Updating location information

When your organization was signed up to use Dentrix Ascend, Henry Schein One entered basic information about each location, which you can update as needed.

To update your location information

1. If you are not already viewing the correct location, select it on the Location menu.

2. On the Settings menu, under Location, click (or tap) Location Information.

   The Location Information page opens.

   

3. On the Basic Info tab, update the location name, logo, contact information, fee schedule, sales tax, and/or time zone as needed.

   Set up the following options:

   • Location name - The name of your location as you want it to appear on account statements and other correspondence sent to your office by Henry Schein One, billing statements sent to patients, and claims.

   • Abbreviation - A code (up to 5 alphanumeric characters in length) to identify the location in the following areas of Dentrix Ascend:

     • On the Location menu. The abbreviation appears before the location name.

       

     • On billing statements that are generated for patients individually, during checkout, or in a batch. If the Include location abbreviation checkbox is selected when a statement is generated, an abbreviation appears after any procedure that was performed at this location.

       

   • Location logo - A logo for this location. This logo will appear online if you are using the online booking feature. To attach a logo, click (or tap) Select Image, browse for and select the image file, crop the image as desired, and then click (or tap) Apply.

     

   • Address - The street address, city, state, and ZIP Code of your location as you want them to appear on billing statements sent to patients and on claims (box 56). Henry Schein One may use this to contact your office.

   • Phone number - The main contact phone number of your location. Henry Schein One may use this to contact your office.

   • Email - The main contact email address of your location. Henry Schein One may use this to contact your office.

   • Website - The website address of your location.

   • eTrans User ID - There may be cases when you need to know your eTrans User ID, which is used for electronic claims. It appears here for your reference.

   • Preferred fee schedule - The fee schedule that you prefer to use at your location.

     Note: By default, the location's default fee schedule (the fee schedule that was created by the system automatically for the location) is selected. It is recommended that you use the default selection because maintaining fees for the location's fee schedules and procedure codes will be simpler due to the fact that updating a fee for a procedure code in the location's default fee schedule affects the fee for the same procedure code on the location's Procedure Codes page and vice versa.

   • Local tax - The amount of tax that is to be charged (for example, 6.50%) if your state requires sales tax to be charged for all products and services you offer. Currently, this is for reference only.

   • Require reasons for incomplete tasks - When completing an appointment, you can have Dentrix Ascend remind you to complete all appointment tasks and specify a reason for not completing all appointment tasks if you do not complete them all. To turn on appointment workflow compliance set the switch to Yes. To turn off this feature, set the switch to No. Changing this setting will not take effect until after you log out and log back in.

     Note: With this compliance reminder feature turned on, when you complete appointments, Schedule Appointment messages no longer appear to remind you to schedule a patient's next recare appointment if that appointment has not been scheduled yet. With this compliance feature turned off, when you complete appointments, Schedule Appointment messages appear as applicable, and Update Patient Recare messages appear if a patient does not have the scheduled recare attached to his or her patient record.

   • Available Procedures - To specify which procedures are available for posting to patient records in this location (when the "For location" procedure filter is selected during posting), click (or tap) Available Procedures.

   • Default procedure provider - The method for determining the default provider for new quick exams, procedures, conditions, perio exams, clinical notes, and imaging procedures that get added to patients' clinical records in this location. Select one of the following options:

     • Patient's Primary (if any) -> Appointment Provider (if any) -> Alphabetical - If the patient has a preferred provider (primary provider), that provider is selected by default. If the patient does not have a preferred provider but does have an appointment scheduled for today, the provider for that appointment is selected by default. If the patient does not have a preferred provider and does not have an appointment scheduled for today, the first provider alphabetically by ID in the list is selected by default.

     • Patient's Primary (if any) -> Alphabetical - If the patient has a preferred provider (primary provider), that provider is selected by default. If the patient does not have a preferred provider and does not have an appointment scheduled for today, the first provider alphabetically by ID in the list is selected by default.

   • Local timezone - The time zone in which your office is located.

   • Insurance Eligibility Verification - To enable or disable batch insurance eligibility verifications for this location, set the switch to On or Off. With the switch On, you can customize the number of lead days for eligibility verifications.

   • Organization Information - For your reference, the name, customer ID, login ID, and address of your organization appear.

     Notes:

     • Users can use the Customer ID or Organization Login to log in to Dentrix Ascend.

     • You cannot change the Customer ID; Henry Schein One assigns it to your organization.

   • Claim Provider - You can set up your location or its corresponding business entity (such as a corporation) to be the billing provider on claims that are submitted for procedures performed at that location. This tab is available only if the Use this location as a claim provider for insurance switch is set to Yes.

   • Location Access Restrictions - To allow access to this location only through designated internet gateways, after you add the necessary External static IP addresses, set the switch to On. To allow access to this location from anywhere, set the switch to Off.

4. On the Billing Statements tab, specify an Alternate Billing Address and the Defaults for Adding Statements to Patient Connection.

5. Click (or tap) Save.