If used properly, Dentrix passwords can help to protect patient information, reduce errors, and protect your practice.
Setting up and using Dentrix passwords properly in your office is very important. And one of my favorite features dealing with passwords, is the ability to assign password rights to different team members based on their job classification.
First, set up a password administrator (usually the owner doctor and/or an office manager), that has rights to access Practice Password Setup in Dentrix. This allows the administrator to assign the tasks in Dentrix each role in the practice has access to.
Once you’ve assigned a password administrator, I recommend that you determine the tasks in Dentrix each role in your practice should be allowed to perform. For example, dental assistants should have password rights to do perform tasks like adding treatment plans and clinical notes.
In the Office Manager > Maintenance > Practice Setup > User Password Setup, assign password user rights first for one assistant, and then copy those rights to the other assistants in the practice.
Then determine which tasks a hygienist can perform. Setup the password user rights for the first hygienist, then copy those rights to the others. Repeat this same process for your front desk staff. The office manager should usually have more access to the software, for example with the ability to run reports and post adjustments, but this should be based on what the owner doctor is comfortable with.
You can use this Overview of Password User Rights to help you determine which tasks members of your team should (or should not) be assigned.
One of the reasons I think it is important to assign password rights by job classification is because it reduces errors. For example, you may not want to give a hygienist the ability to do an insurance write-off because she may not have the insurance knowledge necessary to do that accurately. Similarly, you may not want someone at the front desk to generate a prescription because she does not have as much knowledge about the patient’s health history.
Another reason to use passwords is protect your practice. Unfortunately, embezzlement does happen in dental offices. It can happen by employees manipulating patient payments and accounts or by manipulating their clock in and out times to appear they worked more hours than they did. Limiting the employees that can perform these types of tasks can reduce the risk to your practice.
Dentrix passwords are great if your office uses them properly. Here are three of things to remember about using passwords effectively:
- Don’t allow employees to share a computer logged in under the same user ID.
- If you got to lunch or leave for the day, be sure your computer is logged out of Dentrix.
- Don’t share your password login information with others.
Learn More
For additional information, read the following :
- Password Security
- Allowing Individual Users to Reset Their Own Passwords
- Complex Password Requirements
- Expiring User Passwords
By Charlotte Skaggs
Certified Dentrix Trainer and The Dentrix Office Manager columnist
Charlotte Skaggs is the founder of Vector Dental Consulting LLC, a practice management firm focused on taking offices to the next level. Charlotte co-owned and managed a successful dental practice with her husband for 17 years. She has a unique approach to consulting based on the perspective of a practice owner. Charlotte has been using Dentrix for over 20 years and is a certified Dentrix trainer. Contact Charlotte at vectordentalconsulting@gmail.com.
