Setting up Dentrix Ascend

This workflow document provides instructions for setting up Dentrix Ascend.

1. Users

Adding user roles

A user role is a set of security rights that you can assign to a user account to grant or restrict access to certain locations in your organization and/or certain features of Dentrix Ascend by location.

Note: User roles are global (available to all locations across your organization).

To add a user role

  1. On the Settings menu, under Location, click (or tap) User Roles.

    The User Roles page opens.

  2. On the User Roles page, do one of the following:

    • Create new - To create a user role from scratch, click (or tap) Create New.

    • Base on existing - To add a user role based on an existing one, select a role that is similar to the one that you want to create.

    The options for creating or editing the user role become available. The options that are available depend on whether you are creating a new role or making one that is based on an existing role.

    New

    Based on Existing

  3. For an all new user role, type a Role name (the role name must be unique). You can use a job position (such as Provider or Receptionist), a user name (such as John Smith or Millie's Rights), or some other convention. For a user role based on another, skip this step.

  4. Under Full List, for each Security Category, click (or tap) the category to view the corresponding security rights. Select the check boxes of the rights that you want to assign to this user role. To select all the rights in a given category at one time, select the All available rights check box. Clear the check boxes of any rights that you do not want to assign to this user role.

  5. Do one of the following:

    • For an all new user role, click (or tap) Save.

    • For a user role based on another, click (or tap) Save As New Role. In the New Role dialog box that appears, type a New Role Name (the role name must be unique), and then click (or tap) Save.

Creating user accounts

You can add user accounts to your organization's database. User accounts provide secure access to your organization's database. Each person who uses Dentrix Ascend should have his or her own user account.

Note: User accounts (and the corresponding provider settings, if applicable) are set up at the organization level, but users can each access information only according to their assigned security roles and locations.

To create a user account

  1. On the Settings menu, under Location, click (or tap) User Accounts.

    The User Accounts page opens.

  2. On the User Accounts page, click (or tap) Create New.

    Note: You may want to verify that a user account for the person does not already exist. Use the Search box to search for a user account by the user's last name, first name, user name, or email address.

    The options for entering user account information become available.

  3. On the Basic Info tab, enter the user's basic information.

    Set up the following options:

    • User Image - A picture of the user. This picture will appear online if you are using the online booking feature. You cannot attach an image until after you save the user account.

    • Name - The first name, middle initial, and last name of the user.

    • Username - The name that the person must use to log in. Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be "Admin" or "Administrator."

    • Email - The email address of the user. This is used for administrative purposes and is required for every user account.

    • Phone 1 - The primary contact phone number of the user (for example, a home phone number).

    • Phone 2 - The secondary contact phone number of the user (for example, a mobile phone number).

    • Is Provider - If the user performs dental procedures (such as a general dentist or a hygienist), set the switch to Yes. Otherwise, set the switch to No.

    • Inactivity Timeout - The length of inactivity (no interaction with the Dentrix Ascend website from your computer or device) after which Dentrix Ascend will log the user out automatically. The recommended length is 10 minutes, but there are also options for 30 minutes, 1 hour, 2 hours, 4 hours, and 8 hours.

      Note: If you have Dentrix Ascend open on multiple tabs of your browser at the same time, the inactivity is monitored on each tab separately. For example, if you open Dentrix Ascend on a tab and then later on another tab, continue working on the second tab, and then the first tab does not have any activity for the specified length of time, you are logged out of Dentrix Ascend automatically on that tab but can continue working on the second tab.

  4. On the User Roles & Locations tab, specify the user's security role for your location or, if your organization has multiple locations, for each location that the user should have access to.

    Do the following:

    1. Select a User role.

      Important: Your organization's business owners, doctors, and office managers should be the only ones who have administrative security roles.

    2. If your organization has multiple locations, select the location that you want to grant this user access to. A user must have access to at least one location.

      Single Site

      Multiple Sites

    3. If your organization has multiple locations, for each additional location that this user should have access to, click (or tap) Add New Role, and then repeat steps a-b. A user must have access to at least one location, and a user can have only one role assigned for each location.

      Note: If the user is a provider, the provider will be available for selection within a given location in the following areas of Dentrix Ascend only if the user account has rights to that location: the appointment provider and other/assisting provider on the Appointment Information panel, the providers on the Schedule Peek tab of the routing panel, and the appointment providers on the Search for Openings page.

  5. If the user is a provider, enter the provider's information on the following tabs:

    • Provider Info (Provider Only)

      Provider Info tab

      • Short Name - An abbreviated name that will be used to identify the provider throughout Dentrix Ascend.

      • Title - The provider's title (for example, DMD or DDS).

      • Specialty - The provider's specialty (for example, Dentist).

      • Provider Appointment Color - The color to use for appointments with this provider as the rendering provider. You can click (or tap) the color swatch to select a different color.

      • Is a Primary Provider - To allow this provider to be selected as a patient's primary provider and as a billing and/or rendering provider for claims, select Yes. Otherwise, select No.

      • Signature On File - To put a message on this provider's claims, stating that there is a signature on file for this provider, set the switch to Yes. Otherwise, set the switch to No.

      • Contact Information - The provider's work address.

      • Work IDs - The state ID (state license number), TIN (or SSN), NPI (for electronic claims), Medicaid ID, Provider number, Blue Cross/Blue Shield number, DEA number (for prescriptions), CS number (Controlled Substance number for Washington D.C prescriptions), and Blue Shield number of the provider.

    • Fees (Provider Only)

      Fees tab

      • Fee Schedules - The fee schedule to use for billing patients for procedures performed by this provider.

      • Contracted With - As needed, expand the sections (for example, A, D, and G) to view insurance carriers with names that start with those letters or numbers, and select the check boxes of the insurance carriers that this provider has a contract with to bill procedures.

        Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must return to this Contracted With section and select the check box next to that carrier's name.

    • Working Hours (Provider Only)

      Working Hours tab

      To set up the provider's working hours, do the following:

      1. If your organization has multiple locations, from the Working Hours for list, select a location. For an organization with only one location, your location appears for your reference.

        Note: If your organization has multiple locations, the provider's working hours at other locations appear in pink with gray hatched lines for your reference. The provider's working hours at the location currently selected cannot overlap with the hours at another location.

      2. To navigate between weeks of the working hours, click (or tap) the Previous and Next buttons adjoining the date range, or click (or tap) the date range to select a date from a calendar.

      3. Do one of the following:

        • Edit the default hours - While viewing the default schedule, to change the recurrence, click (or tap) the Edit Schedule button ; otherwise, skip to step g.

          The Edit Working Hours dialog box appears.

        • Edit future hours - While viewing a future schedule, to change the recurrence or date range, click (or tap) the Edit Schedule button ; otherwise, skip to step f.

          The Edit Working Hours dialog box appears.

        • Add future hours - From the Manage button menu, click (or tap) Setup Working Hours.

          The Setup Working Hours dialog box appears.

      4. Set up the following options:

        • Define size of week cycle - How often this schedule will repeat: every One week (if the provider usually works the same hours every week), every Two weeks, every Three weeks, or every Four weeks.

        • Set start day - When this schedule starts. This option is not available for the default schedule.

        • Set end day - When this schedule ends. This option is not available for the default schedule.

      5. Click (or tap) Apply.

      6. If the schedule recurs every two, three, or four weeks, set up the schedule for the first week in the cycle, or navigate to a subsequent week to set up the schedule for that week.

        Note: If the cycle is two, three, or four weeks, after you save the working hours and return to the Working Hours tab, as you navigate between the weeks of the working hours, the corresponding week in the cycle appears next to the date range for your reference.

      7. To set up the schedule for the week, do any of the following:

        • A yellow time slot indicates that the provider is available during a time when the office is open. To make the provider not available at that time, click (or tap) it. The time slot turns white. You can click (or tap) the time slot again to make it yellow.

        • To select or clear multiple time slots at once, drag across the desired time slots. Those time slots turn yellow or white.

        • A gray time slot with gray hatched lines indicates that the office is closed. If the provider needs to work outside of normal office hours, click (or tap) or drag across the desired time slots. Those time slots turn yellow with gray hatched lines. You can click (or tap) any of those time slots again to make them gray with gray hatched lines.

        • To reset the provider's working hours to be that of the location's, from the Manage button menu, click (or tap) Use Location Hours.

          Note: If the provider's hours have never been customized, they are the same as the location's hours by default.

      8. If the schedule recurs, and if there is a prior week or a subsequent week in the cycle that needs to be set up, to set up the schedule for that week, click (or tap) the Previous Week button or the Next Week button as needed to navigate to that week, and then repeat steps g-h.

      9. Repeat these steps as needed to edit default or future hours or to add future hours. Also, if your organization has multiple locations, repeat these steps as needed to manage the provider's working hours at other locations.

      10. Click (or tap) Done.

      Note: If you are viewing the calendar by provider and attempt to schedule an appointment outside of the provider's working hours, the Select Time Slot dialog box will appear to allow you to keep the appointment scheduled at the original time or move it to an available time slot.

      To keep the appointment scheduled at the original time, click (or tap) Save. To move it to an available time slot, select one of the suggested times, and then click (or tap) Save.

      To allow the Select Time Slot dialog box to appear or to bypass it every time you attempt to double-book or triple-book a provider, on the Calendar page, from the View button menu, set the Warn when double-booking switch to On or Off.

  6. Click (or tap) Save.

    Once you create a user account, the user will receive an email message with a link to create a password that he or she can use to log in to Dentrix Ascend.

Subscribing to notifications

You can receive notifications (as pop-up messages) when changes in the status of appointments for the specified providers and/or operatories occur. Each Dentrix Ascend user can have different subscription settings.

To subscribe to notifications

  1. On the User name ("Hi, [your user name]") menu, click (or tap) Notifications.

    The Notifications page appears.

  2. Select a sound that you want to have accompany notifications and the providers and/or operatories that you want to subscribe to notifications for.

    Set up any of the following options:

    • Choose a Sound - To have a sound accompany a notification that you receive, select a sound from the list. To hear what the selected sound sounds like, click (or tap) Play.

      Note: For you to hear the sound, your computer must have speakers attached and the volume properly set.

    • Subscribe to Providers - This provides notifications for changes in the status of appointments for the specified providers. Select the All check box to include all providers, or select only the check boxes of specific providers. Only providers who have access to the current location are available.

      A notification appears if another user changes the status of an appointment for which one of the selected providers is the appointment provider (regardless of the operatories and statuses that you are subscribed to) to Late, Here, Ready, Chair, or Complete.

    • Subscribe to Operatories - This provides notifications for changes in the status of appointments in the specified operatories. Select the All check box to include all operatories, or select only the check boxes of specific operatories.

      A notification appears if another user changes the status of an appointment that is in one of the selected operatories (regardless of the providers and statuses that you are subscribed to) to Late, Here, Ready, Chair, or Complete.

    • Notify for these Status changes - This provides notifications for changes in the specified statuses of appointments. Select the All check box to include all statuses, or select only the check boxes of specific statuses.

      A notification appears if another user changes the status of an appointment to one of the selected statuses (according to the providers and operatories that you are subscribed to). Also, the Upcoming Appointments panel (a virtual route slip) displays only the appointments that have one of the selected statuses.

      Note: You must subscribe to at least one provider or operatory in order to subscribe to any status changes.

    All changes are saved automatically.

2. Organization

Setting up transaction locking

You can specify when procedures and transactions get locked automatically, or you can manually lock procedures and transactions as of a specific date.

Note: Changing the transaction locking option affects all locations in your organization.

To set up transaction locking

  1. On the Settings menu, click (or tap) Ledger Options.

    The Ledger Options page opens.

  2. On the Ledger Options page, click (or tap) the Ledger Rules tab.

    Note: All procedures and transactions on or before the date shown are locked.

  3. Select one of the following options:

    • Automatically lock transactions for posting/editing/deleting - With this option selected, specify the number of days after which any procedure or transaction that is posted becomes locked, so it cannot be edited or deleted.

    • Manually initiate transaction lock as of a specified date - With this option selected, you can change the cut-off date as needed (see step 4).

    Notes:

    • Transaction locking is based on the transaction date (the date of the procedure or transaction as it appears in the Ledger). The transaction date may be different than the creation date (the date that the procedure or transaction was entered in the system).

    • Changing the cut-off date affects procedures and transactions that have already been posted. Where applicable, they will be locked and unlocked according to the cut-off date.

  4. Click (or tap) Save.

  5. If Manually initiate transaction lock as of a specified date is selected, to change the cut-off date, do the following:

    1. On the Settings menu, click (or tap) Lock Transactions. This option is available only if manual transaction locking is turned on.

      The Lock Transactions (Organization-Wide) dialog box appears.

    2. Change the New transaction lock date. All procedures and transactions that have already been posted on or before the specified date will become locked, so they cannot be edited or deleted. Also, the posting of any procedures and transactions on or before the specified date will be prohibited.

      Note: To move the cut-off date backward or forward, your user account must have the applicable security right.

    3. Click (or tap) Lock Transactions.

      A confirmation message appears.

    4. Click (or tap) Lock.

Activating and inactivating automatic PPO write-offs

You can specify if PPO write-offs are posted automatically when claims are created.

Note: Changing the PPO write-off option affects all locations in your organization.

To activate or inactivate automatic PPO write-offs

  1. On the Settings menu, click (or tap) Ledger Options.

    The Ledger Options page opens.

  2. On the Ledger Options page, click (or tap) the Ledger Rules tab.

  3. Set the PPO Write-Offs switch to one of the following statuses:

    • Yes - When you create a claim for procedures that are covered by a patient's PPO, a write-off adjustment to account for the in-network discount will be posted automatically to the patient's Ledger. This allows you to see net production amounts in the Ledger and on reports immediately. With this switch set to No, a PPO write-off adjustment will not be posted automatically. You will have to manually enter the adjustment when you post the insurance payment.

    • No - A PPO write-off adjustment will not be posted automatically. You will have to manually enter the adjustment when you post the insurance payment.

    Notes:

    • Turning this setting on does not affect claims that have already been posted and does not post automatic write-off adjustments for any existing claims. Because of this, you should carefully choose a clean cutoff date to start using this feature. At the start of a pay period, at the beginning of a new month or quarter, or after you have completed a current goal or bonus period are good transition points.

    • With this setting turned on, you cannot split claims with write-offs posted for them unless you first delete those write-offs.

    • With this setting turned on, if an open claim does not have a corresponding PPO write-off adjustment (for example, it has been deleted), when you are viewing the claim details, a Create contracted write-off when claim is saved switch appears. To post a PPO write-off adjustment, set the switch to Yes, and then click (or tap) Save.

    • Changes in the status of this setting are tracked in the Audit Log.

  4. Click (or tap) Save.

Activating and inactivating automatic insurance estimate overrides

You can set up Dentrix Ascend to automatically calculate the primary and secondary insurance portions of a charge for a completed procedure and insert those amounts as the Insurance Estimate Overrides for that procedure. Additionally, only users who have the "Unlock Insurance Overrides" security right enabled can modify the insurance estimate overrides that are associated with that procedure.

To activate or inactivate automatic insurance estimate overrides

  1. On the Settings menu, click (or tap) Ledger Options.

    The Ledger Options page opens.

  2. On the Ledger Options page, click (or tap) the Ledger Rules tab.

  3. Set the Insurance Estimates switch to one of the following statuses:

    • Yes - When anyone posts a completed procedure, Dentrix Ascend will automatically calculate the primary and secondary insurance portions of a charge and insert those amounts as the Insurance Estimate Overrides for that procedure. Additionally, the overrides will be locked to prevent modification except by authorized users.

    • No - Anyone can enter and modify the Insurance Estimate Overrides for a procedure.

  4. Click (or tap) Save.

Customizing transaction types

You can select which types of payments and adjustments you want to have available when users are posting transactions. Only the selected types will be available for selection when payments, credit adjustments, and charge adjustments are being posted in the Ledger. Also, you can select whether an adjustment should affect collections or production.

Note: If you have multiple locations in your organization, the selected transaction types apply to all your locations.

To customize transaction types

How to get there

  1. On the Settings menu, click (or tap) Ledger Options.

    The Ledger Options page opens with the Transaction types tab selected.

  1. On the Transaction types tab of the Ledger Options page, the available payment and adjustment types appear. Select or clear the check boxes that correspond to the payment, charge adjustment, and credit adjustment types that you do or do not want to use. Alternatively, you can click (or tap) a transaction type's Edit button , set the Active switch to On or Off in the Edit [Transaction Type] dialog box, and then click (or tap) Save.

    Note: You cannot clear the check boxes (or turn Off the Active switches) of the transaction types that are required by Dentrix Ascend.

  2. The Production or Collection indicator next to an adjustment type indicates whether adjustments of that type count toward production or collections on reports. You can change the selection as needed for any of the adjustment types that are not required by Dentrix Ascend.

  3. Set up the tagging rules for any of the transaction types as needed:

    1. Click (or tap) the transaction type's Edit button .

      The Edit [Transaction Type] dialog box appears.

    2. Under Tagging Rules, set up any of the following options:

      • Tag restriction rules - With this switch set to On, you can disable tagging completely for this transaction type or define a set of mandatory and optional tags for use when posting this transaction type. With this switch set to Off, there are no restrictions on which defined tags you can use.

        With the switch set to On, the following tagging restrictions are available for you to define:

        • Mandatory tag(s) - To require that one tag in a set of specified tags be selected when posting this transaction type, select or create mandatory tags: begin typing a tag name in the Add a tag search box; continue typing as needed to narrow the results list; if the desired tag appears in the list, select it; if the desired tag is not found when you finish typing the tag name, select + Create [tag name]. To not allow any other tags to be selected, do not define any Optional allowed tag(s).

          Note: You can have up to 20 mandatory tags.

        • Optional allowed tag(s) - To allow, but not require, certain tags to be selected when posting this transaction type, select or create optional tags: begin typing a tag name in the Add a tag search box; continue typing as needed to narrow the results list; if the desired tag appears in the list, select it; if the desired tag is not found when you finish typing the tag name, select + Create [tag name]. To not require any tags, do not define any Mandatory tag(s).

          Note: You can have up to 50 optional tags.

        • No tagging - To not allow any tags to be selected when posting this transaction type, do not define any Mandatory tag(s) or Optional allowed tag(s).

        Note: To remove any tag, click (or tap) the X on that tag.

      • On-demand tag creation - With this switch set to On, any existing tags can be selected, and tags can be created, when posting this transaction type. With this switch set to Off, any existing tags can be selected, but no tags can be created, when posting this transaction type. This switch is not available and is set to Off if the Tag restriction rules switch is set to On because no tags or only the defined tags are allowed.

    3. Click (or tap) Save.

  4. Click (or tap) Save.

3. Location

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 of a location's Location Information page, 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.

    • 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.

    • NEA facility ID - There may be cases when you need to know your NEA facility ID. 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.

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

    • 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. To set up the billing statement options for your location, do the following:

    1. Click (or tap) the Billing Statements tab.

    2. Do any of the following as needed:

      • To add an Alternate Billing Address that will appear on billing statements, click (or tap) Add Billing Address to display the options for entering contact information, and then enter the location name, mailing address, and phone number.

      • To set the default state of the option that controls the adding of a patient connection when you generate a billing statement, under Defaults for Adding Statements to Patient Connection, set any of the following switches to Yes or No:

        • Batch of billing statements - When generating statements in a batch (to get there, select Billing Statements on the Home menu).

        • Individual billing statements - When generating an individual statement (to get there, select Billing Statement on the Patient menu).

        • Walkout statement - When generating an individual statement while checking out a patient (to get there, use the Patient Walkout button on the Ledger page, and then select the Statement tab). By default, this switch is set to No because, in most cases, you may not want a patient's "last billed date" to be updated when you generate a walkout statement. Set this switch to Yes with caution.

        Notes:

        • Here, you are only setting the default state of the switches, when you are actually generating statements, you can set the switch to Yes or No as needed. Set the default state to be how you want to handle patient connections most often.

        • Adding a patient connection entry in a patient's record also adds a copy of the statement in the patient's documents and updates the patient's "last billed date," which affects which statements get generated if you generate a batch of statements using the Only generate statement if not billed since option.

  5. To set up your location or its corresponding business entity (such as a corporation) as the billing provider for claims that are submitted to carriers for procedures performed at that location, do the following:

    1. Set the Use this location as a claim provider for insurance switch to Yes.

    2. Click (or tap) the Claim Provider tab.

    3. Set up the following options:

      • Specialty - The type of dentistry or specialty that is practiced at the location, such as General Practice, Endodontics, or Pediatric Dentistry.

      • IDs - The State ID (state license number), TIN # (or SSN), NPI # (for electronic claims), Medicaid ID #, Provider #, BCBS # (Blue Cross/Blue Shield number), and BlueShield #.

      • Contracted With - As needed, expand the sections (for example, A, D, and P) to view insurance carriers with names that start with those letters or numbers, and select the check boxes of the insurance carriers that this provider has a contract with to bill procedures.

        Important: Each time you add an insurance carrier to your organization's database, for all users and locations who are providers, you must return to this Contracted With section and manually specify that those providers and locations are contracted with that carrier.

    4. To set up a business entity (such as a corporation) as a billing provider for services rendered at this location, click (or tap) Add Billing Entity. Then, type the name, address, and phone number of the entity.

      Note: To remove the entity, click (or tap) the Use location info address link.

  6. Click (or tap) Save.

Setting up location hours

You can customize your location's office hours to show on the schedule when the office is closed and when appointments can be scheduled. If you attempt to schedule an appointment outside of the specified hours, a message will appear for you to confirm that you want to schedule that appointment outside of normal business hours.

To set up a location's hours

  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 Hours.

    The Location Hours page opens and displays an overview of the weekly schedule.

  3. On a location's Location Hours page, click (or tap) Edit Hours.

    Any time ranges already set up appear in a list.

  4. Do one of the following:

    • To add a new time range, click (or tap) Add Hours.

    • To modify one of the default time ranges, select that time range.

    The options for entering or editing the time range become available.

  5. Type a time range, and select the appropriate days of the week.

    Set up the following options:

    • Times - Enter the Start and End time of the range (for example, 8:00AM to 12:00PM).

      Tip: You can enter a time using various formats. For example, you can type 08:30, 8:30a, or 8:30 AM; 8a or 8am; 13:30, 1:30p, or 1:30 PM; or 1p or 1pm.

    • Days - Select the days of the week for which this time range applies (for example, Monday through Friday).

  6. Click (or tap) Save.

  7. Repeat steps 4 - 6 for other time ranges that you want to modify or add.

    When viewing the overview of the weekly schedule on the Location Hours page, gray slots indicate when the office is closed, and white slots indicate when the office is open.

Changing the scheduling time increments

For each location, you can specify the increments of time that you use for scheduling appointments. The scheduling calendar can have 10- or 15-minute time slots.

To change the scheduling time increments

  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 Hours.

    The Location Hours page opens and displays an overview of the weekly schedule.

  3. On a location's Location Hours page, select Display schedule by 10 minute increments to display time slots on the schedule in 10-minute increments, or select Display schedule by 15 minute increments to display time slots on the schedule in 15-minute increments. Your selection is saved automatically and affects all computers that you access Dentrix Ascend from.

Adding operatories

You can add operatories as needed. Operatories appear on the schedule as columns where you can schedule appointments and events. You can have up to 20 operatories per location in Dentrix Ascend.

Note: Operatories are location specific (each location of your organization has its own operatories).

To add an operatory

  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) Operatories.

    The Operatories page opens.

  3. On a location's Operatories page, click (or tap) Add Operatory.

    The options for adding an operatory become available.

  4. Enter a name and a description, and specify the status.

    Set up the following options:

    • Name - A unique name for the operatory (up to 10 characters in length). This name will appear at the top of the corresponding column on the schedule.

    • Description - A unique description for the operatory (up to 25 characters in length).

    • Status - You can schedule appointments and events in an Active operatory, but an Inactive operatory will not appear on the schedule and will not be available for selection from the View menu of the schedule.

  5. Click (or tap) Save.

Customizing your practice profile

You can customize the logo (image and banner color) and enter the social media website links for your organization. The practice profile is organization specific (it applies to all your locations). Patients can see your profile when they confirm their appointments from email or text message reminders.

To customize your practice profile

  1. On the Settings menu, under Patient Care, click (or tap) Patient Communications.

    The Patient Communications page opens.

  2. Click (or tap) Practice Profile.

    The Practice Profile dialog box appears.

  3. Customize the banner color, upload a logo, and specify your social media links as needed.

    Customize any of the following:

    • Banner color - To select the base color of the gradient for the banner at the top of the page, from the color menu (in the upper-right corner), move the slider on the right up or down, click (or tap) somewhere in the middle box, and then click (or tap) Choose.

    • Logo - Under Change Logo, do one of the following:

      • Click (or tap) one of the pre-defined, generic logos for the banner.

      • Click (or tap) Browse (or drag an image from an open window to the Drop File Here area) to add a custom logo to the banner. The image must be a .jpg, .png, or .gif file up to 4MB in size that has been saved on your computer. In the Crop Photo for Thumbnail dialog box, resize and/or move the selection box (designated by a dashed line) to crop the image, and then click (or tap) Apply.

    • Social Media Links - To set up or change the links for the icons that patients can click to visit your organization's pages on popular social media websites, enter the website addresses (URLs) as needed for Twitter, Facebook, Yelp, Blogger, and/or Google+.

  4. Click (or tap) Save.

4. Claim defaults

Setting up insurance defaults

You can set up the default options for insurance claims.

Note: Insurance claim defaults are location specific (each location of your organization has its own insurance claim defaults).

To set up insurance defaults

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

  2. On the Settings menu, under Production, click (or tap) Insurance Defaults.

    The Insurance Defaults page opens.

  3. On a location's Insurance Defaults page, set up the following options:

    • Billing Provider - By default, services will be billed to an insurance plan on behalf of a specific provider (select one), a location in your organization or a business entity (select one, if set up as a billing provider), or the provider who performed the procedures. If you select Provider of Procedures, to handle cases where the provider of a procedure is a secondary provider (for example, a hygienist), make sure that you select the primary provider, location, or entity that you want to use as the alternate billing provider. Only providers who have access to the current location are available.

    • Rendering Provider Type - By default, services will be indicated as having been performed by a specific provider (select one) or the provider who performed the procedures. If you select Provider of Procedures, to handle cases where the provider of a procedure is a secondary provider (for example, a hygienist), select the Use the patient's primary provider if the provider of procedures is not a primary provider check box, and then select the primary provider that you want to use as the alternate rendering provider. Only providers who have access to the current location are available.

    • Address Where Insurance Payment Should Be Sent - The address where insurance payments will be sent: the address of the location where the services were actually performed, the address of the organization (the address used upon signing up your organization to use Dentrix Ascend; you cannot change this address), or another address (specify one). This address will appear in box 48 on claims.

    • Place of Service Default Location - The default place of service for claims that get created. On a case-by-case basis, you can change the place of service for a claim as needed.

    • Default Authorization Settings for New Subscribers - The default authorization settings (Release of Information and Assignment of Benefits check boxes) for subscribers who are added to Dentrix Ascend and have insurance attached to their records. Changing these options does not affect existing subscribers in Dentrix Ascend.

  4. Click (or tap) Save.

5. Fees and procedures

Creating fee schedules

You can create fee schedules for use with billing services and products. You can attach a fee schedule to a provider, to an insurance plan, to a location in your organization, or to a patient (as a discount plan).

Note: Fee schedules are global (available to all locations across your organization).

To create a fee schedule

  1. On the Settings menu, under Production, click (or tap) Fee Schedules.

    The Fee Schedules page opens.

  2. Click (or tap) Create New.

    The options for creating a fee schedule become available.

  3. In the Name of fee schedule box, enter a name for the fee schedule.

  4. To base this fee schedule on an existing fee schedule, select the fee schedule that you want to copy from the Copy existing list, and then click (or tap) Copy.

  5. For each procedure, enter or change the fee that you charge as needed.

  6. Click (or tap) Save.

Setting up a sliding fee scale

Sliding scale fees are variable prices for products, services, or taxes based on a customer's ability to pay. Such fees are thereby reduced for those who have lower incomes or those who have less money to spare after taking into account their personal expenses regardless of income. Sliding fees are applied at a patient level and not at the facility level. In Dentrix Ascend, you can specify the percentage or amount of a charge that a patient will pay according to a poverty level.

To set up a sliding fee scale

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

  2. On the Settings menu, under Production, click (or tap) Discount Options.

    The Discount Options page opens.

  3. On a location's Discount Options page, set up any of the following options:

    • Poverty level - For each Family Size, enter the annual income for the 100% poverty level. To handle families with more than eight people, for Each ADDL, enter the amount that will be added for each additional family member to determine the annual income for the 100% poverty level. The annual incomes for the 200% poverty level appear for your reference.

    • Patient pays - For each poverty level range, enter how much, as a percentage or amount, a patient will pay per procedure. From the list next to each box, select % per procedure or $ per procedure as applicable.

    Note: To remove the 200% column, from the Manage Columns button menu, click (or tap) the X next to Column 200%.

  4. Click (or tap) Save.

Adding procedure codes

Procedure codes represent the services that you render and products that you sell. Your Dentrix Ascend database comes with all the current ADA Procedure Codes, which are updated automatically as needed, but you can add your own custom procedure codes to your organization.

Note: When you add a procedure code, Dentrix Ascend automatically adds it to every fee schedule in all locations of your organization. Additionally, the fee for the procedure code in the current location's preferred fee schedule will be the same as the procedure code's default fee. However, all other fee schedules in all locations will have a $0.00 fee for the procedure code, so you must manually specify a fee for the procedure code in every other fee schedule in every location.

To add a procedure code

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

  2. On the Settings menu, under Production, click (or tap) Procedure Codes & Conditions.

    The Procedure Codes & Conditions page opens.

  3. On the Procedure Codes tab of a location's Procedure Codes & Conditions page, click (or tap) Add Procedure Code.

    Note: You may want to verify that the procedure code that you want to add does not already exist before attempting to add it. You can do this before or after clicking (or tapping) Add Procedure Code. To do it before, with All selected in the View list, type a code or description in the Search for specific procedure box.

    The Create Procedure Code dialog box appears.

  4. Leave Procedure code selected as the Code type. You cannot change the code type once you save the procedure.

  5. Specify the code, description, office code, category, location's fee, and treatment area; and set up the other options as needed.

    Set up the following options:

    • Code - Enter the code for the procedure. You can search for procedures by the code wherever you can select a procedure. You cannot change the code once you save the procedure code. If you enter an existing procedure code, enter a suffix for the code (for example, if you want to create an alias code for D0330, you can create a procedure with "1" as the suffix) in the additional box that appears. An alias code is a procedure code followed by a period (.) and then a custom alphanumeric value up to five characters in length. Having an alias code (alternate code) allows you to have duplicate procedures in your organization's database, so you can, for example, charge different rates for similar procedures but have the same ADA Procedure Code show on claims.

    • Description - Enter a description, either the standard ADA description or a custom description, for the procedure. You can search for procedures by the description wherever you can enter a procedure.

    • Office Code - Enter the code, either a shorthand version of the ADA code description or a custom code, for this procedure.

    • Category - Select the ADA Procedure Code category that this procedure belongs to. There is also an option to specify that this procedure is a product (such as a power toothbrush or a home bleaching kit) that will not be billed to insurance.

    • Include in favorites - Favorite procedures are the ones that you use most commonly. Turn this switch On to mark this procedure as a favorite so that you have quick and easy access to the procedure when you are charting procedures. Favorites have a yellow star next to them in the list of procedure codes on the Procedure Codes & Conditions page.

    • Bill to insurance - To flag the procedure as being billable to insurance by default when posting the procedure, turn the switch On. If the procedure should not be billable to insurance by default, turn the switch Off. Even though this option is available for an alias procedure code or a non-standard code, some carriers may reject that procedure on a claim or may reject the entire claim due to the presence of an unrecognized procedure code, so turn this option on with care if the procedure code is not standard. Being able to bill a non-standard code, such as a rate code, to an insurance carrier is helpful for Federally Qualified Health Centers (FQHCs) when a rate code is needed for a wrap claim.

    • Location fee - Enter the default amount that you charge at this location for this procedure.

    • Treatment area - Select the treatment area that this procedure corresponds to: Tooth, Mouth, Surface, Quadrant, Root, or Arch. This option is not available if the selected Category is Products.

    • Charting symbol - According to the selected Treatment area, select how you want this procedure to be charted (only the symbols that are applicable for the selected treatment area appear in the list):

      • Tooth, Quadrant, or Arch - None, 3/4 Crown - hatched, 3/4 Crown - outline, 3/4 Crown solid, Apicoectomy, Bridge - hatched, Bridge - outline, Bridge retainer crown - hatched, Bridge retainer crown - outline, Crown - hatched, Crown - outline, Crown solid, Denture - hatched, Denture - outline, Denture - solid, Extraction, Implant - blade, Implant - cylinder, Pins, Posts, Root canal, Sealant, Bridge - solid, or Bridge retainer crown - solid.

      • Surface - None, Surface restoration - dotted, Surface restoration - hatched, or Surface restoration - solid.

      • Root - None, Apicoectomy, or Root canal.

      • Mouth - Not applicable.

  6. Click (or tap) Create.

Adding multi-codes

Multi-codes represent the group of services that you commonly render at the same time. Your Dentrix Ascend practice database comes with some multi-codes, but you can add your own custom multi-codes.

Note: Adding a multi-code to one location adds the same multi-code to the other locations of your organization.

To add a multi-code

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

  2. On the Settings menu, under Production, click (or tap) Procedure Codes & Conditions.

    The Procedure Codes & Conditions page opens.

  3. On the Procedure Codes tab of a location's Procedure Codes & Conditions page, click (or tap) Add Procedure Code.

    Note: You may want to verify that the multi-code that you want to add does not already exist before attempting to add it. You can do this before or after clicking (or tapping) Add Procedure Code. To do it before, with All selected in the View list, type a code or description in the Search For Specific Procedure box near the top of the page.

    The Create Procedure Code dialog box appears.

  4. Select Multi-code as the Code type. You cannot change the code type once you save the multi-code.

    The options for adding a multi-code appear.

  5. From the Type list, select Standard or Bridge. You cannot change the type once you save the multi-code.

    The options for the selected multi-code type appear.

    Standard

    Bridge

  6. Type the code, description, and office code; select procedure codes; and set up the other options as needed.

    Set up the following options:

    • Code - Enter the code for the multi-code. You cannot change the code once you save the multi-code.

    • Description - Enter a description for the multi-code. You can search for multi-codes by the description wherever you can enter a procedure.

    • Office Code - Enter a shorthand version of the description for this multi-code.

    • Include in favorites - Favorite multi-codes are the ones you use most commonly. Turn this switch On to mark this multi-code as a favorite so that you have quick and easy access to the multi-code when you are charting procedures. Favorites have a yellow star next to them in the list of procedure codes on the Procedure Codes & Conditions page.

    • Procedures - Do one of the following:

      • For a standard multi-code - Begin typing a procedure code or description in the Add a procedure here box, continue typing as needed to narrow the results list, and then click (or tap) the desired procedure (if the procedure has surface options, see the third note below for instructions on how to specify surfaces). Repeat this as needed to add other procedure codes to this multi-code.

        Notes:

        • You cannot add a procedure code that requires a surface selection and a procedure code that requires a tooth selection to the same multi-code. If you have already added a procedure code that requires a surface or a tooth selection, when you search for another procedure code to add, only the allowed procedure codes are available for selection.

        • You cannot add a procedure code for a quadrant or an arch to a multi-code.

        • A procedure that requires a treatment area (such as a tooth or surface) to be selected when this multi-code is charted or posted has a tooth icon on it.

        • A procedure that requires one or more surfaces to be selected when this multi-code is charted or posted has an orange bar on it (in addition to a tooth icon). If the surface options for a procedure are not already being displayed, click (or tap) that procedure; then, you can select the Surfaces and then whether or not the surfaces are Class 5.

        • To remove a procedure code from this multi-code, click (or tap) the corresponding X button.

      • For a bridge multi-code - For the Pontic procedure code, begin typing a procedure code or description in the search box, continue typing as needed to narrow the results list, and then click (or tap) the desired procedure. For the Retainer procedure code, begin typing a procedure code or description in the search box, continue typing as needed to narrow the results list, and then click (or tap) the desired procedure.

      Notes:

      • You can add an alias procedure code and a custom procedure code to a multi-code.

      • You can add any number of procedure codes to a multi-code.

      • You cannot add a multi-code to a multi-code.

  7. Click (or tap) Create.

    Multi-codes show at the top of the list of procedure codes on the Procedure Codes page.

6. Medical alerts

Adding medical alerts

You can set up the medical alerts that you want to have available for attaching to patients. Dentrix Ascend comes with a large set of default medical alerts, but you can add your own custom alerts as needed.

Note: Medical alerts are global (available to all locations across your organization).

To add a medical alert

  1. On the Settings menu, under Patient Care, click (or tap) Medical Alerts.

    The Medical Alert page opens.

  2. On the Medical Alert page, click (or tap) New Medical Alert.

    Tip: You may want to verify that the medical alert that you want to add does not already exist in your practice database before you attempt to add the alert. Under Alert List, begin typing an alert in the search box, continue typing as needed to narrow the search results list. Alternatively, you can expand a section to look for an alert in that category.

    The options for adding the medical alert become available.

  3. Specify the category, description, and importance level of the medical alert.

    Set up the following options:

    • Condition - Type a description of the medical alert. It can be up to 60 characters long.

    • Category - Select a category for the medical alert.

    • Permanent condition - If this medical alert will usually be permanent for patients to whom you attach it, select this check box to have the Permanent condition check box selected by default when you are attaching this medical alert to a patient. However, you can clear the Permanent condition check box for a patient's medical alert as needed. If a medical alert is not marked as permanent, you can set it as expired when applicable.

    • Alert Importance - Select the default level of importance of the medical alert:

      • High - For a patient with this alert attached, a message that describes the patient's condition or disease will appear each time you access the patient's information, and the Medical Alert icon will appear where applicable.

      • Low - For a patient with this alert attached, a message will not appear when you access the patient's information, but the Medical Alert icon will appear where applicable.

  4. Click (or tap) Save.

7. Prescriptions

Creating prescription templates

You can create prescriptions templates to make entering prescriptions more efficient. Create templates for the most common drugs and amounts you prescribe.

Note: Prescription templates are global (available to all locations across your organization).

To create a prescription template

  1. On the Settings menu, under Patient Care, click (or tap) Prescriptions.

    The Prescription Setup page opens.

  2. On the Prescription Setup page, make a new prescription template using either of the following options:

    • Create new - To make an all new prescription template, click (or tap) Add New Prescription.

    • Base on existing - To make a prescription template based on an existing template, select the template that is similar to the one that you want to create.

    Tips:

    • To search for an existing template, under Prescription Templates, in the Search box, begin typing part of a drug name. The matching templates appear as a list or in categories (which are expandable and collapsible sections). Continue typing as needed to narrow the search results.

    • If Group by category is selected, expand a section to locate a prescription template in that category.

    The options for adding or editing the prescription template become available. The options that are available depend on whether you are creating a new template or making one that is based on an existing template.

    New

    Based on Existing

  3. Enter or modify the prescription details, such as the category, name, and dosing instructions.

    Set up the following options:

    • Drug category - Select a category for the drug; or, if the category that you want to use does not already exist, click (or tap) Create a new category in the list to enter a new category (for example, "Pain").

    • Drug name - Enter the drug name (for example, "Tylenol III 1000mg").

    • Controlled substance - To specify that the prescription is a controlled substance and to have the prescribing provider's DEA number appear on the prescription, select this check box.

    • Sig - Enter the dosing instructions (for example, "Take 1 pill orally as needed for pain.").

    • Dispense - Enter the amount to dispense (for example, "6"). Also, select the unit type; or, if the type you want to use does not already exist, click (or tap) Add new unit on the list to enter a new type (for example, "Capsule").

    • Substitution allowance - If a generic version of the drug is not allowed, select Dispense as written; otherwise, select Generic substitution permitted.

    • Refills - Enter the number of refills allowed, or use "0" if no refills are allowed.

    • Patient note - Enter any additional notes for the patient.

  4. Do one of the following:

    • For an all new template, click (or tap) Create Prescription.

    • For a template based on another, click (or tap) Save as New.

Customizing settings for printing prescriptions

You can customize the settings that control how prescriptions are printed for each location of your organization.

To customize the settings for printing prescriptions

  1. On the Settings menu, under Patient Care, click (or tap) Prescriptions.

    The Prescription Setup page opens.

  2. On the Prescription Setup page, click (or tap) Modify Print Settings.

    The print settings become available.

  3. From the Template list, select the state where the providers in your office prescribe medications. The current location's state is selected by default. Alternatively, you can select the "Generic" option to specify custom printing options for prescriptions.

  4. Set up the options for the selected state's prescriptions or for generic prescriptions as needed.

    Set up any of the following options as applicable for the selected state or for "Generic" prescriptions:

    • Use pre-printed form - Your office prints prescriptions on paper with a pre-printed form, so no outlines or borders will be printed, only the information. (Not available for all states.)

    • Include quantity checkboxes - The check boxes that indicate the ranges of quantities that can be dispensed appear on the printed prescription with the applicable check box selected. (Available only with the "Generic" option.)

    • Display date in long format - The date of the prescription appears on the printed prescription with an abbreviation for the month spelled out, the day of the month, and the four-digit year (for example, Jan 15, 2014). With this check box clear, the date appears in a mm/dd/yyyy format on the printed prescription.

    • Include words with quantities - The quantity to dispense appears spelled out on the printed prescription (for example, "twelve" for 12). With this check box clear, the quantity is a number on the printed prescription.

    • Include drug information for patient - Drug information regarding a given prescription prints below the printed prescription. This information is appended to any notes that are entered when the prescription is written.

    • Require signature for substitution - On the printed prescription, there are two signature lines: one for "Product Selection Permitted," and one for "Dispense as Written." With this check box clear, there are check boxes on the printed prescription for "Dispense as written" and "Generic Substitution Permitted," with the applicable check box selected, and a signature line for "Signature of Prescriber."

    • Offsets - Specify, in millimeters, an offset for the top and left margins of printed prescriptions. Negative numbers are allowed.

  5. Click (or tap) Save.

8. Recare

Adding recare types

You can add recare types, which you can attach to patients' records to help you track recare appointments for those patients. Dentrix Ascend comes with the most common types already setup, but you can create your own recare type or customize an existing type to suit your preferences. You can use the recare types that you set up to attach recare to patients, using a default interval; however, you can change the interval on a patient-by-patient basis.

Note: Recare types are global (available to all locations across your organization).

To add a recare type

  1. On the Settings menu, under Patient Care, click (or tap) Recare.

    The Recare Setup page opens.

  2. On the Recare Setup page, click (or tap) Create New.

    The options for adding a recare type become available.

  3. Enter a name for the recare type, and set up the other options, such as the interval and associated procedures, as needed.

    Set up the following options:

    • Type - Enter a name for the recare type.

    • Description - Enter a description for the recare type.

    • Interval - Enter a number, and select Weeks, Months, or Years to specify how often a patient with this recare type attached to his or her record should be seen for this type of recare.

      Each time you complete a recare appointment, the due date for the corresponding patient's next recare appointment (of the same recare type) advances by the specified interval.

    • Primary Recare Type - If an appointment is typically scheduled around this recare type (for example, a cleaning), select this check box. If the procedures that you associate with this recare type are typically additional services that accompany a primary type (for example, X-rays), clear this check box.

      Notes:

      • Only primary recare types can trigger automated text and email messages for recare reminders.

      • Only primary recare types are available for use with online booking.

      • When you are completing appointments, the scheduling of recare is required only for primary recare types. This appointment task is required only for locations that have been set up to track compliance with the patient checkout workflow.

    • Procedures - Add the procedures that you want to associate with this recare type. Begin typing a procedure code or description, continue typing as needed to narrow the results, and then select the desired procedure from the list. Repeat this for as many procedures as you want to associate with this recare type.

      If you associate a procedure with this recare type, when you complete an appointment for the specified procedure, and if the recare type is not already attached to the record of the patient for whom the appointment was scheduled, a message will appear and allow you to choose whether or not you want to attach recare to the patient's record.

  4. Click (or tap) Save.

9. Reminders

Customizing appointment communications

You can customize the schedule and content of an appointment communication (an email message and a text message that get sent to patients automatically regarding their appointments).

Notes:

To customize an appointment communication

  1. On the Settings menu, under Patient Care, click (or tap) Recare.

    The Recare Setup page opens.

  2. On the Appointment tab of a location's Patient Communications page, click (or tap) a communication.

    Samples of the corresponding email message and text message appear, and the options for the communication become available.

    Appt confirmed (default - cannot be customized)

    Appt scheduled

    Appt confirmed

    Appt start (without ability to confirm)

    Appt start (with ability to confirm)

    Appt broken

    Appt no show

    Appt completed

  3. Click (or tap) Edit.

    The wizard for editing the appointment communication appears.

  4. Set up the appointment communication options on the following tabs as needed:

    • Notification Schedule

      Notification Schedule tab

      1. From the Appointment reminder is based on list, select an action that you want to associate this communication with:

        • Appointment Scheduled Date - When someone schedules an appointment.

        • Appointment Confirmed Date - When a patient confirms an appointment from an automated appointment reminder, or when a staff member manually changes an appointment's status to "Confirmed."

          Note: Dentrix Ascend has a default automated text message that gets sent to patients after they confirm their appointments. If your custom "Appt confirmed" communication is active, we recommend that you turn off the default one if you don't want your patients to get two messages for confirming their appointments.

        • Appointment Start Date and Time - When the date and time of the scheduled appointment arrives.

        • Appointment Completed Date - When an appointment's status is changed to "Complete."

        • Appointment Broken Date - When an appointment's status is changed to "Broken."

        • Appointment No Show Date - When an appointment's status is changed to "No Show."

        The applicable options become available.

      2. Set up the following options:

        • Appointment reminder is based on - Specify the number of hours, days, months, or years before or after the selected action that you want the message to be sent. The Before option is available only for Appointment Start Date and Time.

          Important: In accordance with the Telephone Consumer Protection Act (TCPA), to ensure that you send automated text messages to patients only between the hours of 9:00 AM and 9:00 PM, local timezone, do not set up the notification to be sent X number of hours Before the Appointment Start Date and Time, and do not schedule appointments earlier than when message delivery is wanted.

        • Exclude automated message - Turn this setting Off to use the default, automated message and any custom message that you specify later on in the wizard. Turn this setting On to use only a custom message that you enter later on in the wizard.

        • Include Premedicate message on Email - This setting is available only for Appointment Scheduled Date, Appointment Confirmed Date, and Appointment Start Date and Time. Turn this setting On to have instructions for the patient regarding pre-medication appear on the email message; however, the pre-medication instructions will appear only if the patient's appointment has the option selected that indicates that pre-medication has been requested. Turn this setting Off to exclude the pre-medication instructions. The text of the pre-medication instructions is, "Please do not forget to take any required medication before your appointment."

        • Ability to confirm - This setting is available only for Appointment Start Date and Time and if Before is selected. Turn this setting On to provide a Confirm Appointment button for a patient to click (in an email message) or texting instructions that a patient can follow (in a text message) to confirm his or her appointment. The status of the appointment will be updated automatically when the patient confirms his or her appointment. Turn this setting Off to not include a way for the patient to confirm his or her appointment from the email or text message.

        • Add forms link - This setting is available only for Appointment Scheduled Date, Appointment Confirmed Date, and Appointment Start Date and Time. Turn this setting On to provide a Forms button (in an email message) or a link (in a text message) for a patient to click to access his or her online forms. Turn this setting Off to not include a way for the patient to access his or her online forms from the email or text message.

        • Continue sending - This setting is available only for Appointment Start Date and Time, Appointment Broken Date, and Appointment No Show Date. Turn this setting On to keep sending a patient this message at a specified interval (Repeat every ...) after this notice is sent out initially until the specified number of notices (up to 10) have been sent (Discontinue after ... notices). Turn this setting Off to send this message only once.

      3. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Preferred Sending Method

      Preferred Sending Method tab

      1. Select the format that you prefer to use for the message:

        • Email - Send this message by email. If a patient receiving the message does not have an email address, Dentrix Ascend will attempt to send the patient a text message.

        • Text - Send this message by text. If a patient receiving the message does not have a valid mobile phone number, Dentrix Ascend will attempt to send the patient an email message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Email Message

      Email Message tab

      1. Customize the email message as needed:

        • Subject - Type the subject of the email message as you want it to appear for patients.

        • Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.

        • Custom message - Type and format any custom text that you want to include in the message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Text Message

      Text Message tab

      1. Customize the text message as needed:

        • Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.

        • Custom message - Type any custom text that you want to include in the message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Practice Info

      Practice Info tab

      The logo, name, address, and phone number of the selected location as they will be displayed on an email message appear. The name and phone number of the selected location as they will be displayed on a text message appear.

  5. On the Practice Info tab, click (or tap) Done to save the settings on all the tabs of the wizard.

Customizing recare communications

You can customize the schedule and content of a recare communication (an email message and a text message that get sent to patients automatically regarding their prophy recare using procedure codes D1110 and D1120).

Notes:

To customize a recare communication

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

  2. On the Settings menu, under Patient Care, click (or tap) Patient Communications.

    The Patient Communications page opens.

  3. On the Recare tab of a location's Patient Communications page, click (or tap) a communication.

    Samples of the corresponding email message and text message appear, and the options for the communication become available.

    Due Date (before)

    When a patient receives an email message, according to the recare communications setup, that has a Book Now button, he or she can click that button to schedule an appointment online.

    Due Date (after)

  4. Click (or tap) Edit.

    The wizard for editing the recare communication appears.

  5. Set up the recare communication options on the following tabs as needed:

    • Notification Schedule

      Notification Schedule tab

      1. Set up the following options:

        • Send Reminder - Specify the number of hours, days, months, or years before or after the due date of a patient's prophy recare.

          Important: In accordance with the Telephone Consumer Protection Act (TCPA), to ensure that you send automated text messages to patients only between the hours of 9:00 AM and 9:00 PM, local timezone, do not set up the notification to be sent X number of hours Before appointments start, and do not schedule appointments earlier than when message delivery is wanted.

        • Exclude automated message - Turn this setting Off to use the default, automated message and any custom message that you specify later on in the wizard. Turn this setting On to use only a custom message that you enter later on in the wizard.

        • Continue sending - Turn this setting On to keep sending a patient this message at a specified interval (Repeat every ...) after this notice is sent out initially until the specified number of notices (up to 10) have been sent (Discontinue after ... notices). Turn this setting Off to send this message only once.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Preferred Sending Method

      Preferred Sending Method tab

      1. Select the format that you prefer to use for the message:

        • Email - Send this message by email. If a patient receiving the message does not have an email address, Dentrix Ascend will attempt to send the patient a text message.

        • Text - Send this message by text. If a patient receiving the message does not have a valid mobile phone number, Dentrix Ascend will attempt to send the patient an email message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Email Message

      Email Message tab

      1. Customize the email message as needed:

        • Subject - Type the subject of the email message as you want it to appear for patients.

        • Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.

        • Custom message - Type and format any custom text that you want to include in the message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Text Message

      Text Message tab

      1. Customize the text message as needed:

        • Automated message - You cannot change the content, layout, or formatting of the default message. The correct patient names and appointment times will be inserted accordingly into the message. There is no automated message if the Exclude automated message setting is On on the Notification Schedule tab of the wizard.

        • Custom message - Type any custom text that you want to include in the message.

      2. Click (or tap) Next to proceed to the next tab of the wizard, or click (or tap) any tab.

    • Practice Info

      Practice Info tab

      The logo, name, address, and phone number of the selected location as they will be displayed on an email message appear. The name and phone number of the selected location as they will be displayed on a text message appear.

  6. On the Practice Info tab, click (or tap) Done to save the settings on all the tabs of the wizard.

10. Letters and postcards

Customizing letter templates

You can customize the content of a letter template that you can then merge with patient and practice information according to specified criteria (filters).

To customize a letter template

  1. On the Home menu, under Location, click (or tap) Letters.

    The Letters page opens.

  2. On the Letters page, select a letter template.

  3. On the Edit Text tab, change the content and layout of the letter template, and format the text as needed. Also, you can insert a merge field (such as Patient First Name, Patient Address, Account Balance, and Appointment Time) at the location of the text cursor anywhere in the message.

    Note: A merge field appears in the template as text enclosed in square brackets (for example, [Patient_First_Name]), but the message that a patient sees will have the relevant information from your practice database inserted in place of the merge field (for example, [Practice Address] will be replaced with the practice address of a patient's preferred location).

    Tip: If you need to reset the entire content of the letter template back to its original text, click (or tap) Reset Letter Text.

  4. Click (or tap) Save.

Setting up filters for letter merges

You can set up the filters for any letter template (which you can merge with patient and practice information) to specify who should receive a letter of that type.

To set up the filters for a letter merge

  1. On the Home menu, under Location, click (or tap) Letters.

    The Letters page opens.

  2. On the Letters page, select the type of letter template that you want to set up filters for. You can choose from the following types of letter templates (which are contained in sections that you can expand and collapse): Appointment Reminder, Birthday, Collection, Labels, Miscellaneous, New Patient Welcome, Recare Appointment Reminder, and Recare Due.

    The options for that letter template appear, and the Filters tab is selected by default.

  3. As needed, set up the filters to specify who should receive a letter.

    Set up the following filters:

    • Patient Type - Click (or tap) this header to filter the recipient list by patient type. Select All to have patients with any patient type be recipients, or select the check boxes of the types of patients who you want to be recipients.

    • Balance Aging - Click (or tap) this header to filter the recipient list by account aging. Select All to have patients with an aged or a negative balance be recipients, select the check boxes of the aged account balances of patients who you want to be recipients, or select the (-) balance check box to have patients whose account balances have a credit be recipients.

    • Patient Balance - Click (or tap) this header to filter the recipient list by patients' ledger balances. Enter a Minimum Balance to have patients with ledger balances that are greater than or equal to the specified amount (but less than or equal to the maximum if specified) be recipients. Enter a Maximum Balance to have patient with ledger balances that are less than or equal to the specified amount (but greater than or equal to the minimum if specified) be recipients. The Patient Balance filters are available only for letters that are.

    • Birthday - Click (or tap) this header to filter the recipient list by a range of birth dates. Enter a date range, or click (or tap) in the box to select Next Month, Specific Date (choose the date), or Custom Range (choose the dates). To filter according to only the month and/or day, select Ignore birth year. The Birthday filters are available only for letters or postcards that are Birthday templates.

    • Appointments From - Click (or tap) this header to filter the recipient list by appointment date range. Select 14 Days (from today) to have patients with appointments that are scheduled within the next 14 days be recipients; select 30 Days (from today) to have patients with appointments that are scheduled within the next 30 days be recipients; or select Specify Range, and then select today's date, Next Month, Specific Date (choose the date), or Custom Range (choose the start and end dates) to have patients with appointments that are scheduled within the specified date range be recipients. The Appointments From filter is available only for letters or postcards that are Appointment Reminder or Recare Reminder templates.

    • Appointment Providers - Click (or tap) this header to filter the recipient list by appointment providers. Select All to have patients with appointments with any provider be recipients, or select the check boxes of the providers of appointments for patients who you want to be recipients. Only providers who have access to the current location are available.

    • Seen within the past - Click (or tap) this header to filter the recipient list by appointment date range. Select 14 Days (from today) to have patients with appointments within the past 14 days be recipients; select 30 Days (from today) to have patients with appointments within the past 30 days be recipients; or select Specify Range, and then select Next Month, Specific Date (choose the date), or Custom Range (choose the start and end dates) to have patients with appointments within the specified date range be recipients. The Seen within the past filter is available only for letters or postcards that are Recare Due templates or "new patient welcome (after visit)" templates (under New Patient Welcome).

    • Registered within the last - Click (or tap) this header to filter the recipient list by appointment date range. Select 14 Days (from today) to have new patients who had appointments scheduled within the past 14 days be recipients; select 30 Days (from today) to have new patients who had appointments scheduled within the past 30 days be recipients; or select Specify Range, and then select Next Month, Specific Date (choose the date), or Custom Range (choose the start and end dates) to have new patients who had appointments scheduled within the specified date range be recipients. The Registered within the last filter is available only for letters or postcards that are "new patient welcome (before visit)" templates (under New Patient Welcome).

      Patient Gender - Click (or tap) this header to filter the recipient list by patient gender. Select Male and/or Female to have patients of the selected gender be recipients. You must select the check box of at least one gender.

    • Remaining Benefits - Click (or tap) this header to filter the recipient list by a specified amount of remaining benefits for patients with specified carriers. The Remaining Benefits filters are available only for a letters that are "year end treatment" templates (under Miscellaneous). Set up the following filters:

      • To include primary and/or secondary insurance plan coverage, under Search for, select Primary Insurance and/or Secondary Insurance.

      • To include only benefits for patients with certain insurance carriers, under Insurance Carrier Name, type a letter or several letters (or select a carrier from the results list that appears as you type) for the Beginning and Ending values of the range. Leave either of the boxes blank to have an open-ended range. Leave both boxes blank to include all carriers.

      • To include patients with benefits within a minimum and maximum amount, under Remaining Benefit Amount, enter the Beginning Amount and Ending Amount. Leave either of the boxes blank to have an open-ended range. Leave both boxes blank to include any amount.

    • Procedures/Treatment Plan - Click (or tap) this header to filter the recipient list by treatment plans that were created with a specified date range but have not been scheduled. Under Search for, select Outstanding Treatment Plan. To include only treatment plans that were created within a certain date range, in the Select Treatment Plan Range box, enter a date range, or click (or tap) in the box to select Next Month or Custom Range (choose the dates). Leave the box blank to include treatment plans that were created on any date. The Procedures/Treatment Plan filters are available only for a letters that are "outstanding treatment plans" and "year end treatment" templates (under Miscellaneous).

    • Providers - Click (or tap) this header to filter the recipient list by patients' providers. Select All to have patients with any provider be recipients, or select the check boxes of the providers for patients who you want to be recipients. Only providers who have access to the current location are available.

    • Due Date - Click (or tap) this header to filter the recipient list by due dates for patients' recare. Select whether you want to include recare appointments that are due 14 days before due date, due 30 days before due date, 30 days past due, 60 days past due, or due within a specific date range (next month, a specific date, or a custom range). The Due Date filter is available only for letters or postcards that are Recare Due templates.

    • Recare Type - Click (or tap) this header to filter the recipient list by patients with specific recare types attached to their records. Select All to have patients with any recare type be recipients, or select the check boxes of the recare types for patients who you want to be recipients. The Recare Type filters are available only for letters or postcards that are Recare Due or Recare Reminder templates.

    • Last Payment Date - Click (or tap) this header to filter the recipient list by patients who have made a payment within the specified date range. Click (or tap) in the Specify Range box, and then select Previous Month, Specific Date or Custom Range (select the start and end dates). The Last Payment Date filter is available only for letters that are "collection letter (range)" templates (under Miscellaneous).

  4. Click (or tap) Save.

11. Insurance

Adding insurance carriers

From Dentrix Ascend, you have access to a large database of supported payers. You can add any of these supported insurance carriers to your organization's database. You can also add an insurance carrier that do not appear in the database of supported insurance carriers to your organization's database.

To add an insurance carrier

  1. On the Home menu, under Insurance, click (or tap) Carriers.

    The Insurance Carriers page opens.

  2. On the Insurance Carriers page, click (or tap) Add Carrier.

    The Select carrier box becomes available.

  3. In the Select carrier box, begin typing the insurance carrier's name or payer ID. A list of supported insurance carriers appears. Continue typing as needed to narrow the search results.

    Important: Henry Schein One maintains a database of supported payers. The database is updated regularly, and a list of carriers and each carrier's details is sent to Dentrix Ascend. Selecting a carrier from the list of supported payers ensures that your practice has up-to-date information for that carrier. Also, using a supported payer allows you to add attachments to claims (however, the payer might not accept electronic attachments; in which case, you can mail the attachments separately from the claims or print and mail the claim and attachments together).

  4. Do one of the following:

    • If the correct insurance carrier is listed, click (or tap) it to populate the boxes with that carrier's information.

    • If the correct insurance carrier name is not listed, finish typing the full name. The name must start with a number or letter, not a special character). Proceed to the next step.

  5. Set up the other options as needed:

    • Phone number - The insurance carrier's main contact phone number and extension (if applicable).

    • Fax number - A fax number for the insurance carrier.

    • Website - The insurance carrier's website address. Do not include "http://" or "https://" at the beginning of the website address.

    Notes:

    • You cannot change the Carrier Name name after you click (or tap) Save.

    • You cannot change the insurance carrier's Payer ID. The ID comes from a database (maintained by Henry Schein One) of payers that accept electronic claims, or if the payer is not supported, the ID is 06126 (in which case, the clearinghouse will have to print and mail a hard copy of the claim to the payer).

  6. Click (or tap) Save.

Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must go to the Contracted With section of that provider's user account (or location's information) and select the check box next to the carrier's name.

Adding insurance plans

After you have added an insurance carrier to your organization's database, you can attach plans to it.

To add a plan to an insurance carrier

  1. Immediately after you add a carrier, the plan options become available.

  2. Under Plans/Employers, click (or tap) Add Plan.

    The options for adding the insurance plan become available.

  3. Enter the plan or employer name, and set up the other options as needed.

    Set up the following options:

    • Plan/Employer Name - The name of the employer or insurance plan.

    • Group # - The group plan number.

    • Claim mailing address - The address where claims for the insurance plan plan are sent.

      Note: ZIP Codes must be nine digits.

    • Phone - The insurance plan administrator's contact phone number and extension (if applicable).

    • Fax Number - The fax number of the insurance plan administrator.

    • Contact - The name of the insurance plan administrator.

    • Email - The insurance plan administrator's email address.

    • Benefit Renewal Month - The month that the insurance plan's benefits reset.

    • Source of Payment - The type of insurance company that will remit payment: CHAMPUS, Blue Cross/Blue Shield, Commercial Insurance, Medicare Part B, or Medicaid.

      Note: Patients whose insurance plans have "Medicaid" as the Source of Payment will not receive billing statements, as it is illegal in many states to send billing statements to Medicaid patients.

    • Type - The plan covers dental or medical procedures.

    • PPO Contracted Fee Schedule - (Use for PPO plans only.) The schedule of allowed charges for the insurance plan. The selected fee schedule will be used to determine a patient's portion and the recommended write-off.

      Important: For each provider (and each location that is set up as a billing provider for claims) who participates with this insurance plan, in that provider's user account (or that location's settings), you must select this carrier in the Contracted With section.

    • CAP Plan Fees - (Use for capitation plans only.) The selected fee schedule will be used to determine a patient's co-pay and the recommended write-off.

    • Coverage Table - The coverage table for the plan. You can change the default deductible type and coverage percentage each procedure code range in the coverage table. Access to this dialog box is available only if a Plan/Employer Name has been entered.

      Note: You can also add exceptions, but currently, only the "not covered" exception in coverage tables is used by Dentrix Ascend to automatically calculate insurance estimates.

    • Benefits - The deductibles and benefits for the plan. You can enter the required deductible amounts for each deductible type and enter the maximum benefits allowed. Access to this dialog box is available only if a Plan/Employer Name, Address, City, State, and ZIP Code have been entered.

    • Note - A note that is specific to this insurance plan. You can enter text, such as information from an EOB or other document from the insurance carrier. Also, you can insert a date if needed. The note is accessible from all patient records that have this insurance plan attached.

  4. Click (or tap) Save.

12. Clinical Note Templates

Adding clinical note templates

In addition to the default clinical note templates (which you can customize) that are included with Dentrix Ascend, you can create custom clinical note templates for a specific location to help you and others enter clinical notes more quickly.

Note: A location's clinical note templates are available when entering clinical notes only from that location. However, if a user makes a clinical note template a favorite, it will be available for that user from any location.

To add a clinical note template

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

    Tip: Even though a clinical note template is associated with a location, if someone makes that template a favorite, that person will have access to it from all locations because favorites are associated with user accounts.

  2. On the Settings menu, under Patient Care, click (or tap) Clinical Note Templates.

    The Clinical Note Template Setup page opens.

  3. On a location's Clinical Note Template Setup page, click (or tap) New Template.

    The options for entering a new clinical note template appear.

  4. Type a name for the template, select a category, and then enter the note text and quick-picks (prompts) as needed.

    Set up the following options:

    • Template name - Type a name for the template.

    • Category - Select one of the pre-defined categories for this template.

    • Clinical note text - Type the text of the note, and insert quick-picks as needed.

      Quick-picks: A quick-pick allows you to create a clinical note from a template dynamically. When you use a template that has quick-picks to add a clinical note, Dentrix Ascend will show messages that prompt you to enter responses to the specified questions.

      • Inserting - To insert a quick-pick where the text cursor is positioned, do any of the following:

        • In the Insert Quick-Pick search box, begin typing to search for one of the pre-defined quick-pick, continue typing as needed to narrow results list, and then select the desired quick-pick.

        • Use the Ctrl + , (comma) key combination to make a search box appear, begin typing to search for one of the pre-defined quick-picks, continue typing as needed to narrow results list, and then either click (or tap) the desired quick-pick or use the down arrow key to select the desired quick-pick and then press Enter.

        • To browse for a quick-pick and then insert it, click (or tap) Manage Quick-Picks, select one of the Quick-Picks, and then click (or tap) Insert & Close.

        • To create a new quick-pick and then insert it, click (or tap) Manage Quick-Picks, click (or tap) Create New, complete the steps to create the quick-pick, and then, with that newly created quick-pick selected, click (or tap) Insert & Close.

      • Removing - To remove a quick-pick from the note text, click (or tap) that quick-pick's Remove button.

  5. Click (or tap) Save.

Adding clinical note templates to the list of favorites

You can add the clinical note templates that you use most commonly to the list of favorites. Your favorites are associated with your user account and are available for quick access from any location when you are entering and editing clinical notes in patients' records.

To add a clinical note template to the list of favorites

  1. If you are not already viewing the location that has the clinical note template that you want to make a favorite, select that location from the Location menu.

    Tip: Even though a clinical note template is associated with a location, once you make that template a favorite, you have access to it from all locations because your favorites are associated with your user account.

  2. Do one of the following:

    • On the Chart, Progress Notes, Quick Exam, Perio, or Tx Planner tab of a patient's clinical record, click (or tap) Add Clinical Note (or if the patient has an existing clinical note, from the Clinical Notes button menu, click (or tap) Add Clinical Note) as if you were going to add a clinical note.

    • On the Chart, Progress Notes, Quick Exam, Perio, or Tx Planner tab of a patient's clinical record, from the Clinical Notes button menu, select a clinical note.

    • On the Progress Notes tab of a patient's clinical record, select any clinical note.

    The Add Clinical Note or the Clinical Note dialog box appears.

  3. On the Templates tab, click (or tap) the gray star of the template that you want to make a favorite.

    Tips:

    • Favorite clinical note templates have yellow stars next to them. Non-favorites have gray stars.

    • Clinical note templates that you have marked as your favorites appear in the Favorites section on the Templates tab.

  4. Click (or tap) Cancel.