Introduction

About this SOP

This Standard Operating Procedure (SOP) outlines the step-by-step process for utilizing the Dentrix dental practice management software. It provides detailed instructions on various tasks that a small business dentist would commonly perform within the Dentrix system. Please note that this SOP assumes basic familiarity with navigating Dentrix and focuses on key functionalities relevant to a small business dental practice.

What is Dentrix?

Dentrix is a widely used dental practice management software developed by Henry Schein, Inc. It is designed to streamline various administrative and clinical tasks within a dental practice. Dentrix provides a comprehensive suite of features and functionalities that assist in managing patient information, scheduling appointments, treatment planning, billing, and reporting.

Key Features of Dentrix:

• Patient Management: Dentrix allows dental practices to efficiently manage patient records, demographics, medical history, appointments, and communication. It provides a centralized database for easy access to patient information.
• Scheduling: Dentrix offers robust appointment scheduling capabilities, allowing dental practices to efficiently manage their appointment book. It provides features such as color-coded scheduling, appointment reminders, and the ability to track and manage patient appointments easily.
• Treatment Planning: Dentrix enables dentists to create and track treatment plans for their patients. It allows dentists to document recommended procedures, assign fees, and prioritize treatments. Treatment plans can be saved, updated, and tracked over time.
• Clinical Charting: Dentrix includes a clinical charting module that allows dentists to record and track clinical information. Dentists can document examination findings, treatment performed, treatment plans, and clinical notes within the electronic patient chart.
• Billing and Insurance: Dentrix provides comprehensive billing and insurance management features. It allows dental practices to create and manage patient charges, track insurance claims, and generate accurate billing statements. Dentrix also offers integration with various insurance providers for electronic claim submissions.
• Reporting and Analytics: Dentrix offers a variety of built-in reports and analytics tools to help dental practices track and analyze practice performance. It provides insights into key performance metrics, financial data, and patient statistics, enabling data-driven decision-making.
• Integration and Connectivity: Dentrix integrates with various digital imaging systems, intraoral cameras, and other dental software, allowing seamless integration of clinical and diagnostic data. It promotes efficient workflows and enhanced collaboration within the dental practice.

Setting Up a Dentrix Account

Equipment/Software Required:

Let's go over the step-by-step process for setting up Dentrix — including initial installation, configuration, and basic settings required to effectively set up Dentrix for use in a dental practice.

You'll need:

1. Computer or workstation for Dentrix installation
2. Dentrix system requirements (👉 see the most up-to-date Dentrix information)
3. New Employee Information: Provide your full name, job position, and contact details to the responsible staff member who will assist in setting up your Dentrix account.
4. Dentrix Installation: Ensure that the Dentrix software is installed on your computer or workstation. If it is not already installed, the responsible staff member will guide you through the installation process and provide the necessary Dentrix installation media (CD or downloaded setup file).
5. Dentrix License Key: The responsible staff member will provide you with a Dentrix license key. This key is essential for activating and authenticating your Dentrix account during the setup process.
6. User Credentials: The responsible staff member will create a username and initial password for your Dentrix account. These credentials will be used to log in to Dentrix for the first time. It is important to keep your login credentials secure and confidential.

Account Creation

We will guide you through the process of setting up your Dentrix account. By providing the necessary information to the responsible staff member, you'll ensure a smooth integration into the Dentrix system, allowing you to efficiently manage patient information and contribute to the practice's success.

1. Notify the office manager or designated staff member responsible for Dentrix account setup about your employment as a new staff member.
2. Provide the necessary information, such as your full name, job position, and contact details, to the responsible staff member.
3. The responsible staff member will create a new user account for you within the Dentrix system.

Login Credentials

Securing your Dentrix login credentials is crucial for maintaining the confidentiality of patient data. Here's how to obtain your username and initial password from the responsible staff member. Remember, keeping your login credentials confidential and changing your password after initial login will help protect sensitive information and maintain a secure environment.

1. Once your account is created, the responsible staff member will provide you with your Dentrix login credentials, including your username and initial password.
2. Ensure that you keep your login credentials confidential and do not share them with unauthorized individuals.
3. It is advisable to change your password after initial login for security purposes. Follow Dentrix's guidelines for creating a strong and secure password.

Initial Login and Account Configuration

Exciting times ahead! We'll walk you through your first login to Dentrix. This will give you the opportunity to explore the Dentrix interface, become familiar with its features, and navigate through the system effortlessly. You'll soon discover how Dentrix can simplify your daily tasks and enhance your productivity.

1. Launch the Dentrix software on your workstation or computer.
2. Enter your assigned username and initial password provided by the responsible staff member.
3. Upon first login, you may be prompted to change your password. Follow the prompts to create a new password and ensure its security.
4. Familiarize yourself with the Dentrix interface and navigation. Take note of the key features, menus, and modules relevant to your job role.

User Permissions and Access Levels

As a valued member of our dental team, it's important to have the right level of access within Dentrix. You need the appropriate access levels and permissions tailored to your job responsibilities. By communicating with the responsible staff member or office manager, we'll ensure you have the access you need to effectively carry out your duties.

1. Communicate with the responsible staff member or office manager to determine your specific access levels and permissions within Dentrix.
2. Provide the necessary details about your job responsibilities and required access levels to the responsible staff member.
3. The responsible staff member will adjust your account permissions accordingly to grant appropriate access to Dentrix modules and features.

Training and Support

We're here to support your success with Dentrix! Here, we'll guide you on how to seek training and assistance to maximize your Dentrix knowledge. Attending Dentrix training sessions or webinars and utilizing the available online resources and support services will empower you to confidently utilize Dentrix's powerful features and provide exceptional care to our patients.

1. Seek training and guidance from the responsible staff member or designated Dentrix trainer within the dental practice.
2. Attend any Dentrix training sessions or webinars offered by the dental practice or Dentrix support to familiarize yourself with Dentrix's functionalities.
3. Utilize Dentrix's online resources, documentation, and knowledge base to enhance your understanding of Dentrix features and workflows.
4. Make note of Dentrix's support contact details for any future assistance or technical support needs.

Dentrix Procedures

Patient Management

The Patient Management section of this SOP provides instructions on how to effectively navigate Dentrix to manage patient information. It covers the process of searching for specific patients and accessing their charts, ensuring easy access to patient data and efficient management of patient records.

To manage patient information:

1. Launch Dentrix on your computer and log in using your username and password.
2. From the Dentrix home screen, click on "Patient Chart" to access the patient management module.
3. To search for a specific patient, enter the patient's last name, first name, or unique identifier in the search bar and click "Search."
4. Click on the desired patient's name from the search results to open their chart.

Scheduling Appointments

Efficient appointment scheduling is crucial for any dental practice. This section outlines the steps to schedule appointments within Dentrix. It covers selecting the appropriate date and time, assigning providers, and entering appointment details to streamline the scheduling process and maintain an organized appointment book.

To schedule an appointment:

1. From the patient's chart, click on the "Appointments" tab to manage their appointments.
2. To schedule a new appointment, click on the "New Appointment" button.
3. Select the desired date and time for the appointment, choose the appropriate provider, and specify the reason for the visit.
4. Enter any additional details, such as appointment notes or alerts.
5. Click "Save" to schedule the appointment.

Treatment Planning

You may have a plan up in your head, but it's gotta be documented in the system, too! Accurate and comprehensive treatment planning is essential for providing optimal dental care. This section explains how to utilize Dentrix's Treatment Planner to create treatment plans for patients. It includes adding recommended treatments, assigning fees, and prioritizing treatments to ensure efficient and organized treatment planning.

To create a treatment plan:

1. Access the patient's chart and click on the "Treatment Planner" tab.
2. To add a new treatment plan, click on the "New Plan" button.
3. Enter the recommended treatments, including procedures, tooth numbers, surfaces, and quantities.
4. Specify the sequence and priority of the treatments if necessary.
5. Assign fees, insurance coverage, and patient portions to each treatment.
6. Click "Save" to save the treatment plan.

Clinical Charting

Accurate clinical charting is vital for documenting patient care and treatment history. This section guides you through Dentrix's clinical charting module, allowing you to record examination findings, procedures performed, and treatment plans. It ensures comprehensive and standardized documentation of clinical information within the patient's electronic chart.

To record findings, procedures, and treatment plans:

1. From the patient's chart, click on the "Clinical" tab to access the clinical charting module.
2. To document an examination or procedure, select the desired tooth or area in the dental chart.
3. Choose the appropriate clinical note category (e.g., restorative, periodontal, endodontic).
4. Enter relevant findings, treatment performed, treatment plan updates, and any necessary clinical notes.
5. Click "Save" to record the clinical entry.

Billing and Insurance

Proper management of billing and insurance is critical for maintaining financial stability in a dental practice. This section provides instructions on how to navigate Dentrix's billing and insurance features. It covers creating new charges, submitting insurance claims, and managing the patient ledger. These steps help streamline billing processes and ensure accurate financial tracking.

To record a billing entry:

1. From the patient's chart, click on the "Ledger" tab to manage billing and insurance-related tasks.
2. To create a new charge, click on the "New Charge" button.
3. Enter the appropriate procedure codes, quantities, fees, and modifiers.
4. Select the appropriate provider and diagnosis codes, if applicable.
5. To process insurance claims, click on the "Insurance" button, enter the required insurance information, and submit the claim electronically.
6. Click "Save" to record the billing entry.

Reports and Analytics

Accessing reports and analytics is essential for monitoring practice performance and making informed decisions. This section explains how to generate and interpret various reports within Dentrix. It includes selecting report categories, configuring parameters, and viewing the results. These reports provide valuable insights into financial data, appointment statistics, and other key performance metrics.

To generate or pull a report:

1. From the Dentrix home screen, click on the "Office Manager" button to access various reports and analytics.
2. Choose the desired report category (e.g., financial, appointment, production) to view available reports.
3. Select a specific report and configure the parameters (e.g., date range, providers, procedures).
4. Click "Run" or "Preview" to generate the report and review the results.
5. Export or print the report as needed.

Data Backup

Data backup is crucial for safeguarding patient information and ensuring business continuity. This section emphasizes the importance of regular data backups and provides instructions on how to perform backups within Dentrix. Following these steps helps protect against data loss and enables quick data recovery if needed.

To back up Dentrix data:

1. Regularly perform data backups to protect against data loss.
2. From the Dentrix home screen, click on the "Office Manager" button.
3. Select "Maintenance" and then "Backup" from the dropdown menu.
4. Follow the prompts to specify the backup location and initiate the backup process.
5. Verify the successful completion of the backup and store the backup files securely.

Questions?

Questions about this process or the Dentrix system? Reach out to the subject owner via Slack.