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Setting Up Dentrix for a New Associate

Complete these important tasks in your dental software whenever a new associate joins your practice.

When you have a new associate join your practice, there are a couple of Dentrix settings that you need to make sure are correct to avoid delayed or rejected claims and to ensure accurate provider payment allocation. Depending on whether your new associate is paid based on production or collection will determine how you set up your default payment allocation. It is also important to know how Dentrix reports on the provider when you use some of the management reports.

The first thing you will set up is the provider ID. In the Office Manager, from the Maintenance menu, point to Practice Setup, and then click Practice Resource Setup. In the Practice Resource Setup dialog box, under Provider(s), click New, and then add the new provider information in the Provider Information dialog box. This is where you will enter the provider’s StateID#, TIN#, DEA#, NPI, Provider#, and so forth. The doctor’s personal (Type I NPI) number goes in the NPI field, and the office tax ID number goes in the Office# field. When finished, click OK.

Figure 1. The Practice Resource Setup dialog box.

Figure 2. The Provider Information dialog box.

After the provider setup is finished, verify that the claim is set up the way you want it. From the Maintenance menu, point to Practice Setup, and then click Practice Defaults. Under Default Insurance Claim Providers, verify that the Billing Provider, Rendering Provider, and Pay-To Provider all specify the correct provider information]. The information you provide here is used in the bottom two boxes on your insurance claim form, and the insurance companies use this information to know who to send payment to and if the rendering provider is a contracted provider. When finished, click OK.

Figure 3. The Practice Defaults dialog box.

Depending on how your associate is being paid, you may want to also verify your default payment allocation setup. From the Maintenance menu, point to Practice Setup, and then click Preferences. If your new associate is being paid on collections, this is going to be extremely important.

For Provider, select one of the following:

  • Split by Provider will separate out the patient payment to pay off each producing provider. Your insurance claims already do this, so why not split the personal payments as well?
  • To Patients Primary Provider will apply the entire personal payment to the patient’s primary provider (PROV1 on family file) regardless of who the producing provider is. This decision will give too much collections to one provider and, if you run a Provider A/R report, the payments and accounts receivable will be lopsided.

For Patient, select one of the following:

  • Family Account will post the entire payment to the guarantor. The result of doing this will be an accurate family balance but incorrect patient balances.
  • Current Patient will post the personal payment only to the patient ledger you are logged onto currently.
  • Split by Family Members is a new feature as of Dentrix G6. It allows you to take one payment and distribute it out to multiple family members with one step. The result of doing this will be more accurate patient balances because it looks across the entire family account for patients with a balance. Please note: if you have archived a patient with a balance and you are using this new feature, it will pull that patient out of archive to apply a payment.

For Split Method, select one of the following:

  • Percentage Payments will equally distribute the patient payment between any providers who has a balance.
  • FIFO (First In First Out) will pay off the oldest provider balance first.
  • Guarantor Estimate is always my first choice. What this allocation method will do is look at any current treatment with an insurance claim pending and allocate the patient payment depending on the insurance estimate. After it has allocated the payment to the estimated patient portion of the claim, it will revert to FIFO.
  • Equal Payments is very similar to the percentage payments method but will just split the payment into equal payments instead of a percentage.

These are the critical things you need to do to ensure that billing and claim forms are set up correctly for your doctors. You will also need to set up your new provider with the appointment days, hours, and a special color for the Appointment Book.


Learn More

To learn more about setting up new provider hours, see the “Setting up providers” topic in the Dentrix Help.

For more tips designed for Dentrix Office Managers, subscribe to the Dentrix Office Manager blog at thedentrixofficemanager.blogspot.com.


By Dayna Johnson, Certified Dentrix Trainer

Dayna Johnson, founder and principal consultant of Rae Dental Management, helps dental offices improve patient care, increase collections, and reduce staff headaches by implementing efficient management systems. With over 20 years of experience in the business and technical side of dental offices, Dayna’s passion for efficient systems is grounded in both personal understanding and professional expertise. Dayna can be reached at [email protected] or visit her website at www.raedentalmanagement.com

Originally published in Dentrix Magazine, Summer 2017