Dentrix Database Cleanup Part 2 – Definitions

Last week, we discussed inactivating providers and team members who are no longer with your practice. If you missed that episode, I highly recommend you go back, take notes, and ensure you’re keeping your list of active team members up to date. There’s no need to clutter your Dentrix database with inactive members, especially when they no longer contribute to your practice.

Today, we’re diving into a more complex but equally essential aspect of Dentrix database cleanup: managing your definitions, particularly your adjustment types and payment types. Now, this might seem like a minor task, but trust me, it’s crucial for maintaining the accuracy and efficiency of your practice management system.

Let’s start with adjustment types. Over time, your adjustment type list can become unwieldy, often due to team members adding new items without much oversight. It’s not uncommon to see a list with dozens of adjustment types when your practice really only needs a handful. For instance, you might have individual adjustments for different insurance companies like Cigna, MetLife, or Delta Dental. However, if your practice has gone out of network with these providers, there’s no reason to keep these specific adjustment types cluttering your list.

Here’s where Dentrix database cleanup becomes essential. Instead of having a long list of unnecessary adjustment types, you can consolidate these into a single, more general adjustment type, such as “Insurance Adjustment.” This process involves replacing the outdated adjustment types with the new, more streamlined option. However, be aware that this change will update the history in the patient ledger. For example, “Delta Dental Insurance Adjustment” will become “Insurance Adjustment” across all relevant entries. While this change doesn’t affect the dollar amounts, it does alter the text in your records.

This cleanup process can be time-consuming, especially if you have a large Dentrix database, but it’s worth the effort. I recommend tackling this on a day when your practice isn’t seeing many patients, as it could take several minutes per adjustment type. And a word of caution: once you click “Delete” and choose a replacement adjustment type, Dentrix will work in the background to update your database. There’s no progress bar or spinning wheel, so trust the process and be patient.

Another area where Dentrix database cleanup is beneficial is in managing payment types. Some practices have payment types broken down into specific credit cards—Visa, MasterCard, American Express, etc. While this level of detail is fine if it suits your needs, consolidating these into a single “Credit Card Payment” type can simplify your records. As with adjustment types, this change will update the history, so be prepared for that.

Lastly, don’t forget to review your billing types. These can also accumulate duplicates over time and may benefit from a cleanup. The key takeaway here is that any changes you make to your definitions in Dentrix will require a replacement, and these changes will reflect in your historical data.

In summary, Dentrix database cleanup is an essential part of maintaining a high-performing dental practice. By streamlining your adjustment types, payment types, and billing types, you ensure that your practice management system remains efficient and easy to navigate. So, take the time to perform this cleanup and set your practice up for continued success. Last week, we discussed inactivating providers and team members who are no longer with your practice. If you missed that episode, I highly recommend you go back, take notes, and ensure you’re keeping your list of active team members up to date. There’s no need to clutter your Dentrix database with inactive members, especially when they no longer contribute to your practice.

Today, we’re diving into a more complex but equally essential aspect of Dentrix database cleanup: managing your definitions, particularly your adjustment types and payment types. Now, this might seem like a minor task, but trust me, it’s crucial for maintaining the accuracy and efficiency of your practice management system.

Let’s start with adjustment types. Over time, your adjustment type list can become unwieldy, often due to team members adding new items without much oversight. It’s not uncommon to see a list with dozens of adjustment types when your practice really only needs a handful. For instance, you might have individual adjustments for different insurance companies like Cigna, MetLife, or Delta Dental. However, if your practice has gone out of network with these providers, there’s no reason to keep these specific adjustment types cluttering your list.

Here’s where Dentrix database cleanup becomes essential. Instead of having a long list of unnecessary adjustment types, you can consolidate these into a single, more general adjustment type, such as “Insurance Adjustment.” This process involves replacing the outdated adjustment types with the new, more streamlined option. However, be aware that this change will update the history in the patient ledger. For example, “Delta Dental Insurance Adjustment” will become “Insurance Adjustment” across all relevant entries. While this change doesn’t affect the dollar amounts, it does alter the text in your records.

This cleanup process can be time-consuming, especially if you have a large Dentrix database, but it’s worth the effort. I recommend tackling this on a day when your practice isn’t seeing many patients, as it could take several minutes per adjustment type. And a word of caution: once you click “Delete” and choose a replacement adjustment type, Dentrix will work in the background to update your database. There’s no progress bar or spinning wheel, so trust the process and be patient.

Another area where Dentrix database cleanup is beneficial is in managing payment types. Some practices have payment types broken down into specific credit cards—Visa, MasterCard, American Express, etc. While this level of detail is fine if it suits your needs, consolidating these into a single “Credit Card Payment” type can simplify your records. As with adjustment types, this change will update the history, so be prepared for that.

Lastly, don’t forget to review your billing types. These can also accumulate duplicates over time and may benefit from a cleanup. The key takeaway here is that any changes you make to your definitions in Dentrix will require a replacement, and these changes will reflect in your historical data.

In summary, Dentrix database cleanup is an essential part of maintaining a high-performing dental practice. By streamlining your adjustment types, payment types, and billing types, you ensure that your practice management system remains efficient and easy to navigate. So, take the time to perform this cleanup and set your practice up for continued success.