payor connections using the Payer Search Tool at eservices/eclaims/payor-search. You can search for specific payors or download the complete payor list. Call for help setting up any of these services. DIGITAL DENTAL EXCHANGE REDUCE YOUR CASE TURNAROUND BY 50% OR MORE! Increase the efficiency of your digital scanner with DDX Fully integrates with Dentrix Streamline your in-office lab work Save time and eliminate costly scheduling errors DDX is FREE to dentists and only takes a few minutes to set up DDX makes my scanner even better! My case turnaround time has been cut in half and I can now store my cases in the cloud freeing up valuable office storage space. With the full integration of my lab case work into the Dentrix patient record I see everything in one place. Thank you DDX and Dentrix. - Dr. Bill Busch, DMD MAGD Kansas City, MO Schedule your demo today! or call

10 Product Management Dentrix G7 is Coming Learn what we re working on for the next major version of Dentrix. Dentrix G7 is coming soon. With Dentrix G7, you will see additional features and enhancements that reflect your feedback through MyVoice (myvoice. dentrix.com). We will also be introducing new innovations in imaging and other aspects of delivering great patient care. Here s a quick run-down of some of the new features that are coming in G7. Health History Have you ever dreamed of a single module to manage allergies, conditions, and medications that didn t limit you to 64 discrete definition types and could pop-up in different areas of the application depending on severity? How about having it tightly integrated with patient questionnaires so that responses on the questionnaire would flow into this module without manual entry? Even more, what about a place to capture the patient s emergency contact and primary care physician s information? Great news! All of this will be coming in phases in 2018 as part of our new Health History Module. In addition to these amazing updates, you will have the ability to show the date items were reported to the office, when they first surfaced for the patient and, if applicable, when they are no longer active. Each patient s medication information will show those prescribed by your office, as well as give a place to list medications that have been prescribed to your patients by others. Dentrix Smart Image We have greatly enjoyed our partnership and integration capabilities with DEXIS. However, the market has evolved with respect to distribution agreements for the various imaging vendors. With that in mind, we will soon be expanding Dentrix imaging integration with other vendors and tools into the Dentrix Patient Chart. In addition, we will offer enhanced integration capabilities that go beyond what is available today. Stay tuned for more on these exciting imaging enhancements. Additional Capabilities for Dentrix Pay You may already know about the new payment system, Dentrix Pay, which was released with Dentrix G6.6. In Dentrix G7, we have added the ability to link a saved credit card to a payment agreement. You can then charge saved credit cards directly from Payment Agreement Manager. Dentrix Passwords In the Winter 2014 Dentrix Magazine, I discussed multilayered security practices. As part of that article, I discussed one important first line of defense that should be coupled with all other industry standard and best practice security requirements passwords. In Dentrix G7, it will now be required to use passwords in Dentrix, and those passwords will employ today s standards for complexity and expiration. In anticipation of that release, please start today by ensuring your passwords are enabled and that all users have appropriate access to the various areas of Dentrix. You can also start using the appropriate complexity requirements for that upcoming release now, which are a minimum of eight characters with at least one upper and lowercase alpha character, at least one numeric character, and at least 1 special character (e.g. #@$*); or passwords with a 12 character minimum. Again, this should not be the only line of defense. We highly recommend that you work with both computer and security policy experts to implement safeguards based on industry standards and best practices. Upcoming Changes that You Can Prepare For Now Operating System Requirements In the Spring 2017 Dentrix Magazine, I discussed changes to Microsoft operating system requirements with Dentrix, including the use of our eservices. I stated that we will no longer be able to process transactions that come from any unsupported Microsoft operating systems. The reason is that these operating systems cannot send data using the latest transport layer security (TLS) version of 1.2 or higher but instead submit using older, outdated methods. Many of our eservices have officially been moved over to use the latest transport layer security (TLS) version of 1.2. What is important to note is that as of Dentrix G6.5 (released Q4 2017), only the following operating systems are supported with Dentrix: Servers Windows Server 2016 Windows Server 2012 Standard/Datacenter (R1/R2) Windows Server 2008 Standard/Enterprise/Datacenter (R2 SP1) Workstations Windows 10 Windows 8.1 Professional/Enterprise Windows 7 Professional/Enterprise/Ultimate (SP1) I am very excited about the future as we continue to partner together to continuously improve upon the great foundation of Dentrix. If you have any questions or would like to suggest areas of improvement in the product, please don t hesitate to reach out to me at brad.royer@henryschein.com. BRAD ROYER Dentrix Product Manager 6

11 P U P E ST E K A & ST M I A L C R YOU Why take so much of your valuable time to manually create, submit and track claims when you can do it all within Dentrix? With Dentrix eclaims, you can conveniently accelerate the insurance claims process by quickly creating, validating and sending electronic claims to one of the largest payor lists in the industry. It pays to use the only electronic claim service that is actually part of your Dentrix software. You deserve more. Step up today and stake your claim to accelerated, convenient claims processing. Bundle eclaims and Save You can claim deep discounts on eclaims when you buy it as part of a Dentrix Service Bundle powerful eservices that connect directly to Dentrix, helping you boost your productivity and streamline your workflow. Call , option 2 and use promo code # to get eclaims and determine the best bundle for your practice. Service Bundles You deserve more. Dentrix.com/ServiceBundles

12 DATA CAN TELL YOU WHAT S RIGHT AND WRONG IN YOUR PRACTICE IMPROVE YOUR PROFITABILITY Meet with a Dentrix Profitability Coach for a free 30-minute assessment. See what your data says about your practice s strengths and weaknesses, and key areas to improve to immediately boost profits. Act now. Consulting slots are limited. SCHEDULE YOUR FREE PRACTICE ASSESSMENT NOW AT DENTRIX.COM/FREEASSESSMENT/INSIGHT

13 Tips & Tricks The tips in this section describe valuable but easily overlooked Dentrix features that simplify workflow and increase efficiency. Find the tips that correspond to your role in the practice and try them out today. Start making your job easier and your practice more profitable. Clinical Creating a New Perio Exam Using Previous Measurements When you open the Dentrix Perio module, the last saved exam for the selected patient is shown. Did you know that you can use this saved exam as a starting point for a new exam? That way, you only have to make changes to the measurements and other data that is different from the last visit and not have to enter all new measurements for each tooth from scratch. Talk about a time saver! With a patient selected in the Perio module, select File > New Exam. Select the date and provider for the new exam and click OK. As you perform the exam, only enter measurements and other data that has changed since the last exam. When finished, click Save Exam and select All Entries. Additional Information When saving the exam, you have two options: - Select All Entries to save the exam with both the new measurements you changed today and the old measurements you didn t change. - Select New Entries to only save the measurements you changed today. For example, if all the measurements were the same except for those on tooth 3, which you changed, selecting New Entries will save the exam with only tooth 3 s measurements and all other teeth will be blank. Front Office Saving a Screen Capture in the Document Center Some insurance companies provide coverage details on their website, and you like to check for detailed coverage breakdowns when a new patient comes to your office. If you need to refer to the coverage breakdown again you could go back to the insurance company s website and find it, but it s a lot easier to just capture the image using the Screen Capture tool and save a copy of it in the Document Center. How To 1. Open the website with the coverage table you want to save, and leave it open on your screen. 2. Open the Document Center and select the patient to whom you want to attach the screen capture. Then click Acquire > Screen Capture. 3. Go back to the screen you want to capture, and click Start Capture. 4. Position your mouse pointer where you want to start the capture and drag to capture the image. When you release the mouse button, the Document Center opens and the image you captured appears in it. Additional Information If you don t want to be prompted to enter the document type, description, and orientation each time you take a screen capture, in the Document Center click Acquire > Screen Capture and click the Setup Defaults button. Check the Acquire without displaying Document Information option and specify the default information, and the Document Center will automatically assign that info to every screen capture. For additional information, read the Acquiring Screen Captures topic in the Dentrix Help. DENTRIX MAGAZINE 9

14 Practice Analysis Catch Unsubmitted Claims with the Insurance Claims to Process Report You can use the Insurance Claims to Process Report to quickly identify all insurance claims created in the Ledger but that were not sent to the Batch Processor, printed, or sent electronically through eclaims. The report includes total amounts for primary and secondary claims to let you know just how important it is that you don t miss submitting these insurance claims! To generate the report, from the Office Manager select Reports > Ledger > Insurance Claims to Process. The report includes the following key elements: A. Claim Date The date on which the claim was posted to the Ledger. B. Status The claim status. Because this report includes only claims that have been posted but not processed, each claim displays Created. C. Amount The claim amount. D. Expires The deadline by which the insurance carrier must receive the claim. Note: The Expires column pulls the claim expiration date from the Claim Deadline field in the Insurance Coverage dialog box for the insurance plan. If you have not customized this deadline, the expiration date will be the same as the claim creation date. This date is coming from Dentrix and is not necessarily an indication that the insurance company will not pay on the claim. E. Totals The total value of primary and secondary claims. Clinical Making Multi-Codes More Manageable When you have been using Dentrix for several years, you can build up lots of customizations that were useful to you at one time, but may not be any more. Often, this means you have a long list of items that you are no longer using, such as custom multi-codes that you do not use or no longer want your staff to use. You can inactivate the old codes to clear them from the procedure code list, which means you won t have to look through as many codes to find the ones you need, and you ll prevent staff members from using the wrong multi-code. From the Office Manager, select Maintenance > Practice Setup > Multi-Code Setup. Select the multi-code you want to disable, and click Edit. Then check the Disable this Multi-Code box and click OK. Additional Information When a multi-code is disabled it no longer appears in the Procedure Code List in the Procedure Codes dialog box in the Appointment Book, or in the Multi-Codes List in the Enter Procedure(s) dialog box in the Ledger. When you disable a multi-code, you do not lose it. Disabled multi-codes are still listed in the Multi-Code Setup dialog box, but they are marked with an asterisk. You can enable a disabled multi-code at any time by following the steps above and unchecking the Disable this Multi-Code box. For more information see the Multi-Code Setup topic in the Dentrix Help. 10

15 Front Office Assigning Insurance to a Patient when the Subscriber is a Non-Patient Because the family situations of your patients are varied, there will be times when a patient in your practice is covered through an insurance subscriber who is not a patient. This can happen in cases of divorce or when an adult child is still covered by their parent s insurance. In situations like this, even though the subscriber isn t a patient you need to add them to Dentrix so that you can assign their insurance coverage to your patient. How To 1. In the Family File, select the patient who will have insurance coverage through the non-patient subscriber, and click File > Add New Family Member. 2. Enter the subscriber s name, set the status to Non-Patient, enter the birthdate and other information (including address and phone number if they are different from the other members of the family) and click OK. 3. Double-click the non-patient s name in the family list to select them, and then double-click the Insurance block. 4. Select the insurance carrier, enter the subscriber ID and other insurance information, and then click OK. 5. From the family list, double-click the name of the patient to be covered by the non-patient s insurance, and then double-click the Insurance block. 6. Assign the non-patient s insurance coverage as either primary or secondary insurance and click OK. 7. Repeat as needed for other family members. Additional Tips The insurance subscriber must be a member of the same family in Dentrix as the covered patient. The non-patient subscriber can have a different address from the rest of the family in Dentrix, as may be the case with divorced or unmarried parents who are insurance subscribers for their children that do not live with them full time. Non-patients don t show up on reports and will only receive correspondence if they ve been designated as the head of household. Financial Analyzing Referrals If you are looking for a quick way to analyze your patient referrals without having to generate a report in the Office Manager, look no further! Let s say your office offers a discount on teeth whitening when a patient refers five people to your practice and those patients are seen for appointments. You know that patient Brent Crosby is close to meeting the five referrals, and you want to see details about the referrals he has made. You can access that information easily from the Family File. How To 1. In the Family File, select a patient who has made referrals to your practice. 2. From the File menu, select Referral Analysis. 3. The number of referrals a patient has made to your office appears in the Total Referrals Made field, and a list of individual patients, the date they were referred, and production totals resulting from that referral appear in the list. 4. Use the drop-down lists for Referral Date Span and Production Date Span to see referrals and production for a specific time period. DENTRIX MAGAZINE 11

16 Clinical Viewing Rejected Treatment Plans In the Treatment Planner, when you assign a case status of Accepted to a case that is linked to another case, the other case is automatically assigned the status of Rejected. That way you still have a record of all the treatment options you proposed to the patient should you ever need them again in the future. Follow us on Facebook and receive Dentrix tips in your News Feed. To view rejected cases in the Treatment Planner, check the Include Rejected Cases option in the Treatment Plan Case Setup panel. Additional Information Only treatment cases that are set as the recommended case or cases with a case status of Accepted display on the graphic chart. See the Updating Case Status topic in the Dentrix Help for a complete list of case status options that can be assigned to treatment plans. Clinical Refilling Prescriptions in Dentrix You ve probably had this happen in your office recently: a patient calls wanting a refill on their pain medication, and you can t remember what you prescribed for them or when. There s no need to try and remember which drug was prescribed, or dosage amounts, or if they ve already gotten a refill from you recently. The Prescriptions module in Dentrix keeps track of all this information for you. And when you refill a prescription, you have the option to change the dosage or dispensing instructions or keep the same settings as when it was last prescribed. How To 1. From any patient-specific Dentrix module, select a patient and click the Prescriptions button on the toolbar. 2. From the Patient Prescriptions list, review the patient s list of prescriptions, prescribing doctor, and last prescription date. 3. If it s appropriate to refill the prescription, select the prescription to be refilled, and click Refill. 4. If necessary, change the information in the Sig, Disp, Refills, and/or Notes fields. 5. Click Print to print the prescription and to save the refill to the Patient Prescriptions list. Additional Tips The Medical Alert button is available within the Patient Prescriptions dialog box, allowing you to check for drug allergies or other medical conditions before you create a prescription for a patient. If the Medical Alert cross is red, click the button to check for medical alerts. To learn more, read Refilling Patient Prescriptions in the Dentrix Help. 12

17 Dentrix does All THAT? ONLY $ Things You Didn t Know Dentrix Could Do The 2018 Insight Seminar is coming to a city near you! For a schedule and course outline, visit or call Seating is limited. REGISTER TODAY!

18 BECOME A DENTRIX FRONT OFFICE SPECIALIST 14 ERIN BRISK, SENIOR EDITOR

19 Master the skills of the front office and earn the recognition you deserve. Answering phone calls. Scheduling and rescheduling appointments. Keeping the schedule full and managing the doctor s time. Checking patients in. Updating health history and patient information. Creating new patient records. Customizing patient recare intervals. Tracking patient recare and making sure nobody falls through the cracks. There s a lot going on in the front office every day! Henry Schein is here to support you. That s why we created the Front Office track in Dentrix Mastery Tracks. The Front Office track will help you master the Dentrix knowledge and skills to manage the practice schedule and keep it full, coordinate a productive recare program for your practice, and maintain accurate patient information and medical history. Best of all, when you complete all of the courses and tests in the Front Office track, you ll receive a Dentrix Front Office Specialist certificate and earn the respect and recognition you deserve from your dentist and your peers. What is Dentrix Mastery Tracks? Dentrix Mastery Tracks includes courses and tests that help you improve your Dentrix skills and master the tasks you do every day. There are four tracks: Front Office, Financial, Clinical, and Practice Analysis. The Front Office track is ideal for office managers, scheduling coordinators, and other front office team members who routinely manage patient information, appointments, and continuing care. The courses are online and on-demand, so you can study wherever and whenever it s convenient for you, and you can learn at your own pace. All you need to get started is a Dentrix Customer Service Plan and your Dentrix customer ID number. Take a course. Take a test. Earn a certificate. The process is simple. You take a course and then take the test that goes along with the course. When you pass the test, you earn a certificate (Figure 1). DENTRIX SKILLS CERTIFICATE CHERYL SMITH has passed the SCHEDULING TEST demonstrating the knowledge and skills necessary to manage patient information Test time: 75 minutes. Dated: Authorized by: Matt Singerman, Practice Education Manager Figure 1 When you pass a test, you ll receive a certificate. DENTRIX MAGAZINE 15

20 There are three courses in the Front Office track: Patient Information Mastery, Scheduling Mastery, and Continuing Care Mastery. You can take all three courses from start to finish, focus your study on new skills you want to learn, or study processes you want to improve to make routine daily tasks easier. Each course contains five to eight lessons, and each lesson is made up of several topics. Each topic includes an introduction that describes a Dentrix task and when to use it, a short video that shows how to perform the task, three to five additional tips that give extra insights about the task, and a practice exercise that helps reinforce learning. When you complete a course, you can take a test to check your understanding. If you pass the test, you ll earn a certificate to show your achievement. Become a Dentrix Front Office Specialist. When you pass all three tests in the Front Office track, you ll earn the Front Office Specialist certificate (Figure 2). Earning the Front Office Specialist certificate shows that you have mastered the Dentrix skills to support effective scheduling, productive continuing care, and comprehensive patient information. You have a wide range of experience and expertise, and you deserve to be recognized for everything you can do! How has becoming a Dentrix Specialist improved your career? Becoming a Dentrix specialist has helped me to become more assertive in the workplace, and I have been given more opportunities to showcase my skills. Knowing that I have earned the specialist title (and the certificates to prove it) has given me that extra bit of confidence that is necessary to advance in my career. I view myself and I present myself with increased confidence as an advanced Dentrix user. I am very proud to hold in my name all the Dentrix Mastery Tracks certificates available. Camy Gherghescu Operations Manager Ana Ebanks Office Coordinator Being a Dentrix specialist is a way to prove my knowledge with the Dentrix software as well as my knowledge in the dental field. It shows that I have taken the time and effort to educate myself to learn and hone my skills as a dental office manager. Being more knowledgeable in Dentrix has helped increase office efficiency and allows us to run more smoothly on a daily basis. Leslie Garabedian Office Manager Earning the specialist certificates has made me more valuable to the company and it keeps me excited about my career choice. LaVerne McNeil Regional Director Achieving any certificate gives me a great sense of pride. Earning certificates in such a critical system that is a cornerstone of our practice gave me the confidence to transition a newly purchased practice to Dentrix and provide training to the team. Casey Wright Practice Administrator To read about other specialists, check out the Dentrix Mastery Tracks specialist spotlights at

21 DENTRIX SPECIALIST CERTIFICATE CHERYL SMITH has passed the scheduling, patient information and continuing care tests, demonstrating the knowledge and skills required to be a FRONT OFFICE SPECIALIST Dated: Authorized by: Matt Singerman, Practice Education Manager Figure 2 If you earn all three Front Office certificates, you ll become a Front Office Specialist. As a Front Office Specialist, you ll be able to demonstrate your value as a skilled member of the dental team and earn greater respect, trust, and responsibility. You ll enjoy greater confidence in your own skills and find more opportunities to grow in your career. Read the sidebar on page 18 to hear from several Front Office Specialists and find out how becoming a specialist increased their confidence and made them a more valuable member of their dental team. Learn on your own schedule. We know your office is busy. We designed Mastery Tracks online learning and testing with flexibility in mind so you can easily fit it into your day. You don t have to go through an entire course or lesson at once. Each lesson has topics, and each topic is short and will only take three to five minutes to complete. Plus, the courses are set up in a system that allows you to mark what you have completed as you study. That means you can study a few topics at a time when you can fit in a little learning with the other things you re doing in the office. Then, when you return to the course, you ll know exactly where you left off. Each Front Office mastery test includes questions and may take up to 75 minutes to complete.* The good news is that you don t have to take a whole test at once. You can pause a test and save what you have done, and then come back to the test at a more convenient time. Get the whole office involved. You know all too well that the front office team is always busy. Wouldn t it be nice if some of the chairside assistants could help cover at the front desk during lunch breaks or busy times? And just think of how full you d be able to keep your hygiene schedule if the hygienists were able to run continuing care reports, find patients who need to come in, and schedule recare appointments. Use the Front Office track to help other team members expand their skills and learn to use Dentrix in new ways. Hygienists can take the Continuing Care course to learn how to manage their patients recare. Chairside assistants who want to start working in the front office can take Scheduling and Patient Information courses to learn how to manage the schedule and create patient records. When you help other team members learn how to help in the front office, you ll improve teamwork and increase the level of service you provide to your patients. When dental team members are crosstrained, they understand the challenges and tasks associated with each other s jobs, and that fosters understanding and camaraderie among dental team members. * Mastery tests cost $19.95 per test and include two attempts to pass each test. DENTRIX MAGAZINE 17

22 How do I access Dentrix Mastery Tracks courses and tests? It s easy to get started! 1. Log in to the Dentrix Resource Center at 2. In the Get Your Training section, click Enter. 3. Click Register to create your learner account, or log in if you already have one. You will be required to create a personal username and password so you can track your learning progress. 4. Under Study for Mastery, click Courses, click the course you want to take, and then click a lesson to begin learning. What about team members who are new to Dentrix? The Front Office track is ideal for team members with more than a year of experience using Dentrix who are ready to advance their Dentrix skills. If you re new to Dentrix, there s a Mastery Tracks option for you too. You can get up to speed and learn basic Dentrix skills by completing Dentrix Essentials courses and tests. The Essentials learning level is the foundation for Dentrix Mastery Tracks. It includes brief courses and short tests of fundamental skills that are perfect for team members with less than a year of Dentrix experience. The Scheduling Essentials and Patient Information Essentials courses will help you build the foundation of your front office skills. Then, once you ve completed the Dentrix Essentials courses and tests and you re ready to expand your skills, you can move on to the Mastery level courses and tests and become a Dentrix Front Office Specialist. Get started today! Today is the day to master front office skills and become a Dentrix Front Office Specialist. Visit to learn more about Dentrix Mastery Tracks and get started. 18

23 Same great content now available ONLINE! Introducing Dentrix Magazine Online Now, instead of waiting for the one printed copy to make the rounds in your office, everyone can read Dentrix Magazine whenever they want on their smartphone, tablet, or laptop! SUBSCRIBE TODAY for Dentrix Magazine online at: magazine.dentrix.com Scan this code to subscribe!

24 See All Your Patient Payment Agreements in One Place Simplify and manage payment agreements with the Dentrix Payment Agreement Manager. ROGER GAGON SENIOR EDITOR Your practice needs to get paid for the work it performs. However, according to Dental Products Report, the percentage of revenue from dentistry that remains uncollected has grown from 11 percent in 2008 to 16 percent in For years, many dental practices have been using Dentrix payment agreements to help collect those payment balances from patients. With Dentrix G6.4 and higher, managing those payment agreements in your dental software just got easier. This article offers a quick review of Dentrix payment agreements and then explores the new Payment Agreement Manager available in Dentrix G6.4 and later. 20

25 Once a payment agreement is created for a patient, you can review the payment agreement and make a payment by doubleclicking the guardian s name in either the Dentrix Collections Manager or in the new Payment Agreement Manager window. To learn more about payment agreements, see the Setting up payment agreements topic in the Dentrix Help. Figure 1 The Billing/Payment Agreement Information dialog box. Setting Up and Using Payment Agreements Dentrix allows you to create and track payment agreements you enter into with patients. Working together with the patient, you set the terms of the payment agreement, including finance charges, interest rates, late charges, and grace periods. You can determine how flexible the terms should be on a patient-by-patient basis. To set up a payment agreement, in the Collections Manager list, double-click the name of the guarantor you want to create a payment agreement for. If you have not created a payment agreement, a message appears asking you to create one. After you click Yes, the Billing/ Payment Agreement Information dialog box appears (Figure 1). Specify the terms of the agreement, and then click OK when finished. Using the Payment Agreement Manager The Payment Agreement Manager shows you every payment agreement your office has entered into with patients. From the Payment Agreement Manager, you can enter payments without going through the Ledger, and you can sort and filter payment agreements. With a patient selected in the Ledger, in the File menu, click Payment Agreement Manager to display the Payment Agreement Manager (Figure 2). By default, the Payment Agreement Manager displays ten columns of information about the payment agreement: Guarantor, Next Payment Date, Balance Remaining, Payment Amount, Amount Past Due, Payment Due, Missed Payments, Agreement Note, Guarantor Notes, and Mobile Phone. But this list is customizable. To add or remove information that appears in this list, right-click any of the column headers, Figure 2 The Payment Agreement Manager window. DENTRIX MAGAZINE 21

26 and then select any item you want to appear in the window, or clear the checkmark next to any item you want to remove from the list. You can change the order of the columns by clicking a column heading and dragging it to the location where you want it to appear in the window. You can also sort the list of payment agreements according to any of the column headings. For example, to sort the list by guarantor in reverse alphabetical order, click the Guarantor column heading. Or, to sort the list by Next Payment Date, click that column heading. It may also be useful to sort by Missed Payments so you can easily follow up with guarantors who have missed one or more payments. (These appear in red to bring them to your attention.) Each time you open the Payment Agreement Manager, it will automatically sort according to the way it was last sorted. You can filter the list to display only specific accounts or accounts with non-zero balances. To hide specific accounts from view, select those accounts in the list. (To select multiple accounts, hold the Ctrl key while selecting, or hold the Shift key to select a range of accounts.) Then from the File menu, click Hide Accounts. To hide agreements with zero balances, from the File menu, click Hide Agreements with Zero Balances. To view the complete list again, simply close and then re-open the Payment Agreement Manager. If you want to print the list, first make sure it s sorted the way you want. Then click Print on the menu bar and click the Print icon on the toolbar. If you want to export the information to use in another program such as Microsoft Excel, from the File menu, click Copy to Clipboard. Next, open the software program where you want to use the payment agreement data (such as Excel) and press Ctrl+V to paste the information. (Tip: This can be very useful for record keeping or performing advanced analysis on your payment agreement data.) Figure 3 The Enter Payment window. Entering a Payment Click Enter Payment on the menu bar or the Enter Payment toolbar button to display the Enter Payment dialog box (Figure 3). Specify a payment Amount, and any other payment options. You can click the Details button to view additional details about the payment agreement. You can also use the Payment Settings button to change the default payment assignment settings. When finished, click OK. Using the new Dentrix Payment Agreement Manager is that simple. This new feature in Dentrix G6.4 makes it easy to view and manage your payment agreements and enter payments. LEARN MORE To learn more about the Payment Agreement Manager, see the Entering payment agreement payments with Payment Agreement Manager topic in the Dentrix Help. 22

27 LET LEARN MORE. USE MORE. DENTRIX HELP YOU DO MORE! Register TODAY for a hands-on workshop in a city near you! Insurance: Billing and Collections Do it right to get paid faster Accounts Receivable Management Take control of your patient A/R per person $ 299 per 6 CE CREDITS Gain an in-depth understanding of how to correctly bill insurance in order to increase claim acceptance and collect more quickly and easily. Includes G6 Ledger! 1-day class for experienced Dentrix users 9 am 5 pm AGD subject code: 550 per person $ 299 per 6 CE CREDITS Learn to simplify the billing statement process, enhance the effectiveness of collections efforts, and properly track and manage important A/R routines. Includes G6 Ledger! 1-day class for experienced Dentrix users 9 am 5 pm AGD subject code: 550 Treatment Planning and Case Presentation Create and present treatment options effectively Clinical Charting Move beyond just posting procedures per person $ 299 per 6 CE CREDITS per person $ 449 per 12 CE CREDITS Learn in-depth how to create, customize, present and manage patient treatment plans for improved patient education, case acceptance and documentation. Essentials Workshop Master the basics 1-day class for experienced Dentrix users 9 am 5 pm AGD subject code: 550 Become familiar with the essential Dentrix features that will help you work more effectively in your practice, and make your daily routines easier and more efficient. 2-day class for newer Dentrix users 9 am 5 pm AGD subject code: 550 per person $ 299 per 6 CE CREDITS Discover features that make charting easier and more efficient. Learn to create thorough, accurate clinical records in the Dentrix Patient Chart and Perio module. 1-day class for experienced Dentrix users 9 am 5 pm AGD subject code: 550 EARLY $ REGISTRATION SAVINGS! 40 OFF when you register at least PER SEAT 3 weeks early! PER SEAT View course descriptions and register online at or call Mastery Tracks professional skills assessment included with these workshops. All workshops offer 6 lecture-style CE credits per day Henry Schein Inc. A-DTXTRN-DTXMAG-Q118 Cancellations & Refunds: Full refunds are given for cancellations received 17 or more days before the workshop. A cancellation fee equal to the full tuition for the course will apply if you cancel with less than 17 days notice, but you will receive a certificate good for another workshop within a year. No refunds or certificates for no-shows. Send cancellations and refund requests to: cancel@henryschein.com. We reserve the right to cancel a class due to low registration. We recommend purchasing refundable travel tickets if you wish to obtain them before the workshop is confirmed, 17 days before the event. Henry Schein Practice Solutions does not reimburse for purchased travel tickets and other incurred expenses. HSPS complies with the Americans with Disabilities Act. If someone in your party requires special accommodations, please notify us at least two weeks in advance. DENTRIX MAGAZINE 23

28 The Dentrix Office Manager Making Changes to Clinical Notes Learn how to make changes to clinical notes and when it s appropriate to do so. Using the Dentrix clinical notes feature, you can add free-form notes about the patient exam to your patient records. Your clinical notes are an important part of the patient record and should not be deleted or altered without a feature to track the changes you make. After your clinical notes have been locked, the Dentrix addenda feature lets you easily track any changes you make to your clinical notes and when you make them. If you sign the note or run the month end update or month end wizard for the month in which the clinical notes were entered, the clinical note will be locked into History. If you need to alter the clinical note after it has been locked into History, the only way Figure 1 The New Addendum toolbar button. to do this is with an addendum. The addendum is attached directly to the original note with the date the addendum was added. After you have saved the addendum, it is also locked into History and cannot be altered or deleted. If you ever need to print your patient s clinical notes, you will see the date of entry of the original note and the date of the addendum. To add an addendum to a clinical note, with a patient selected in the Patient Chart, from the View menu, point to 24

29 Your clinical notes are an important part of the patient record and should not be deleted or altered without a feature to track the changes you make. Figure 2 The New Addendum dialog box. Panels, and then click Clinical Notes. Select the clinical note that you want to add an addendum to. In the Clinical Notes toolbar, click New Addendum (Figure 1). In the New Addendum dialog box (Figure 2), type the note that you want to append. Select the provider you want to attach to the addendum from the list. Click OK, and then click Yes to append the note. To change the date on a clinical note, with a patient selected in the Patient Chart, from the View menu, point to Panels, and then click Clinical Notes. Select the clinical note whose date you want to change, and then click the Change Date for Selected Clinical Note toolbar button (Figure 3). In the Change Date and Time box, specify a new date and time for the clinical note, and then click OK. Knowing how your clinical note documentation will present when printed is important if and when you need to show your clinical documentation. The Dentrix software does a great job showing the dates and times of your clinical notes so you can feel confident in the integrity of your clinical documentation. LEARN MORE To learn more about charting conditions, see the The Clinical Notes panel topic in the Dentrix Help. Figure 3 The Change Date for Selected Clinical Note toolbar button. There may be times when you will need to specify a different date on a clinical note, other than the current date. For example, if the doctor comes into the office on the weekend to see a patient and does not write up the clinical note on that day, the doctor will need to specify the date the actual work was performed. If you are adding a clinical note into a month that has already been closed out, your note will automatically be secured into History. Also, if you date a note anything other than the date on which the clinical note was created, it will show both the date the note was actually created as well as the date to which it was changed (the date the work was actually performed). Dayna Johnson, founder and principal consultant of Rae Dental Management, helps dental offices improve patient care, increase collections, and reduce staff headaches by implementing efficient management systems. With 23 years of experience in the business and technical side of dental offices, Dayna s passion for efficient systems is grounded in both personal understanding and professional expertise. Dayna can be reached at dayna@raedentalmanagement.com or visit her website at DAYNA JOHNSON Certified Dentrix Trainer

30 Business of Dentistry Social Media Marketing: It Starts with Facebook When prospective new patients check out your practice online, what they find especially on Facebook has an enormous influence on whether or not they consider you. Take these first steps and be present where it really counts! I m a big Peter Drucker fan. Have you read any of his work? He was a brilliant business consultant and author who is considered one of the founders of modern business success. He once said: A business has only one valid purpose: to create a customer. And if the purpose of a business is to create a customer, then that business only has two functions innovation and marketing. Innovation and marketing produce results. All the rest are costs. Innovation produces the product and marketing tells the stories that sell the product. I like to modify Peter s thinking specifically for dental practices. Here s my version: A dental practice has only one valid purpose: to create a patient. And if the purpose of a practice is to create a patient, then that practice only has two functions innovation and marketing. Innovation produces great dentistry and marketing tells the stories that attract and retain great patients. Dental marketing has changed forever. In the old days (just a few short years ago), consumers actually believed advertising. They even believed your claims on your website! Can you imagine that? Not today. People don t pay attention to traditional advertising anymore. They Regardless of how someone first hears about your practice even if it s through old-school traditional marketing the game immediately becomes both digital and social. 26

31 An active, honest, transparent, engaging, trustworthy Facebook presence for your dental practice is no longer just a nice accessory in your marketing efforts it s essential. don t trust the perfect snapshot in time on your website. They do their research. They glean social proof. They opt in to the marketing messages they want to receive. They seek out many reference points before deciding whether or not a business deserves their business. This includes reading reviews, following businesses on social media, subscribing to selected lists, and asking for recommendations online from their friends, extended family members, neighbors and coworkers. Regardless of how someone first hears about your practice even if it s through old-school traditional marketing the game immediately becomes both digital and social. When someone recommends your practice over lunch (or receives your direct mail postcard in their metal mailbox remember those?), the smartphone comes out of the purse or pocket and your practice is instantly being investigated. An active, honest, transparent, engaging, trustworthy Facebook presence for your dental practice is no longer just a nice accessory in your marketing efforts it s essential. The good news is that the first step of building your practice s online presence is easy, fast, and free. Set up your practice s Facebook business page and start getting active on social media. Over 80 percent of adults online have a Facebook account, and most are spending significant amounts of time there every day including 75 percent of family decision makers, who regularly use Facebook to get recommendations and to confirm their impressions about businesses. Hands down, building an inviting Facebook page will help you boost your practice s online visibility, retain existing patients, and attract new patients better than any other social media effort. Kick things off by following these four steps: 1. Post daily on your practice s Facebook page. Your Facebook page needs fresh engaging content on a consistent basis to appear welcoming, relevant, and able to give prospective new patients a sense of your practice culture. Daily posts don t have to be elaborate. Posting a quick team member photo or team member spotlight, a dental-care-tip video, or even talking about a local upcoming event is a great way to create top-of-mind awareness for your practice. 2. Respond to Facebook messages, visitor posts, and reviews. Responsiveness is key to building trust and relationships on social media. Properly set your notifications so you know immediately when a patient or fan says something on your Facebook page. When prospective new patients see that you take the time to follow up on everything your patients and fans say, it tells them how much you care about providing a great experience. Even leaving quick replies such as We appreciate your feedback! or Thanks for coming in today! shows that you re listening. 3. Inside your practice, invite patients to Like your Facebook page. Effective social media marketing doesn t start online. It starts inside your practice. Growing your Facebook presence is supported by what you and your team do inside your office each day. Mention what your practice is doing on social media to every patient and encourage them to Like your page. Don t assume that any of your patients won t be interested; remember that over 80 percent of online adults are Facebook users. 4. Become familiar with and harness Facebook s pay-to-play model. Hands down, Facebook s model for boosting great posts is dental marketing s greatest value today. It s not complicated, but discussing it here is beyond the scope of this article. To help you get started with this important Facebook strategy, we ve written a helpful, free ebook that you can download from our website entitled, The Dentist s Guide to Paid Social. Yes, in this short article we ve only talked about the very beginnings of carrying out an effective social media marketing strategy. It takes a little bit of time and some patience. Take it in baby steps. Designate a team member as your in-practice social media champion, and help him or her learn and grow into the role in just a few minutes a day. Don t overthink it, and keep it fun. Be human, be transparent, and be consistent. You ll find that patients and prospective new patients are actually eager to connect with you on a more personal level than what s possible on your website which leads to greater retention, more recommendations and referrals, increased trust, and better case acceptance. Get started today. If you do it for the right reasons, and in the right way, I promise that you ll look back a year from now and be glad you did. Jack Hadley teaches social media marketing to MBA students at Brigham Young University s Marriott School of Management in Provo, Utah. He is also a founding partner at My Social Practice, an agency providing social media marketing content, strategy, and support to dental, orthodontic, and dental specialty practices worldwide. Jack is an award-winning copywriter, epiphany catalyst, and former ad agency creative director with a rich background in all aspects of the creative process who is frequently asked to address dental groups about digital marketing. Contact Jack at jack@mysocialpractice. com and learn more at JACK HADLEY Partner, My Social Practice DENTRIX MAGAZINE 27

32 TechNotes Is Your Hardware Ready for a Dentrix Upgrade? Recognize the common signs of hardware failure and how outdated hardware can affect software performance. D entrix is a powerful, full-featured practice management software but it s only as good as the hardware it runs on. When you use outdated hardware in your practice, it can cause crashes and delays that bring headaches and can hurt your business. Hardware or Software Problem? Computer problems can be hard to diagnose most often we attribute issues with the software and overlook the hardware, but there are some common signs of hardware failure you should look for. Do these sound familiar? Windows system crashes ( blue screen of death ) Computer won t boot properly Software applications crash Delays when accessing files because they are corrupted Computer performance and speed are running slower Although Dentrix doesn t require a lot of memory to run, when you have multiple applications running, your old hardware may not handle the load, making the software frustratingly slow. Along with the headaches old computers can cause, they may also be keeping you from profiting from helpful new features in the latest Dentrix release. The Importance of Current Software When you bought that computer, its operating system (OS) was working great, but over time it s been slowed down by every new program and patch. This is why many organizations replace their computers every three years. One of the best ways to keep everything running smoothly is a regular fresh start. If your old OS or applications aren t supported anymore, you can t properly protect yourself against new cyber threats. Outdated data security could lead to a breach, which could compromise your patients security and even lead to large fines and lost revenue. Those consequences aren t worth trying to squeeze a few more dollars from an old system. Your Hardware Could Be Vulnerable The Spectre and Meltdown vulnerabilities have been in the headlines lately. These bugs could impact you, since they involve most processors made and sold from the 90s into the first part of While there are patches rolling out to address security issues, they may cause your processor to run significantly slower. Don t Be Limited by Your Hardware Slowdowns are frustrating and costly in wasted time, but old hard drives can also fail altogether. One day you go to turn the computer or server on, and it won t work. When a hard drive fails, it can result in devastating data loss, not to mention lost revenue. If you don t have a comprehensive backup strategy, you increase your risk of losing vital data, including patient records, financial information and inventory files. According to Microsoft, if your servers and workstations are from 2015 or older, 1 you may experience slowness. If that s the case, it s time to contact TechCentral for a free technology assessment and update your hardware to decrease the likelihood of slowdowns and crashes. Plus, when Dentrix comes out with its next update later this year, you ll be ready to benefit from the new features immediately. Partner With an IT Expert Your expertise lies in running a well-oiled practice and providing the best care to your patients. You shouldn t have to be an IT tech too. TechCentral provides IT solutions specifically for dentists, with every product and service optimized for you. When you partner with TechCentral, you can think about your patients instead of your computer problems. TechCentral brings together products from industry leaders like WatchGuard, HP, and others. They custom load the OS for each practice, configure updates, remove bloatware, and address hidden risks in the OS. No other IT company understands the dental market like TechCentral. Don t let outdated hardware destroy everything you ve worked so hard to build. Request a free network assessment at or call today. Donovan is a technology enthusiast that has worked in the IT industry for over 15 years, 9 of which have been with Henry Schein TechCentral. He has an unquenchable thirst for knowledge in all things related to technology from quantum computing to circuit engineering and flying FPV drones. Donovan has been an integral part in managing valuable relationships with various large software and hardware companies to vet out the most ideal IT solutions for the unique needs of the dental market. DONOVAN GREGG Hardware Product Manager, Henry Schein TechCentral

33 YOUR DENTAL OFFICE TECHNOLOGY PROFESSIONALS Computers & Servers Networks & Wi-Fi Expert Support & IT Services Pre-Tested Peripherals Security Solutions Medical Grade Monitors Because dental office technology and security are important for your practice, trust the IT professionals at TechCentral. SCHEDULE A TECHNOLOGY ASSESSMENT. Call Henry Schein Inc. Third-party products, logos, trademarks or registered trademarks are the property of their respective owners.

34 SOLUTION SPOTLIGHT databot and Dentrix: Real Intelligence for Your Practice CURTIS ANDERSON Founder & CEO, databot Discover how databot helps you visualize your Dentrix data and simplify your reporting to improve your patient care, office efficiency, and production. Technology provides no benefits on its own; return on investment comes through applying technology to business opportunities. You already have access to valuable data about your practice and patients in the Dentrix database. But that data will not deliver insights or fix practice management on its own. If you have the right data analysis tool, insight can easily come to you and your team. At databot, we provide you with tools to help you interact with and use that data to manage and grow your practice. Whether you have a single office or multiple locations, analysing your practice data can discover numerous opportunities. Our easy-to-use platform integrates seamlessly with Dentrix, quickly providing your entire team with standardized visuals that can be easily consumed, discussed, and utilized. Our process is simple. Signing up takes mere minutes and begins at databot.io/dentrixmag (Figure 1). After creating your account, simply download the Dentrix connector directly from our Marketplace. Install the connector on your Dentrix Server, and then log back in to your account at databot.io to start interacting with your visuals. In the Settings panel, you can easily add everyone in your office and beyond as new users, or in groups. Any questions along the way can be answered by clicking the Support icon which takes you right to our Support portal and team. We visualize all of your data and store it in one place. The next step is acting on what you see. There are a variety of ways to measure performance within an office. Our current dashboards focus on the following: Practice Overview Practice Snapshot - Our Practice Snapshot allows you to quickly assess the health of your practice. Key performance indicators such as adjusted production, Figure 1 databot provides a simple sign up and download process. collections, active patients, new patients, and hygiene reappointments are an active part of our snapshot. It is important to understand how your practice performed on a particular day as well as your growth over time. Our snapshot allows you to easily filter to whatever time period you d like (Figure 2). Take for example new patients: the Practice Snapshot visualizes how many new patients you saw on a particular day or how many you saw each month over the past year. Practices often experience a slump in new patients at some point throughout the year. By quickly identifying where the slumps occur, your team can create an action plan that may include reassessing marketing efforts or office hours among other things. Office Efficiency Operational Overview - For many dentists, growth is the number one priority. We don t disagree with this priority and often encourage dentists to analyze their operational efficiency while pursuing growth. Having the right team and process in place will have a large impact on how you handle that growth. Our Operational 30

35 are and where they come from. Having such data enables you to better align your patient data with marketing efforts. For example, if you determine that you should have more patients from a specific ZIP Code within a certain age range, you could add or redirect funds to target that exact group (Figure 4). Figure 2 The Practice Snapshot displays the health of your practice. Overview outlines metrics such as scheduled production, actual production, average production per day, and number of visits. You can view these metrics at the practice level or drill down to specific providers. By monitoring this dashboard, you can quickly assess how efficiently your office is running. Recall - Another important area to monitor is recall. Our Recall Management dashboard supplements your current efforts by analysing on which patients are most likely to schedule an appointment. By focusing on these patients, you increase the likelihood of filling schedules and optimizing each day. Overall Production Marketing - Digital marketing has the potential to significantly increase new patients and strengthen your brand. A door flyer approach may have been effective years ago, but these days data needs to be incorporated into your marketing strategy (Figure 3). Demographics - Our Geographic and Demographic dashboards allow you to understand exactly who your patients Figure 4 Geographic and Demographic dashboards help you focus your marketing efforts. Financials - Accounts receivable and adjustments are additional areas to focus on to improve your profit. Our financial dashboards allow you to quickly assess how much money you are forgoing and where to focus your efforts to make the most of your time. While certain financial aspects are difficult to change, there are usually areas of opportunity that can drastically improve the financial health of your practice. How Do We Help You Along the Way? If you have never worked with dashboards or data analytic tools, don t worry. We created our platform to be intuitive and straight forward. We also understand that questions will inevitably arise. Our team is constantly available and ready to assist with any inquiries that come up. We want to help you recognize the insight our platform provides so that you can accomplish your goals and improve your office. Let s go to work! A Dentrix connection costs $249 per month. We can assure you it will be well worth the investment. The product(s) and/or service(s) described herein are provided by a third party and the content and descriptions were created by such third party. Henry Schein, Inc. or its affiliates ( HSI ) make no independent assessment of the content and descriptions provided by such third party. HSI is not responsible for, and expressly disclaims all liability for damages of any kind arising out of such third-party products or services. Figure 3 databot gives you access to marketing data. DENTRIX MAGAZINE 31

36 SOLUTION GUIDE You already depend on Dentrix to make your practice more profitable and productive. Now, you can turn Dentrix into an even more powerful solution by adding trusted, fully integrated third-party applications and capabilities to your digital dental office. The Dentrix Connected logo means the product has been carefully developed, tested and certified to work with your Dentrix platform. To see the full list of Dentrix Connected applications visit today. 3M Apteryx 3Shape Broadview Apteryx BiteBank Media True Dental Definition Practice Scanner Solution The Apteryx 3M exceeds True Definition the expectations Scanner of its customers available in by mobile creating or cart timely, editions innovative and offers cost unparalleled effective software accuracy, solutions ease of that use, improve and affordability the profitability for making of the fast, clients precise businesses. digital dental impressions. TRIOS Scanner Take Network-based advantage of the Business award-winning TRIOS Communication intraoral scanner to enhance patient Make experience, your practice reduce chair-time more profitable and unlock with OfficeSuite the widest range Dental, of treatment the state-of-the-art opportunities. Backed phone system by continuous that fully software integrates updates, with Dentrix upgradable G5. hardware and add-on treatment modules, TRIOS ensures your practice stays ahead and your business grows stronger. Dental Dental Practice Practice Solutions Solution Apteryx Streamline exceeds your practice the expectations with custom of its dental customers websites, by creating appointment timely, innovative and notification cost effective and scheduling, software solutions real-time that booking, improve patient the profitability education videos of the and clients reputation businesses. management. Brightsquid Broadview DocuFi DDX Secur Secur is the patient-centric platform for secure healthcare collaboration. Thousands of physicians, specialists, allied health professionals, and patients are improving quality of life and overall care by sharing Protected Healthcare Information securely and efficiently with Brightsquid Secur . Network-based Business Communication Make your practice more profitable with OfficeSuite Dental, the state-of-the-art phone system that fully integrates with Dentrix. Document Digital Dental Management Exchange Solutions DocuFi We provide is next a certified generation Dentrix lab case partner management. providing tools Save to time capture and boost and process documents efficiency, store into patient electronic data more digital securely, form. ImageRamp and improve communications for Dentrix, using with Fujitsu your lab. Call scanners, offers to the schedule most productive a demo or document speak to a live scanning sales representative. solution for Dentrix. 32

37 Demandforce DEXIS Dental Symphony DocuFi edossea Patient Communication Solution Demandforce works seamlessly with Dentrix G5 to automate software to online automate and offline online communications and offline with communications existing patients with existing to improve patients in-office to improve efficiencies. in-office efficiencies. Digital Dental Practice Diagnostic Solution Imaging DEXIS Dental delivers Symphony s innovative, web-based high-quality digital clinical imaging software solutions revolutionizes to the patient dental community. management. With Working its state-of-the alongside art Dentrix, sensor and Dental easy-to-use Symphony imaging provides innovative software, Dexis tools provides to practice numerous easier, benefits safer and to more you, efficiently. your practice, and your patients. Document Intra-Office Management Communication Solutions DocuFi We are solely is a certified focused Dentrix on the partner dental providing profession tools and to within capture the and dental process documents profession into on the electronic secure, digital easy and form. ImageRamp inexpensive transfer for Dentrix, of your using client s Fujitsu scanners, medical records offers the from most one productive office to document another. This scanning is all we solution do. for Dentrix. DentalWriter DEXIS edossea Medical Billing Software For over 25 years, Nierman Practice Management has led medical billing in dentistry by continuously developing innovative products and providing exceptional training for dentists looking to grow their practice. Digital Diagnostic Imaging DEXIS delivers innovative, high-quality digital imaging solutions to the dental community. With its state-of-the art sensor and easy-to-use imaging software, DEXIS provides numerous benefits to you, your practice, and your patients. Intra-Office Communication We are solely focused on the dental profession and within the dental profession on the secure, easy and inexpensive transfer of your client s medical records from one office to another. This is all we do. Jakari imagn Care Jakari Care Panda Lighthouse Perio imagn sleep software We ve spent years researching the best method of implementing sleep in dental practices. Now you can take advantage of our complete sleep solution to enrich the lives of your patients and add new revenue streams to your practice. Patient Health Information Less work. Better care. Let our HIPAAcompliant solution automatically collect, analyze and transfer patient medical history, treatment goals and other important information into Dentrix. Periodontal Patient Communication Practice Solution The Lighthouse complete 360 clinical is a comprehensive digital record automated for Periodontal patient practices. communications Charting, comparison system designed reporting, exclusively treatment for dentists. It planning, uses , automated two-way chart text messaging, notes, and automated much more. phone Save hours calls, of postcards admin time and and letters unify to reach your front your and patients. back office. DENTRIX MAGAZINE 33

38 LocalMed Patient Activator Personable solutions.personable.com LocalMed LocalMed is a live online scheduling platform that fully integrates with Dentrix to provide new and existing patients online and mobile scheduling access 24/7. Patient Communication Solution Patient Activator, part of Los Angelesbased DENTIST, is the leading social media optimization and patient communications service dedicated to the dental profession. ScanWriter Want to know how profitable your practice can be? Use ScanWriter Dentrix Edition to seamlessly integrate your Dentrix data into QuickBooks (and other accounting software) and to improve your practice. You can automate your accounting process easily now for real time monitoring of financial health and key performance indicators. Planmeca Podium Practice Mojo Planscan Planmeca Romexis is an advanced, easy-to-use software suite providing a rich set of tools to meet the imaging requirements set by any dental facility from a small clinic to a large hospital. It supports the most versatile range of 2D and 3D imaging modalities. Podium Stop the guesswork and know what your patients are saying. With Podium, you can impact what s said, where things are said, and how things are said. Podium helps over organizations take full control of their online reputation. Podium can help you, too. Patient Communication Solution PracticeMojo creates proven campaigns that help dental practices recruit, retain and reactivate patients automatically, using , text messages, automated phone calls and mailed postcards. Practice Safeguard Protected Trust RecordLinc Web-Based Fraud Monitoring A web-based financial monitoring tool for Dentrix users that deters fraud and costly errors by alerting any device you carry to unusual transactions in real time. Protected Trust Protected Trust offers simple and secure encryption and identity verification that protects your patient health information (PHI) by ensuring privacy and HIPAA compliance. Patient Communication Solution RecordLinc is the largest professional network of dental professionals in the world. Securely and easily send electronic referrals, patient transfers, and track treatment plans between dental practices in a HIPAA-compliant portal. 34

39 Reputation Sesame Simplifeye Patient Communication Solution Reputation.com s platform enables dentists to see all their online reviews in one space and use the platform s analytical tools to understand the broad themes that emerge from patient feedback. Patient Communication Solution Sesame Communications helps dental and orthodontic practices harness the power of the Internet to accelerate new patient acquisition, build patient loyalty and transform the patient experience. Simplifeye The #1 mobile experience for dental providers, Simplifeye connects you, your patients, and your business in amazing ways via state-of-the-art consumer tech. Say goodbye to inefficiency and hello to a whole new way of running your practice. Solutionreach TeleVox Transparent Aluminum Patient Communication Solution Smile Reminder provides patient engagement and communication solutions for healthcare practices. Utilizing the latest text, , voice, video, web, and social media tools to communicate with customers. Patient Communication Solution TeleVox Software is a high-tech engagement communications company, providing automated voice, , text and web solutions that activate positive patient behaviors through the delivery of a human touch. Dental Practice Solution Transparent Aluminum is a company focused on creating custom workable solutions for practices to get the most out of their Dentrix database. U.S. Health Record Intra-Office Communication Teamlinks EHR was created to foster interdisciplinary collaboration on patient health information with the goal of connecting the health care team and the patient. Updox Updox Central for Dentrix Updox is the industry-leading healthcare connectivity solution, offering dentists and practices a cohesive suite of services so practices can focus more on patient care and less on managing multiple platforms. With Updox, practices can lower costs, increase revenue, improve workflow, maximize staff time and increase efficiencies. Yapi YAPI Dental Practice Solution Started as the first fully integrated intra-office communication software, YAPI has grown into a comprehensive suite of innovative automation solutions designed around unique needs of dental practices. The product(s) and/or service(s) described herein are provided by a third party and the content and descriptions were created by such third party. Henry Schein, Inc. or its affiliates ( HSI ) make no independent assessment of the content and descriptions provided by such third party. HSI is not responsible for, and expressly disclaims all liability for damages of any kind arising out of such third party products or services. DENTRIX MAGAZINE 35

40 Henry Schein Practice Solutions 1220 South 630 East, Suite 100 American Fork, Utah Service Bundles CONSIDER IT DONE. As an office manager, you re expected to do it all. Our Dentrix Service Bundles are packed with eservices powerful tools connected to Dentrix that help boost your front office productivity and streamline your workflow. Now you can automate the tasks you shouldn t be doing manually. Done and done. Call your account executive today at to get your Dentrix Service Bundle now. Learn more at: Dentrix.com/ServiceBundles