Make the Most of Your Dental Software – Minimize Embezzelment
Interview Show Notes
Our dental practices have lots of ‘hidden partners.’
The hidden partners are the people and the companies that support the daily running of our practices and have a vested interest in our business success, but are not with us on a day to day basis. The most prominent of these hidden partners are Dental Practice Software Management companies. The companies that provide these essential softwares are extremely critical to our business.
Without our Dental Practice Management Software, we would be completly incapacitated from running daily operations. Everything from scheduling, to collecting money (or not), to communicating with staff and patients electronically, documenting your clinical notes, recording your financial transactions and more.
These software programs have a boatload of features. I decided to sit down with Alicia from DentiMax Dental Software to discuss how to make the most of our software programs as dentists. Software is easily one of those things we ‘set and forget.‘ But once you dig into all that a software has to offer, you may be surprised to find some hidden gems and features that can make your day much easier.
Defintiely worth a watch of the full-interview above. You can find the show notes below!
Who is Alicia: Former dental practice manager, dental business consultant and trainer, and current managing director at Dentimax Dental Software.
Common Problem Found in Dental Offices: Failing to collect patient portion of payment at the time of treatment. Later struggling to chase down the patient to collect the money owed for services.
Why Choose Dentimax Software: Many dental softwares offer many of the same features. Denitmax is a privately owned company with very a very personable customer service team what truly strives to be a partner in supporting your business.
Line Item Accounting: Accounting which is tied to the individual procedures and dates pertaining to the patient. When a patient asks ‘why do I owe this money, from what?’ Line item accounting will make it easy to provide the answer.
Limit Sticky Notes: Patient journal entries can be used to enter notes and thoughts pertaining to a patient that may be information outside of your clinical treatment notes but still relevant to the patient as a person. You can document these notes, thoughts, and relevant points in the Patient Journal so you can look back easily later and find the information in an organized way.
Another tip here is the Task List. You can formulate a Task List in the software which is essentially a list of To-Dos for staff members. As the doctor, if you have a list of tasks you need certain staff to complete, you can write the To-Do task, assign it ‘by name’ to the necessary staff member, and have it populate in the software. This is a fast way to communicate work tasks. This is also an organized way and a documentable way to do so. In the Dentimax software, you can also set a ‘Due Date’ for the task which will provide a ‘Reminder Message’ when the due date time is getting close.
Month at a Glance Screen : A screen with a calendar view that will show production, collection, and goals (if you have production goals).
Embezzlement: Number one thing to prevent embezzlement is to set up User Log-Ins and set up security permissions according to the log-ins. Compartmentalize who is allowed to do what specifically when it comes to financial permissions. Run routine audit reports. Embezzlement is most common when it comes to cash based payments. Hiding the papertrail or altering the paper trail can be easier for unethical staff.
Insurance and Payment Collections: Helpful features in your dental software to have high fidelity with insurance estimates and payment collection include features like auto-calculating downgrades, marked exclusion from maximum, non-covered services, alternative fee scheules, age limits, frequency limitations, and so on.
Fee Structure for Software: Fee structure for DentiMax software. $139 per month per location. Additional for bundled or a la carte eServices. Almost identical fee structure to Open Dental.
Cloud Based or Server Based (Local): Dentimax has a Cloud Based version as well as a Local server based version.
Internal Office Messaging: Internal office messaging can be used to send messages to staff members who may not be in the room with you. You can send them one of these messages to avoid yelling down the hall.
You can learn more about Dentimax Software by Clicking Here!
Kaizen – Let’s all get a little bit better….every day.