Performing weekly tasks

This workflow document provides instructions for the tasks that should be done weekly.

1. Reports

Viewing the Aged Receivables Report

The aged receivables report displays the aged balances of accounts and the total aging of all receivables as of today or for a specified aging bracket. You can send this report to your accountant monthly.

To view the aged receivables report

  1. On the Home menu, under Reports, click (or tap) Aged Receivables.

    The Aged Receivables page opens.

  2. On the Aged Receivables page, set up the following options:

    • Locations - The aged receivables and aged totals will be calculated for the selected locations. Do any of the following:

      • Select the All check box to view aged totals for all locations. Aged receivables will not be displayed. Clear the check box to quickly remove all location selections.

      • Select or clear the check box next to the current location's name to show or hide the aged receivables and aged totals for that location.

      • Click (or tap) Select Locations to select the locations whose aged totals you want to view. If more than one location is selected, the aged receivables will not be displayed. If only one location is selected, the aged totals and aged receivables will be displayed.

      • Only locations that you have access to are available.

    • Period - The aged receivables will be calculated up to the current date or for the selected age of accounts. Select All (as of today), Over 30 days, Over 60 days, or Over 90 days.

    • Include Organization Summary - Select this check box to view the organization's aged totals (the sum of the aged totals for all locations in the organization).

    • Procedures - Filter the report to include all procedures, to include only orthodontic procedures, to exclude all orthodontic procedures, or to include or exclude any set of procedures. You can customize the procedure filter presets to suit your preferences.

  3. Click (or tap) Search.

    Wait for the report to load. This can take from one to five minutes, depending on the date range.

  4. To print the report, click (or tap) Print.

Notes:

Viewing the Referral Analysis Report

The Referral Analysis Report displays an analysis of professional, marketing, patient, and other referrals that led to new patients being seen at your office. The report displays the number and percentage of each referral type within a specified analysis period. The statistics for referrals within another specified period that you want to compare to the analysis period also appear. Additionally, for the analysis period, the referred patients and their first visit dates appear for each referral type.

Note: Only patients with a First Visit Date entered in their patient records will be counted on the report.

To view the Referral Analysis Report

How to get there

  1. On the Home menu, under Reports, click (or tap) Referral Analysis.

    The Referral Analysis page opens.

  1. On the Referral Analysis page, set up the following options:

    • Analysis Period - The date range to analyze. The default period is the past 30 days. You can change the date range as needed.

    • Comparison Period - The date range to compare to the specified analysis period. The default period is 30 days just before the default analysis period. You can change the date range as needed.

  2. Click (or tap) Search.

  3. To print the report, click (or tap) Print.

2. Billing statements

Generating billing statements

You can generate a batch of billing statements, review any of the statements, and then print all or only specific statements.

To generate billing statements

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

    The Billing Statements page opens, and the Generate Billing Statements dialog box appears.

  2. Set up the following options:

    • Minimum guarantor portion to bill - To generate billing statements only for accounts with a guarantor portion that is greater than or equal to a certain amount, type the desired dollar amount (0.01 or greater). To not filter by a minimum guarantor portion, type 0.00.

    • Skip accounts with claim pending - To generate billing statements for only those accounts that do not have an outstanding claim, select the check box. To generate billing statements for accounts with and/or without an outstanding claim clear the check box.

    • Guarantor last name - To generate billing statements only for accounts with a guarantor whose last name begins with a letter in a specified range, select a letter for the start of the range and a letter for the end of the range. To use an open-ended range, leave All selected in either of the lists, and select a letter from the other list. To not filter by guarantor last name, leave All selected in both lists.

    • Payment Plans - Select whether to generate billing statements for accounts with and/or without a payment plan.

    • Statement Start Date

      • From Last Zero Balance - Select this option to include transactions that were entered on an account's ledger since the account last had a zero balance.

      • Other - Select this option to include transactions that were entered on an account's ledger since the date you enter. The current date is entered by default, but you can change the date.

      Note: On each statement, a balance forward amount will appear for the corresponding account's balance up to the specified date.

    • Include credit card payment options - Select this check box to have credit card payment options appear on statements.

    • Include due date as - Select this check box to have the specified date entered as the due date on statements.

      Note: You can choose a date that is 1 to 180 days in the future. However, industry consultants recommend that the due date be 30 days, which is the default.

    • Only generate statement if not billed since - Select this check box to generate billing statements only if a statement has not been generated for an account prior to the specified date. By default, this filter uses today's date, but you can change it to a different date. This filter is especially useful if you want to send statements frequently, if not daily, but want to make sure that you're not resending a statement inside of a billing cycle time frame.

    • Statement Message - Do one of the following:

      • Leave the default billing statement message for the current location entered. The message will appear at the bottom of all billing statements that are generated.

      • If there is no billing statement message entered, enter the message that you want to have appear at the bottom of all statements that are generated during the current print session, or leave it blank to not have a message appear.

      • Change the existing billing statement message to have that text appear at the bottom of all statements that are generated during the current print session.

      • Clear the text to not have a billing statement message appear during the current print session.

      Notes:

      • If you have made any changes to the billing statement message (or if there is not a message) and want reset the text back to the system default, click (or tap) the Reset to default link.

      • If you have made any changes to the billing statement message and want to save the text as the new default billing statement message for the current location, have the Save message as default statement message check box selected when you click (or tap) Generate.

      • There is no limit to the length of the billing statement message, but (depending on the number of procedures and the length of the message) all of the message's text might not fit on the last page of the printed billing statement.

  3. Click (or tap) Generate.

    Tips:

    • As the billing statements are being processed, you can navigate to another part of Dentrix Ascend at any time; the processing of the statements will continue.

    • While the statements are being processed, no other user can access the Billing Statements page. If a user attempts to do so, an error message will appear and display your user name to indicate that you are currently generating statements.

    When the batch of statements has been generated, a list of guarantors for the statements that were generated appears. Next to each guarantor's name is the amount of the corresponding statement. Also for your reference, the following information appears near the top of the page: the date that the batch of statements was generated, the number of statements in the batch, and total dollar amount for those statements.

    Note: To change the statement date, message, and/or payment options after you have generated the batch of statements, click (or tap) Generate Statements, and then repeat steps 2 - 3.

  4. Select the name of any guarantor listed to view the corresponding billing statement.

    Tips:

    • If the statement is longer than one page, click (or tap) the Page Number button that corresponds to the page that you want to view.

    • To toggle between viewing only the statement and viewing the statement and the list of guarantors, click (or tap) the Zoom button .

  5. For any guarantor who you do not want to receive a billing statement, clear the corresponding check box.

    Note: As you clear and select the check boxes of guarantors in the list, the Selected and Total due figures near the top of the List of Patients are updated automatically to reflect your selections.

    Tips:

    • While you are viewing the Billing Statements page, no other user can access the page. If a user attempts to do so, an error message will appear and display your user name to indicate that you are currently reviewing statements.

    • If you navigate to another part of Dentrix Ascend at any time during the review, the state of the review (the settings that you have specified, all of the statements in the batch, and which statements are selected for printing) is saved for the next time you return to the Billing Statements page or until you generate a new batch of statements.

  6. For each statement that is to be printed, to record a summary of that statement in the connections history and save a copy of the statement in the Document Manager for the corresponding guarantor and for any other patients whom he or she is the guarantor for, set the Add to Patient Connection switch to Yes. To not record the statements as patient connections or save copies of the statements, set the switch to No.

    Note: With this switch set to Yes, for each statement generated, the "last billed date" for the corresponding guarantor and all patients who have that guarantor is updated, which affects which statements get generated if you generate a batch of statements in the future using the Only generate statement if not billed since option.

  7. Click (or tap) Print Selected.

    One .pdf file that contains all of the selected statements is created and opens in a new browser tab or window so that you can print those statements.

Notes:

3. Recare

Viewing the Recare Management Report

The Recare Management Report lists the patients with and/or without recare attached and who have and/or do not have scheduled recare appointments.

To run the report

  1. On the Home menu, under Reports, click (or tap) Recare Management.

    The Recare Management page opens.

  2. Set up the following Filters as needed:

    • Locations - Select All to view recare types for all locations, or select specific locations to view recare types for only those locations (only locations that you have access to are available). The report uses the location in which a given recare type was added to a patient record. It does not use the patient's preferred location, unless the patient does not have a given recare type attached, or the location of his or her recare appointment.

    • Patients - Select whether you want to view only patients with one or more recare types attached or only patients without any recare types attached.

    • Appointment - Select whether you want to view all recare patients (with and without a scheduled recare appointment), only patients with a scheduled recare appointment, or only patients without a scheduled recare appointment.

    • Due Date Range - Enter a date range to view only those recare patients that have a due date within the specified date range.

    • Recare Type - Select the All check box to view patients with any recare type attached, or clear the check boxes that correspond to the recare types that you want to exclude from the report, respectively.

  3. Click (or tap) Search

  4. To print the report, click (or tap) Print.

Tip: You can group patients by family by clicking (or tapping) the Patient Name column header to sort the list by last name.

You can do any of the following while viewing the report:

4. Letters and postcards

Creating recipient lists for letters

Using criteria filters you specify, you can generate a recipient list of patients who should receive a letter or postcard that contains patient and practice information that has been merged into a letter template.

To create a recipient list

  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 create a recipient list 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.

  3. Change the filters and/or content of the letter template as needed.

  4. Click (or tap) Create Recipient List.

    A progress indicator appears as Dentrix Ascend processes the letter merge, and then the Recipient List appears.

  5. Select or clear the Print check box at the top of the list selected to include or exclude all patients who are listed, or select or clear the Print check boxes next the names of the patients who you want to include or exclude.

  6. Click (or tap) Print Selected to view the letters or postcards for the selected patients as a .pdf file that you can print or save.

  7. If applicable, click (or tap) Print Labels to print mailing labels to put on envelopes or postcards for the selected patients.