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P r e s e n t e r : J e s s i c a N a p i z a , S o f t w a r e Tr a i n i n g M a n a g e r

Dentrix Enterprise Tools for Multi Location Growth

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Speaker Disclosure

Jessica Napiza is an employee of Henry Schein One.

• That’s the good news!

• But growth can bring new challenges and complexities.

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Your business is growing!

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• Duplicated efforts among your locations

• Inconsistent standards

• Access to information is difficult and inefficient

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Growth brings challenges and complexities

1. Create a set of standard operating procedures to promote efficiency and provide opportunity for scalable growth

2. Group Security Rights - set up groups of users and share data across locations

3. Centralization of patient records, scheduling, financial, revenue and reporting operations

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How can Dentrix Enterprise help reduce growth challenges?

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Standard Operating Procedures

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• Patient Records Management

• Clinical Records Management

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Two key areas for standard operating procedures

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Patient Records Management

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• Notes about patient care are documented in different places in Dentrix Enterprise across your locations. o For example, do you enter Patient Notes for information that should be in the Office Journal?

• Accessing vital patient information becomes difficult and inefficient

Do these sound familiar?

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Patient Records Challenges

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• Get to know what notes are available in Dentrix Enterprise and when to use each one.

• Standardize your notes across all clinics.

• Increases efficiency and reduces search time.

• Use Billing Types and Patient Tags as indicators of patient readiness.

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Patient Records Management: Solution

• Guarantor Notes

• Patient Notes

• Clinical Notes

• Chart Notes

• Office Journal

• Patient Alerts

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What notes are available in Dentrix Enterprise?

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• Use this for accounting notes and personalized billing statement notes

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Guarantor Notes

• Used for non-clinical information about the patient

• Conversation starterso Any personal notes you want to keep about the

patient

o Hobbies / Interests

– Do they like to travel? Play an instrument?

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Patient Notes

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• Documentation of clinical visit process, including:o How procedures were performed

o What materials were used?

o Patient response to treatment

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Clinical Notes

• New feature as of Dentrix Enterprise 11.0

• Non-critical clinical noteso Patient’s treatment accommodations (neck pillow,

blanket, etc.)

• Conditions that cannot be charted or part of the mouth (supernumerary tooth, lesions on mouth)

• Use as an intermediary place holder for clinical notes

• What would your clinical team use this for?

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Chart Notes

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• Place to record patient communication

• Manual entries include notes for contact made by phone, email and text

• Automated entries include patient appointments (scheduled, broken, purged), payments and billing statements

• Create daily reminders for your staff

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Office Journal

• Patient Alerts are notes that you want to be reminded of without having to seek after them.

• Alert pops up automatically when selected area is accessed.

• Tip: As of DXE 11.0, you can create Family Alerts

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Patient Alerts

NJ1

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• Account/Family specific

• High level financial categories

• Key report filter for billing statements, aging and other reports

Billing Types Patient Tags

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Patient Financial and Clinical Readiness

• Patient specific

• Great for reportingo Added to most reports, global alerts

and patient list as of DXE 8.0.9

• Common tags:o Medicaid

o Slide fee schedule

o And many more!

• Using Notes for their intended purpose will increase efficiency across locations

• Search time for vital patient information will be reduced

• Billing Types and Patient Tags are great ways to indicate your patient’s financial and clinical readiness

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Patient Records Management: Remember This

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A patient comes into the clinic today for their appointment and during your discussion with them you learn that they love to fly drones. You want to remember this information about the patient so you can ask them about it during their next visit. Where is the best place to notate this in Dentrix Enterprise?

a. Clinical Notes

b. Patient Alerts

c. Chart Notes

d. Patient Notes

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Knowledge Check:

A patient comes into the clinic today for their appointment and during your discussion with them you learn that they love to fly drones. You want to remember this information about the patient so you can ask them about it during their next visit. Where is the best place to notate this in Dentrix Enterprise?

a. Clinical Notes

b. Patient Alerts

c. Chart Notes

d. Patient Notes

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Knowledge Check: Answer

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You left a message for a patient on their voicemail reminding them of their appointment in 2 weeks. Where is the best place to record this communication in Dentrix Enterprise?

a. Guarantor Notes

b. Office Journal

c. Patient Notes

d. Patient Alerts

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Knowledge Check:

You left a message for a patient on their voicemail reminding them of their appointment in 2 weeks. Where is the best place to record this communication in Dentrix Enterprise?

a. Guarantor Notes

b. Office Journal

c. Patient Notes

d. Patient Alerts

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Knowledge Check: Answer

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Clinical Records Management

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• Challenge: Clinics have the same button sets for multiple roles/clinics. Which limits productivity when staff are seeking procedures not included on the button set.

• Challenge: Different Clinical Note Templates for the same clinical function makes for inefficiency within your organization.

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Clinical Records Management: Challenges

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• Solution: Set up Procedure Code Button sets in the chart for each role and standardize across locations.

• Solution: Create Clinical Note Templates that function the same for each site.

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Clinical Records Management: Solution

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Standardize your Procedure Code Setup

• What procedures do you want to show in the Patient Chart?

• Which procedures should be flagged as “Difficult” so you can follow up with the patient?

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• What standard chart button sets will you have for your clinics?

• Will they be based on role, by clinic, by user?

• Will your chart button sets vary by site?

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Procedure Code Button Sets

• Standardizing templates helps ensure documentation is easily read across sites and found easily

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Clinical Note Templates

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• Grouping your prompts together allows the clinical note prompts to display in one dialog box, rather than individual prompts

• Tip: This is a workstation specific setting

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Clinical Note Templates – Group By Prompts

• Set up Procedure Code Button sets in the chart for each role and standardize across locations.

• Create Clinical Note Templates that function the same for each site.

• Grouped Prompts for Clinical Note Templates make it easier to read and reply to all prompts in one dialog box.

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Clinical Records Management: Remember This

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Group Security Rights

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• Challenge: Same roles have different security rights at different clinics.

• Challenge: Without groups, assigning security rights to a new hire is time-consuming and difficult to remember what rights they should be assigned

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Group Security: Challenges

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• Solution: Set up your security rights by role using Groups

• Benefits of grouping security rights by role:o Predictable

o You know exactly what access each role will have

o Set up rights once and add users as you grow

o Cuts down on set up and data entry

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Groups Security: Solution

• Create your groups in the Security Right Setup window

• Choose the rights you want to assign to the group

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Grouping Security Rights by Role

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• Add users to your newly created group. They automatically will be assigned all the security rights of the group.

• When a new user is created for that role, add that user to the group.

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Assigning Users to Groups

• User security is driven by the clinic the user is logged into

• Exception: Central clinic only rightso You can view all clinics, all

providers, and all patients from Central

o Searching for a patient changes based on central only security rights.

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Clinic Specific Security vs Central Security Rights

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• When doing a patient search in the Select Patient window, you can search for patients in All Clinics

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Central Clinic Only Rights to View All Clinics

• Set up your security rights by role using Groups

• Grouping security rights by role makes security more predictable and cuts down on set up and data entry

• Central Clinic Only Rights allow you to view all clinics, providers, and patients regardless of the clinic you are logged into

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Group Security Rights: Remember This

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Centralized Insurance Processes

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• Challenge: Not having a systemized way to add insurance plans. Individual clinics may have unique needs for insurance plan setup.

• Challenge: It is not easy to identify the plan you need that has the right fee schedule and/or coverage table.

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Managing Insurance Processes: Challenge

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• Solution: Systemized management of the insurance plans through a naming or coding system allows for easy identification of insurance plans. Specific group controls maintenance of insurance plans.

• Solution: Link insurance fee schedules to the clinics where applicable.

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Managing Insurance Processes: Solution

• A centralized database provides a single insurance plan list that is shared between all clinics.

• Maintaining insurance plans may be a task of each location or a single group within your organization.

• Tip: In 11.0, Insurance Tags are available to drive insurance plan selection accuracy.

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Insurance Plan Setup

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• Group Plan:o Searchable data field

as a single source filter

• Insurance Tags:o New feature in 11.0

o Searchable field allowing for multiple search selections

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Naming Conventions of Insurance Plans

• Link fee schedules to a specific clinic.

• Fee schedules for an insurance plan may vary from site to site.

• Enables user to filter fee schedules by clinic.

• Tip: Fee Schedule Hierarchy:o Patient > Insurance > Provider

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Fee Schedules

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• Attaching fee schedules to clinics provides the user the ability to filter fee schedules by location.

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Fee Schedules – Assigned Clinics

• Systemized management of the insurance plans through a naming or coding system allows for easy identification of insurance plans.

• Enable users to filter fee schedules applicable to a specific clinic.

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Manage Insurance Processes Centrally: Remember This

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Centralized Reporting and Revenue Cycle Management

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• Reduces duplicate records, claims and efforts

• Promotes efficiency within your organization

• Complete reporting for all locations

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Why centralize your reporting and revenue cycle?

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• Ability to report on multiple clinics on a single report

• Group Reports by Clinic

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Benefits of Centralized Reporting

• Widely underutilized report

• Run by clinic to get totals for each site

• Produces a summary of net production and collections based on assignment of adjustments

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Provider A/R Totals Report

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• Billing Types are helpful to categorize billing statements by specific financial categories

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Centralized Patient Billing

• Challenge: Get specific clinic information to show on return address of billing statement

• Solution: As of 8.0.9, you can now choose the information that is listed on a clinic’s billing statement. A fourth selection for fully customized return address requires a global setting to be turned on by Dentrix Enterprise Support.

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Billing Statements: Challenge

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• Reduces duplicate records, claims and efforts

• Promotes efficiency within your organization

• Complete reporting for all locations

• Provider A/R Totals report is a great way to see a summary of net production and collections for each provider and clinic

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Centralize Reporting and Revenue Cycle Management: Remember This

Conclusion

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1. Create a set of standard operating procedures to efficiency and provide opportunity for scalable growth

2. Group Security Rights - set up groups of users and share data across locations

3. Centralization of patient records, scheduling, financial, revenue and reporting operations

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Remember This

• Evaluate and setup Group Security Rights

• What did you learn today that you can implement in your operations?

• Does your office need a workflow analysis?o Our Dentrix Enterprise Training team offers workflow analysis services

o Purpose is to analyze and recommendations on best practice use of the software

o Contact your Customer Success Manager for more details

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When you get back to your office

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• What questions do you have about today’s course?

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Questions

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• Dentrix Enterprise Resource Center:Knowledgebase articles and Financial Essentials Online Courses available at: https://www.dentrixenterprise.com/support/resource-center

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

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

Dentrix Enterprise Online Resources