Practice Management Training Library

We want to optimize how your clinic sets up and uses DentiMax Practice Management. Below we’ll answer commonly asked questions about the dental software so you quickly solve your question and go back to your patients.

Customizing Your Screen


Q: How can I customize my Home Screen to create shortcut links to my favorite reports, screens, and website?
A. Click on this Customize this page link from the Home Page screen and then watch this video (Starting at second 1:59 - visit https://youtu.be/a9tlqNqP4OQ?t=1m59s)

Q. How can I add a lunch block on the schedule?
A. To make a lunch block, go to the schedule and select, “template mode” in the bottom right corner. This takes you out of scheduling mode, and into templating/blocking mode. Double click where you would like to make the first lunch block in the appropriate column, then add the details (name of the block, date, time, provider or resource, etc). Save your changes, then uncheck template mode and you will be back in scheduling mode with a block where you added it. Watch this video to learn more. (https://www.youtube.com/watch?v=XX9NNYHoK0c)Q. How far ahead do I have to schedule onsite training?

Q. How do I add a block on the schedule at the same time everyday?
A. Go to the schedule and select, “template mode” in the bottom right corner. This takes you out of scheduling mode, and into templating/blocking mode. Double click where you would like to make the first block in the appropriate column, then add the details (name of the block, date, time, provider or resource, etc). Next to the word, “recurrence”, click on the hyperlink that says, “none” and that will open up your options for choosing how often you want that same block to be repeated or recurring. Make your selections, then save your changes, then uncheck template mode and you will be back in scheduling mode with a block where you added it. Check this video to learn more. (https://www.youtube.com/watch?v=XX9NNYHoK0c)

Q. How can I edit the search space at the top of the screen so I can look the patient/information I need up in a different way?
A. You can customize how you search on almost any screen inside of DentiMax by selecting “customize filter” in your options menu on the left side of the screen. If you do not see the option to customize the filter, try right clicking in the space at the top of the screen. Check the box next to the item you would like to add as a search item, then click, “ok”. Check this video to learn more. (https://youtu.be/HbxUk7b5qeM)

Q. How can I edit what I am viewing in the columns on the screen?
A. You can customize what you see in the blue headings/columns on almost any screen inside of DentiMax by selecting, “customize view” in your options menu on the left side of the screen. If you do not see the option to customize the view, try right clicking within the space in the middle of the screen. Select the items you would like from the left side from the available fields, then move them to the right into the viewed fields with the single right pointing arrow (>), then click, “ok”. Check this video to learn more. (https://youtu.be/HbxUk7b5qeM)


Dental Software Notes



Q. Where do I add a note to the patient file about general information (non-clinical) for future reference?
A. DentiMax has a Patient Journal for every patient built into the program. To access the patient journal, select a patient name or appointment, or if you already have a screen open for that patient, click the “F11” hotkey. You can also go to the activities menu in the top left corner of the screen, and click Patient Journal from there. You can add a date & time stamp by right clicking in the journal space. Add your note and save your changes. Check this video to learn more. (https://youtu.be/9Ob6SuPQE-A)


Reporting



Q. When I try to run a report I get an, "Access denied" message, what does that mean?
A. Access denied will pop up if you do not have the security clearance to run the report. If you have the highest security and you still cannot run it, right click on the report and select, “view report properties” and make sure that the appropriate user levels are selected for allowance to run that report, then try again.

Q. What reports would you recommend our office to run?
A. Check out our blog post about 10 Reports Your Dental Software Should Run on our blog.


Insurance and Billing



Q. How do I set up the system to bill out services/treatment rendered under the provider and paid to the group or business entity so the reimbursement check comes in under the business name instead of the treating providers name?
A. Under the set up screen, you will want to enter both the billing and the treating entities as providers with appropriate ID numbers. Then, under the provider setup, make sure you make the appropriate selection for box 48-52 to be the Billing entity or provider, and box 53-58 to be the rendering or treating provider on the claim. This way, you simply post the provider code on the transaction that did the work, and through the provider routing info, the correct billing and treating providers will show up in the right boxes on the claim form

Q. How do I generate or print a secondary claim?
A. If you missed the option to create the secondary claim after you posted the primary insurance payment, you can pull up the original/primary claim (from the claims screen), select it (so it’s blue) and click, “print selected” claim from the options menu. When the, “choose a report” box pops up, then select the ADA 2012 (secondary) report to print. If you are sending the secondary claim electronically, just make sure the original claim show the primary claim status as anything other than, “ready to bill” and the secondary claim status shows “ready to bill” and the system will automatically send out the secondary claim to one of our partnered clearinghouses electronically. Watch this video to learn more. (https://youtu.be/x7B7bDBocso)

Q. Where do I add the fees in for an insurance plan?
A. Go to setup- and in the accounting setup box click the hyperlink that says “setup the fee schedule”. Choose an un-named space in the fee schedule list (keep in mind, fee schedule #1 should be reserved for your default fee schedule/UCR if the patient has no insurance), then click edit fee schedule from the options menu or double click in the space, then simply type the fee next to the code and save your changes when done.

Q. The ledger is not showing the correct insurance plan for today’s charges, what do I do? A. If you have a patient that changed insurances and you have already updated the patient’s information screen with the correct insurance info, and posted the charges for today, then you must update the ledger to show there was an insurance change. Keep in mind, DentiMax has a unique and powerful way of storing the billing history on your patient’s account by billings. A billing number is generated for your patient manually or automatically. You want to make sure that the billing number associated with today’s charges has the correct billing information (who you are billing for today) on it. Go to the ledger, make sure you are looking at today’s billing only (distinguishable by billing number/date when “show all recent and open billings” is un-selected), and then click “view billing options” from the options menu. That will then show you what insurance is tied to the charges that are listed on that billing number. If all the charges on that billing number should be associated with a new insurance plan that is on the patient’s information screen, then simply click, “fill current insurance” and it will pull the current insurance info onto the billing that you have open, therefore allowing for a claim to be generated to that insurance company for the charges on that billing number. Watch this video to learn more. (https://youtu.be/IuotS7lWcI8)

Q. The ledger is not showing the correct insurance plan and I am ready to post today’s charges, what do I do? A. If you have a patient that changed insurances and you have already updated the patient’s information screen with the correct insurance info, and have NOT posted the charges for today, then you create a new billing on the ledger to show there was an insurance change. Keep in mind, DentiMax has a unique and powerful way of storing the billing history on your patient’s account by billings. A billing number is generated for your patient manually or automatically. You want to make sure that the billing number associated with today’s charges has the correct billing information (who you are billing for today) on it. Go to the ledger, deselect Show All Recent Open Billings, and then click New Billing from the options menu. This will generate a new billing number for today, which will have the current insurance plan associated with it from the patient’s information screen. You are now ready to post/complete charges, and those charges will be tied to the insurance plan now associated with that new billing. Watch this video to learn more. (https://youtu.be/pZQnu816oeA)