How to Set Up Practice Information in Dentrix 11


Dentrix 11 is a comprehensive software package for managing patient records and billing in dental practices. It is designed and sold by the Dentrix unit of major American medical products manufacturer Henry Schein, Dentrix 11 has been superseded by newer versions as of this writing. However, Dentrix continues to provide updates and support for Dentrix 11 as many dentists continue to use it and computer specialists continue to service it. Adding data for a new dental practice to Dentrix is an intuitive process that you will recognize as quite similar to the process of adding information to any database program.

  • Launch the Dentrix "Office manager" module by right-clicking on the Dentrix quick-start icon that appears in the Windows system tray and then clicking "Office manager" on the list of installed modules that appears. Alternately, click the Windows start menu icon, launch your program menu and find Dentrix on the list of programs. Then, click on the listing for Dentrix to expand the Dentrix menu and then click "Office manager" in the expanded list of modules.

  • Wait a few seconds for the window titled "Dentrix office manager - Dentrix dental practice" to appear; this is the Dentrix "Office manager" window.

  • Click "Maintenance" in the toolbar at the top of the "Office manager" window and click "Practice setup" in the pull-down menu that appears under "Maintenance." Click "Practice resource setup" in the submenu that appears to the right of the "Practice setup" prompt.

  • Wait a few seconds for the "Practice resources" window to appear.

  • Click the "Edit" button at the bottom right hand corner of the top "Practice information" box in the "Practice resources" window. Wait for the "Practice information" dialog box to appear.

  • Enter your practice name, address, phone number and zip code in their respective fields. Click the arrows to the right of the "Administrative contact" and "HIPAA officer" fields to select them from a list of employees (if the list is not up to date, return to this step after you have entered all employee names." You can also enter the first month of your fiscal year and bank account information. Select between "Use practice info on statements" and "Use provider info on statements" depending on whether you want the name of the practice or the name of each patient's specific primary provider to appear on patient billing statements. Click "Ok" at the bottom of the information dialog box when you are finished.

  • Click the "New" button or highlight a listed operatory and click the "Edit" button n the "Operatories" box at the upper right of the resources box. The "Operatory" dialog box will appear in a few seconds. You can either edit the descriptions to match the names you give your services in the pre-set OP-1, OP-2 and OP-3 records or you can enter a four digit code and a new description to create a new operatory code and service description such as "OP-4" and "Periodontia operatory."

  • Click "New" at the top of the right hand column of the "Providers" box at the center of the "Resources" box to bring up the "Provider information" window.

  • Enter the provider's first and last name in the appropriate boxes of the "Provider information" window. Type a unique four-character alphanumeric code such as DMD3 in the ID box. Enter a title such as D.D.S. or D.M.D. and then click the down arrow to select a specialty from the pulldown menu.

  • Check the "non-person" box if the provider is a business entity such as a dental laboratory. Click the ">>" prompt next to the listed fee schedule to select a fee schedule from the database. Enter the address for the provider as well as tax and insurance information, in the appropriate windows as necessary. Highlight the practitioner's operatories in the "Assigned operatory" field and click "Print provider's signature using" to select either "Signature on file" or "Provider's name" for insurance claim form printing. Click "Ok" when you are finished.

  • Highlight any listed name in the "Providers" box, and click "Edit" to access the "Provider information" box record to change information for the selected provider. Click "Ok" when you finish editing.

  • Check the "Inactivate" box to deactivate the listing for the selected practitioner or technician. You can check the "List inactive" box at the lower right hand corner of the command button column to see names of inactivated providers.

  • Click "New" in the "Staff" box at the bottom of the "Staff" box to bring up the "Staff information" dialog, and add the name, address, phone and title/duties of an employee of your practice, such as a billing clerk or receptionist, who does not provide patient care. You may also add a staff member's Social Security number. Click "Ok" when you finish editing.

  • Highlight any listed name in the "Staff" box, and click "Edit" to bring up the "Staff information" box for that employee so you can change information. Click "Ok" after you have finished editing. Check the "Inactivate" box to deactivate the listing for the selected staff member. You can check the "List inactive" box at the lower right hand corner of the commands listing to see names of inactivated staff members.

  • Click "Close" to save your work.

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