How to Update Treatment Plan Fees in Dentrix

photojac — Sat, 09 May 2026 15:35:27 +0000

How to Update Treatment Plan Fees in Dentrix

Keeping treatment plan fees accurate in Dentrix is really important, especially after fee schedule updates, insurance changes, or yearly office fee increases. In Dentrix, there are a few different ways to update treatment plan fees depending on whether you need to update a single procedure, an entire case, or treatment plans for all patients in your system.

In this tutorial, we’ll walk through all three methods step by step.

Updating Fees for an Individual Procedure in a Treatment Plan

If you only need to update a single procedure fee in a small treatment plan, Dentrix makes this pretty simple.

Start by opening the patient’s chart and locating the treatment plan. If the treatment plan only contains one or two procedures, you can simply double click on the procedure you want to update.

From there:

Click into the procedure code field
Backspace one number from the procedure code
Retype the number

Once you do this, Dentrix will automatically pull the updated fee attached to that procedure code.

For example, if the fee was previously $280 and your office fee schedule has been updated to $291, Dentrix will automatically refresh the procedure fee once the code is re-entered.

Click OK to save the updated fee.

This method works well for small or simple treatment plans where manually updating one procedure is faster than updating the full case.

Updating Fees for an Entire Treatment Plan

If you’re working with a larger treatment plan that contains multiple procedures, updating each procedure individually can become very time consuming.

In these situations, it’s much easier to use the Dentrix Treatment Planner module.

To do this:

Open the patient chart
Click the Treatment Planner icon
Select the treatment plan from the left side panel
Click the “Update Treatment Plan Fees” button

This opens the Update Treatment Plan Fees window where you’ll have several options available.

From here, Dentrix can automatically update all fees attached to the treatment plan based on your current office fee schedule.

Updating Treatment Plan Fees for All Patients

Inside the Update Treatment Plan Fees window, you’ll notice that Dentrix allows you to choose between:

Current Patient
All Patients

This is where your office policy becomes really important.

For example, some offices honor treatment plan fees for a certain amount of time after presenting treatment to a patient. In my office, we honor treatment plan fees for six months. So if fees increase at the beginning of the year, patients who were treatment planned within the previous six months would still keep their original fees.

Every office will have different policies on this, so it’s important to decide:

How long treatment plan fees should remain valid
When treatment plans should be updated to new fees
Whether updates should apply to all patients or only specific cases

Before updating fees across all patients, make sure your office has a clear policy in place.

Filtering Which Treatment Plans Get Updated

Dentrix also gives you several filtering options before updating treatment plan fees.

You can choose to update based on:

Specific procedure codes
Treatment plan dates
Treatment status
Financing status
Severity
Additional case information

These filters help ensure you’re only updating the treatment plans you actually want to modify.

Once everything looks correct, click Update and Dentrix will automatically refresh the treatment plan fees for the selected cases.

Final Thoughts

Updating treatment plan fees in Dentrix is pretty straightforward once you know where the tools are located, but it’s an important process to understand so your office maintains accurate treatment estimates and patient balances.

Whether you’re updating one procedure, a full case, or all treatment plans in your system, Dentrix gives you multiple ways to manage fee updates efficiently.

If you’re looking for more Dentrix tutorials and dental software training videos, check out all my resources HERE.

How to Create Procedure Buttons in Dentrix (2026 Update)

photojac — Mon, 04 May 2026 22:25:02 +0000

How to Create Procedure Buttons in Dentrix (2026 Update)

If you’re using Dentrix and not taking advantage of procedure buttons, you’re wasting time.

In this guide, I’m going to walk you through exactly how to set up and customize your procedure buttons in Dentrix so they match your workflow and make treatment planning and charting way more efficient.

This is something I use all day, every day—and once you have it set up right, it makes a huge difference.

What Are Procedure Buttons in Dentrix?

Procedure buttons are the icons you see inside the patient chart that allow you to quickly:

Add procedures to a treatment plan
Chart existing restorations
Document conditions

Dentrix comes with default buttons, but they’re rarely set up in a way that actually fits how your office works.

Customizing them is key.

Why You Should Customize Your Procedure Buttons

When your buttons are set up correctly, you can:

Save time during exams and charting
Quickly add common procedures
Improve consistency across your team
Reduce clicking and searching through codes

For example, even if your office doesn’t place amalgams, you might still want an amalgam button so you can quickly chart existing restorations.

How to Open Procedure Button Setup in Dentrix

To get started:

Open a patient chart
Go to the top toolbar
Click Setup
Select Procedure Button Setup

This is where you can edit, delete, and create new buttons.

How to Create a New Procedure Button

To add a new button:

Click New
Select a procedure code
- Type it in if you know it
- Or use the dropdown to find it
Choose an icon for the button
Customize the description (what shows when you hover)
Click OK

That’s it—you’ve created a new procedure button.

Customizing Your Procedure Button Icons

Dentrix includes built-in icons, but you also have options:

Use default Dentrix images
Create your own simple icon
Upload or paste custom images (like emojis)

A lot of people ask about using emojis—I personally just email them to myself and paste them into Dentrix.

Totally optional, but it can make your setup more visual and intuitive.

Using Text Instead of Icons

If you don’t want icons, you can switch to text-based buttons instead.

This will display the procedure name or custom text instead of an image.

Personally, I prefer icons because they’re faster to recognize—but it’s completely up to you.

Organizing Your Procedure Buttons

You can reorder your buttons by:

Clicking on a button in the setup window
Moving it up or down

I recommend organizing them based on how you actually work:

Most-used procedures first
Group similar procedures together
Keep everything easy to find quickly during an exam

Using Multi-Codes for Faster Treatment Planning

If you’re not using multi-codes in Dentrix, you’re missing out.

Multi-codes allow you to bundle multiple procedures into one button.

For example:

Crown
Build-up
Seat crown

All added with one click.

You can create a procedure button tied to a multi-code so you don’t have to add each procedure individually.

This is a huge time-saver for treatment planning.

Saving Your Procedure Button Set

Once everything is set up:

Click Save Button Set
Name your set

This allows you to reuse or switch between different setups.

Important: Procedure Buttons Are Computer-Specific

This is something a lot of people don’t realize:

Procedure button setups are specific to each computer

That means:

You’ll need to set them up on every operatory if you want consistency
Or customize them per room/provider if preferred

In my office, I prefer having the same setup everywhere so everything is consistent and easy for everyone.

Switching Between Button Sets in Dentrix

To switch button sets:

Go to Setup
Click Procedure Button Setup
Change the default button set

This is helpful if you have multiple setups saved.

Using Procedure Buttons for More Than Just Treatment Planning

Procedure buttons aren’t just for adding procedures.

You can also use them for:

Charting existing restorations
Marking conditions (like “watch tooth” or “impacted”)
Speeding up exams and documentation

Basically, anything you find yourself clicking frequently—you should have a button for it.

Final Thoughts

Setting up your Dentrix procedure buttons is one of the easiest ways to improve your efficiency.

Once you have everything customized:

You’ll move faster during exams
Your charting will be more consistent
Your workflow will feel smoother overall

It takes a little time upfront, but it’s 100% worth it.

If you’re looking for more Dentrix tutorials and dental tech tips, check out my other content here:
https://linktr.ee/dentaltechwithjaime

How to Use the Dentrix Exception Table (Downgrades, Alternate Benefits & More)

photojac — Fri, 24 Apr 2026 13:00:28 +0000

How to Use the Dentrix Exception Table (Downgrades, Alternate Benefits & More)

If you’ve ever had an insurance plan that doesn’t follow standard coverage rules, the Exception Table in Dentrix is exactly what you need.

This is where you can account for things like:

Downgrades (like composite to amalgam)
Alternate benefits
Frequency limitations
Age restrictions
Non-covered procedures

When this is set up correctly, your treatment plan estimates become much more accurate, which means fewer surprises for patients and fewer issues at the front desk.

In this post, I’m going to walk you through exactly how to use the Exception Table in Dentrix step by step.

What the Exception Table Does in Dentrix

The Exception Table allows you to override the standard insurance setup for specific procedure codes.

Instead of Dentrix calculating based on the default percentages in the coverage table, you’re telling it:

“For this procedure, use different rules.”

A common example is a downgrade, where insurance doesn’t pay based on the procedure you’re actually doing.

For example:

You complete a posterior composite
Insurance pays based on an amalgam

Without setting this up, your estimate will be off—and usually in a way that makes the patient portion higher than expected later.

Step 1: Find the Insurance Plan

Start in the Office Manager:

Go to Maintenance
Click Reference
Select Insurance Maintenance

From here, you’ll see all insurance carriers and group plans in your system.

Important:
Any changes you make here apply to every patient attached to that plan, not just one patient.

Step 2: Open Benefits & Coverage

Select the insurance plan
Click Benefits & Coverage
Go to the Exceptions tab on the side

If your Exception Table is blank—that’s completely normal. A lot of offices don’t use this section, but it’s a powerful tool when you do.

Step 3: Add a New Exception

Click the green + (Add) button

Now you’ll enter the details for the exception.

Starting Procedure

This is the procedure you are actually completing.

Example:

Posterior composite (D2391–D2394)

You can use the dropdown to find and select the correct code range.

Step 4: Set Up a Downgrade (Example)

Let’s say the insurance downgrades composites to amalgam.

Here’s how you set that up:

Enter your composite code range
Add a description (ex: “Composite”)
Select the downgrade procedure
Choose the amalgam code Dentrix should use for estimating

You can also specify:

Tooth type (all teeth, molars only, etc.)
Waiting periods
Any additional plan-specific details

Step 5: What This Actually Does

When this is set up, you’re telling Dentrix:

“If this composite is completed, don’t estimate it as a composite—estimate it as an amalgam.”

This makes a big difference because:

Your insurance estimate becomes more realistic
The patient portion is closer to what they’ll actually owe
You reduce billing surprises and follow-up issues

Other Ways to Use the Exception Table

Downgrades are just one use case. You can also use the Exception Table for:

Procedures with different frequency limitations
Age restrictions on specific codes
Alternate benefits scenarios
Non-covered procedures
Any situation where a specific code doesn’t follow the standard plan rules

Step 6: Save Your Changes

Once everything is entered:

Click Save

That exception is now tied to the insurance plan and will apply to all patients with that coverage.

Final Thoughts

The Exception Table is one of the most underused features in Dentrix—but it can make a huge difference in how accurate your estimates are.

If your office struggles with:

Downgrades
Incorrect estimates
Patient confusion around insurance

This is something worth setting up correctly.

If you’re looking for more Dentrix tutorials and step-by-step walkthroughs, check out:
https://linktr.ee/dentaltechwithjaime

How to Use the Coverage Table in Dentrix (How to Get More Accurate Insurance Estimates)

photojac — Fri, 17 Apr 2026 19:04:48 +0000

How to Use the Coverage Table in Dentrix (How to Get More Accurate Insurance Estimates)

If your treatment plan estimates in Dentrix feel inconsistent or too general, it’s probably because you’re only using the basic insurance percentages.

Dentrix will estimate using those broad categories (preventive, basic, major), but if you want your estimates to be more accurate—especially for specific procedures—you need to use the Coverage Table.

In this post, I’m going to walk you through exactly how to enter information into the coverage table so your insurance estimates are more dialed in and realistic.

How to Find the Coverage Table in Dentrix

To get started:

Open Office Manager
Go to Maintenance
Click Reference
Select Insurance Maintenance

From here, find the insurance carrier and group plan you want to work on.

Once selected, click Benefits/Coverage.

On the left side, click Coverage Table.

Important: This Affects Every Patient on the Plan

Before making any changes, just keep this in mind:

Anything you enter in the coverage table applies to every patient attached to that insurance plan.

So always double check that you’re working in the correct plan before making updates.

What the Coverage Table Does

If your coverage table is blank, that’s actually very common.

A lot of offices don’t use this section at all and instead rely on the default insurance percentages.

But the coverage table allows you to:

Control coverage by procedure code
Customize coverage by code ranges
Override general plan percentages when needed

Instead of Dentrix estimating based on category alone, you’re giving it specific instructions.

How to Enter Coverage Information

Inside the coverage table, you’ll see procedure code ranges grouped together.

For example:

Diagnostic and preventive codes (often 100%)
Basic procedures (often 80%)
Major procedures (often 50%)

To make changes:

Simply double-click into the coverage percentage field
Enter the correct percentage based on the insurance plan

You can also indicate:

Whether a deductible applies
If a copay is required
Whether pre-authorization is needed

This allows you to mirror the actual insurance breakdown as closely as possible.

Using a Standard Coverage Table (Quick Setup)

If you want a quick starting point, Dentrix allows you to apply a standard coverage table.

From the dropdown, you can select a default setup such as:

100% for preventive
80% for basic
50% for major

This will automatically populate the table, and then you can go in and adjust anything that’s specific to that plan.

How to Add Procedure-Specific Coverage

This is where the coverage table becomes really powerful.

You’re not limited to general categories—you can get very specific.

Example: Occlusal Guard Not Covered

Let’s say:

Most basic procedures are covered at 80%
But this specific plan does not cover occlusal guards

Here’s how to enter that:

Click Add
Enter the procedure code: D9944
Set the beginning and ending code to the same value (since it’s one specific procedure)
Add a description (optional, like “Occlusal Guard”)
Set coverage to 0%
Click Save

Now, anytime that procedure is treatment planned, Dentrix will estimate no insurance coverage, even though it’s typically considered a basic service.

Why This Matters for Treatment Planning

Without the coverage table:

Dentrix relies on broad percentages
It may overestimate insurance coverage
Patients may end up with unexpected balances

With the coverage table:

You can match the actual insurance plan details
Estimates become more accurate
Financial conversations become easier

Final Thoughts

The coverage table in Dentrix really helps if you want more control and more accurate insurance estimates, it makes a big difference.

You can keep it simple with standard percentages, or get as detailed as you want by entering specific procedure rules.

Either way, it gives you the ability to tailor your treatment plans to match real insurance behavior much more closely.

If you’re looking into any resources mentioned in this post or want more Dentrix tutorials, check out:
https://linktr.ee/dentaltechwithjaime

Dentrix Ledger Tutorial (Part 2) | Create, Batch, Send Insurance Claims & Post Insurance Payments

photojac — Sat, 11 Apr 2026 12:53:03 +0000

Dentrix Ledger Tutorial (Part 2) | Create, Batch, Send Insurance Claims & Post Insurance Payments

If you’re working in Dentrix and feel even a little unsure about your insurance workflow, you’re not alone.

In this guide, I’m walking you through exactly how to:

Create insurance claims
Batch and send them electronically
Double-check your work
Post insurance payments correctly

This is Part 2 of my Dentrix Ledger Series, and the goal is simple: help you build a clean, efficient system that actually works in real life—not just in theory.

Step 1: How to Create an Insurance Claim in Dentrix

Everything starts in the patient’s ledger.

Before you create a claim, make sure:

Procedures are already posted
The patient’s insurance is attached correctly

Once that’s done, you can create a claim in two ways:

Use the Insurance menu in the top toolbar
Or use the quick icons for Today’s Procedures or Selected Procedures

Pro tip:
Most offices create claims as patients are seen throughout the day instead of waiting until the end.

Step 2: Batching Insurance Claims in Dentrix

When you create a claim, Dentrix automatically batches it for you.

You’ll see:

All procedures grouped into a single claim
The claim ready for submission

You can:

Batch all procedures from today, or
Batch only selected procedures

This gives you flexibility depending on your workflow.

Step 3: How to Send Insurance Claims Electronically

At the end of the day, you’ll want to send everything out.

To do that:

Go to Office Manager
Open the Batch Processor
Look for claims with a “Not Sent” status
Click the Electronic Claim Submission (lightning bolt icon)
Choose:
- Send selected claims, or
- Send all claims in the batch

If your system is set up correctly, this sends claims directly to insurance.

If not, you can also:

Print claims and mail them manually

Step 4: Run a Report to Catch Missed Claims

This is one of the most underrated steps—and one of the most important.

To double-check your work:

Go to Office Manager → Reports → Ledger
Run “Procedures Not Attached to Insurance”

This report shows:

Any procedures that were completed
But NOT attached to a claim

Why this matters:
Busy days = missed steps. This report catches mistakes before they turn into lost revenue.

Step 5: How to Post Insurance Payments in Dentrix

Once you receive the EOB (Explanation of Benefits), it’s time to post the payment.

Here’s how:

Open the insurance claim in the ledger
Click Enter Payment
Select Itemize by Procedure

Then:

Enter the amount paid per procedure
Follow the EOB exactly

This keeps your ledger accurate and avoids billing issues later.

Step 6: Enter Payment Details, Deductibles & Adjustments

After itemizing, you’ll finalize the claim details:

Payment Info

Payment type (check, EFT, credit card)
Check number (if applicable)

Deductibles

Enter deductible amounts (standard, preventative, etc.)

Write-Offs / Adjustments

If you’re in-network:

Adjust the difference between billed and allowed amount
Use write-offs so the patient isn’t billed incorrectly

This is critical for accurate patient balances and clean accounting.

Step 7: Finalize and Post the Payment

Once everything matches the EOB:

Click OK / Post

Dentrix will:

Apply the payment
Adjust balances
Update the ledger

Simple Daily Workflow (What This Looks Like in Real Life)

If you want a system that actually works, keep it simple:

During the day:

Post procedures
Create insurance claims

End of day:

Batch + send claims
Run “Procedures Not Attached” report

When EOBs come in:

Post payments
Enter adjustments correctly

That’s it. Clean, repeatable, and efficient.

Final Thoughts

Insurance workflows in Dentrix don’t have to feel overwhelming.

Once you understand:

How claims are created
Where they’re batched
How payments are applied

…it all starts to connect.

If you’re consistent with your process, you’ll avoid:

Missed claims
Incorrect balances
Frustrated patients

Watch the Full Video Tutorial

If you want to see exactly how this works step-by-step inside Dentrix, watch the full walkthrough here:

Dentrix Ledger Series

Part 1: Posting Procedures, Payments & Adjustments
Part 2: Insurance Claims & Payments (this guide)
Part 3: Payment Plans & Agreements (coming next)

Dentrix Ledger Tutorial (Part 1): How to Post Procedures, Payments & Adjustments

photojac — Fri, 03 Apr 2026 23:53:18 +0000

Dentrix Ledger Tutorial (Part 1): How to Post Procedures, Payments & Adjustments

If you work in a dental office and use Dentrix, understanding the ledger is essential. This is where all financial activity lives—procedures, patient payments, adjustments, and balances.

In this guide, I’m walking you through the basics of the Dentrix ledger, including:

How to post procedures
How to enter patient payments
How to apply adjustments, discounts, and sales tax

This is Part 1 of a full ledger series, so if you want to fully understand Dentrix financial workflows, this is your starting point.

https://www.youtube.com/watch?v=7IXPdRoDZN4&t=12s

What Is the Dentrix Ledger?

The Dentrix ledger is where you track all patient financial activity. It shows:

Charges (procedures completed)
Payments (patient + insurance)
Adjustments (discounts, write-offs, tax)
Running balance

Most procedures are automatically posted from the Appointment Book, but you still need to know how to manually enter and adjust things in the ledger.

How to Post Procedures in Dentrix

Even though Dentrix usually posts procedures automatically when you set an appointment to complete, there are times you’ll need to add or edit procedures manually.

Step-by-Step:

Open the Patient Ledger
Click:
- Transaction → Enter Procedure
  OR
- Click the Enter Procedure icon (tooth with arrow)
Enter the procedure:
- Type the CDT code (if you know it)
- OR search using the code list
Confirm details:
- Chart Status: Completed
- Provider: defaults to patient provider (can change)
- Amount: auto-fills
Click Add, then OK/Post

Pro Tip:

If you’re entering multiple procedures, keep clicking Add before posting.

How to Use Multicodes (Huge Time Saver)

If your office uses multicodes, this can dramatically speed up posting.

Instead of entering procedures one-by-one:

Select a multicode
Click Add
Dentrix automatically posts all associated procedures

If you’re not using multicodes yet, you should be—they save a ton of time for common procedure groupings.

To setup multicodes for your practice, check out the step by step tutorial on multicodes.

Understanding the Ledger Balance

Once procedures are posted, Dentrix will:

Show a running balance
Display today’s charges
Track insurance (if applicable)

If there’s no insurance, everything will show as patient responsibility.

How to Enter Patient Payments in Dentrix

After procedures are posted, the next step is collecting and recording payment.

Step-by-Step:

Click:
- Transaction → Enter Payment
  OR
- Click the Enter Payment icon ($ symbol)
Enter payment details:
- Amount
- Payment type (cash, check, credit card)
- Provider
- Patient or family account
Click OK to post

Dentrix Pay Note:

If your office uses Dentrix Pay, you can:

Process the card directly inside Dentrix
Click Process Card instead of OK

If not, you’ll run the card externally and then post manually.

How to Enter Adjustments (Discounts & Write-Offs)

Adjustments are used for:

Discounts
Professional courtesy
Write-offs
Special pricing

Step-by-Step:

Go to Transaction → Enter Adjustment
Choose Credit Adjustment
Enter:
- Amount
- Adjustment type (VERY important)
Click OK

Why Adjustment Types Matter:

You should always categorize adjustments properly so you can track:

Total discounts given
Staff courtesy
Family/friend discounts
Promotional write-offs

This becomes really important for reporting and understanding your numbers.

How to Add Sales Tax in Dentrix

If your office sells products (electric toothbrushes, water flossers, etc.), you may need to apply sales tax.

Step-by-Step:

Go to Enter Adjustment → Tax
Select Sales Tax
Choose:
- All procedures
  OR
- Specific procedures only
Dentrix will calculate tax automatically
Click OK

Best Practice Tip

In most cases, you’ll want to:

Post procedures
Apply adjustments (if needed)
Then collect/post payment

This ensures your ledger reflects the correct final balance.

What’s Next (Part 2)

In the next part of this Dentrix ledger series, we’ll cover:

How to create insurance claims
How to post insurance payments
How to batch insurance claims

Final Thoughts

The Dentrix ledger might feel overwhelming at first, but once you understand these core actions:

Posting procedures
Entering payments
Applying adjustments

…it becomes much easier to manage patient accounts accurately and efficiently.

If you’re part of a dental admin or clinical team, mastering this is a non-negotiable skill.

How to Create Custom X-Ray Templates in Dexis

photojac — Sat, 28 Mar 2026 17:18:15 +0000

How to Create Custom X-Ray Templates in Dexis

If you take the same X-ray series over and over again in Dexis, creating a custom template can save you a lot of time.

In this guide, I’ll show you exactly how to create your own X-ray templates in Dexis, how to customize the order, and how to use them during patient appointments.

Why Create Custom X-Ray Templates in Dexis?

Dexis already comes with standard templates like:

Bitewings
Vertical bitewings
Full mouth series (FMX)
Single tooth

But in real practice, we don’t always take “standard” series.

For example, I frequently take:

4 bitewings
3 anterior PAs

Instead of manually selecting each image every time, you can create a custom template that runs automatically.

This saves time, keeps your workflow consistent, and reduces errors.

Step 1: Open Dexis Preferences

To create a custom template:

Click the Dexis logo in the upper right corner
Select Preferences
Go to the Dexray tab

This is where all of your X-ray series settings live.

Step 2: Open X-Ray Series Settings

In the Dexray tab:

Find “X-ray series”
Click the dropdown arrow (triangle)

This opens the screen where you can:

View existing templates
Edit the order of images
Create new templates

Step 3: (Optional) Edit Existing Templates

Before creating a new one, it’s worth knowing:

You can also adjust existing templates like:

FMX
Bitewings
Vertical bitewings

If your office takes images in a different order than the default, you can change that here.

Step 4: Create a Custom X-Ray Template

To create your own template:

Click into an open template field
Type a name for your template
- Example: 4 Bitewings + PAs

Then you’ll enter the tooth numbers for each image.

Step 5: Enter Tooth Numbers (This Is the Key Part)

This is what controls the sequence.

Enter tooth numbers in the exact order you want to take the X-rays
Use a space between each set
No commas or special characters needed

Example Template:

Bitewings:
- 1–30
- 3–28
- 12–19
- 14–17
Anterior PAs:
- 10–11
- 6–7
- 24–25

When entered correctly, Dexis will automatically move through this sequence during capture.

Step 6: Save Your Template

Once everything is entered:

Click Done

Your template is now saved and ready to use.

Step 7: Use Your Template When Taking X-Rays

When you’re ready to take images:

Click the radiation button
Select your custom template

Dexis will:

Start at the first image
Automatically move through the sequence
Guide you through the entire series

No more manually clicking each exposure.

Real Example: 4 Bitewings + 3 Anterior PAs

This is one of the most useful setups in practice.

Instead of:

Selecting 4 bitewings
Then switching to PAs
Then selecting each anterior

You click once—and Dexis runs the full series for you.

Important Limitation (Know This Before You Set It Up)

Dexis only allows 4 total templates.

So if you’re already using:

FMX
Bitewings
Vertical bitewings

You may only have room for one additional custom template.

Choose the one you use most often.

Final Thoughts

If you’re doing the same X-ray series regularly, setting up a custom template is one of the easiest ways to improve your workflow.

It’s:

Faster
More consistent
Less manual work during patient care

Need Help with Dexis or Dentrix?

If you have questions or want to see tutorials on:

Dexis
Dentrix
Dental workflows

Drop a comment or reach out—I’m always looking for new videos to create.

Subscribe for More Dental Tech Tips

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Dentrix tutorials
Dexis workflows
Real-world dental systems

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How to Add Insurance in Dentrix

photojac — Sat, 21 Mar 2026 14:29:08 +0000

How to Add Insurance in Dentrix

If you’re working in the front office, adding insurance correctly in Dentrix is one of the most important things you do every day.

When it’s set up right, claims go through smoothly, payments are accurate, and patients get correct estimates.

When it’s set up wrong… you get claim denials, delays, and a lot of cleanup.

In this guide, I’m going to walk you through:

How to add a new insurance plan in Dentrix
How to attach it to a patient
What each field actually means
The most common mistakes to avoid

Step 1: Open the Patient’s Family File

Start by selecting your patient and opening the Family File.

From there:

Double-click the Primary Dental Insurance block

This opens the Insurance Information window, where you’ll:

View existing insurance
Add new plans
Attach insurance to the patient

Step 2: Always Search Before Creating a New Plan

Before adding anything new, always search for an existing plan first.

Click the carrier search (two arrows) to open your insurance database.

Best way to search:

Use the Group Number (fastest and most accurate)

Why this matters:

Duplicate plans create confusion
Claims can get sent to the wrong plan
Your system gets cluttered fast

If the plan already exists → select it and click OK
If not → create a new one

Step 3: Create a New Insurance Plan

Click New to enter a new plan.

Here’s what actually matters:

Carrier Name

The insurance company (ex: Delta Dental, Aetna)

Group Plan Name

Usually tied to:

Employer name
Specific plan name

This helps you quickly identify the correct plan when multiple exist under the same carrier.

Employer

Linking the employer is a small step that saves time later.

If multiple patients work for the same company, you can:

Quickly assign the correct plan
Keep things consistent across charts

Contact Information

This includes:

Address
Phone number

You’ll use this for:

Verifying benefits
Calling on claims
Sending documentation

Group Number (Very Important)

This is one of the most critical fields.

The group number:

Identifies the exact plan
Must match the patient’s insurance

If it’s wrong → claims will be denied

Claim Setup

Most offices will leave this as default.

This controls:

How claims are sent (electronic vs printed)
Default claim behavior

Fee Schedule (Affects Payment Amounts)

This directly impacts how insurance pays.

Here’s how it works:

If a plan fee schedule is attached → Dentrix uses that
If a patient fee schedule is attached → it overrides the plan
If neither → provider (office) fees are used

This is a big one for accurate estimates and payments

Payer ID (Electronic Claims)

The payer ID is required for electronic claims.

If it’s:

Missing
Incorrect

Your claims won’t go through.

Dentrix often auto-fills this, but always double-check.

Provider IDs (Optional)

Used if:

You have multiple providers
Specialists require different IDs

Most general offices don’t need to adjust this often.

Save the Plan

Once everything is entered, click OK to save.

Now the plan is in your database and ready to attach to patients.

Step 4: Attach Insurance to the Patient

Now you’re back in the patient’s Insurance Information window.

This is where you enter patient-specific details.

Subscriber ID

This comes from the patient’s insurance card.

If it’s wrong → claims will be denied

Release of Information

This should almost always be checked.

It allows you to:

Send patient information to the insurance company

Assignment of Benefits (Very Important)

This determines who gets paid.

Checked → Insurance pays your office
Unchecked → Insurance pays the patient

If you want payments sent to your office, this must be checked

Relationship to Subscriber

Select:

Self
Spouse
Child

This affects how the claim is processed.

Save

Click OK, and the insurance is now attached to the patient.

Step 5: Review Benefits & Coverage (Optional but Helpful)

Inside the insurance window, you can open:

Benefits & Coverage

This lets you:

Enter deductibles
Set maximums
Customize coverage percentages
Add plan notes

Example:

If restorative is 50%, you can enter that here for more accurate estimates

Common Mistakes to Avoid

Here’s what I see all the time:

Creating duplicate insurance plans
Entering the wrong group number
Missing or incorrect payer ID
Not attaching the correct fee schedule
Leaving assignment of benefits unchecked

Fixing these upfront saves a ton of time later.

Final Thoughts

Insurance setup in Dentrix isn’t complicated, but it has to be accurate.

If you:

Search before creating plans
Enter key details correctly
Understand what affects claims and payments

You’ll avoid most of the common issues offices run into.

If you want to see this step-by-step inside Dentrix, watch the full video above.

And if you’re working in a dental office and want more simple, real-world Dentrix training, check out my other tutorials

How to Run Production Numbers in Dentrix Using the Day Sheet Report

photojac — Fri, 13 Mar 2026 19:05:46 +0000

How to Run Production Numbers in Dentrix Using the Day Sheet Report

If you want a quick and accurate way to track production in Dentrix, the Day Sheet Report is one of the easiest tools to use.

Whether you’re a hygienist wanting to track your daily production or a dentist reviewing numbers for the practice, this report gives you a clear breakdown of procedures completed and total production for any time period you choose.

In this guide, I’ll walk you through exactly how to run the Day Sheet Report in Dentrix and how to customize it so you can quickly check your production numbers whenever you need them.

Why the Day Sheet Report is Useful

The Day Sheet Report allows you to see:

Every procedure completed during a specific time period
Production totals by provider
Production totals for the entire practice
A breakdown of procedures performed

One of the biggest reasons I recommend this report—especially for hygienists—is that it gives you a very clear view of your personal production numbers.

This can be helpful if you want to:

Track your productivity
Understand your value to the practice
Monitor trends in your schedule
Review your daily or monthly numbers

Step 1: Open the Day Sheet Report in Dentrix

To run the report:

Open Office Manager in Dentrix.
Locate the Day Sheet Report icon (it looks like a small report with a sun behind it).
Click the icon to open the report settings window.

This is where you’ll set the parameters for the report you want to generate.

Step 2: Select the Provider

One of the most useful features of the Day Sheet Report is the ability to filter production by provider.

Inside the report settings, you can choose:

All providers (to see the entire practice)
Doctors only
All hygienists
A single hygienist or doctor

For example, if you are a hygienist wanting to track your own numbers, simply select your provider ID.

This will generate a report showing only your production.

Step 3: Choose the Date Range

Dentrix allows you to run the report for any time frame you want.

You can run production numbers for:

A single day
A specific week
A month
A full year
Any custom date range

Simply adjust the From and To date fields in the report settings.

For example:

Running the report daily helps track daily production
Running it monthly helps evaluate longer-term trends

Step 4: Save Your Default Settings (Helpful for Hygienists)

If you plan to run this report regularly, you can save your preferred settings.

Before clicking OK, select Save as Default.

For example, if you’re a hygienist and always want to run the report with:

Your provider number selected
Your preferred display options

Dentrix will remember those settings the next time you open the Day Sheet Report.

This saves time and makes it easier to check your production quickly.

Step 5: Generate the Report

Once your parameters are set:

Click OK
Dentrix will generate the Day Sheet report.

The report will appear in the Office Manager batch list.

From here you can:

Double-click the report to open it
Print it if needed
Review the production details on screen

Step 6: Find Your Total Production

Inside the report, you’ll see:

A list of all procedures performed
The production value associated with each procedure
A total production number at the bottom of the report

This total shows your production for the selected date range.

If you’re tracking your numbers daily, this is a quick way to see exactly what you produced that day.

Why Hygienists Should Track Their Production

Many hygienists never look at their production numbers, but it can actually be very helpful.

Knowing your production helps you:

Understand the financial side of dentistry
Recognize your impact on the practice
Advocate for raises or bonuses
Identify opportunities to improve patient care

Personally, I run this report almost every day to keep an eye on my production numbers.

How to Set Default Procedure Times in Dentrix

photojac — Fri, 06 Mar 2026 20:09:20 +0000

How to Set Default Procedure Times in Dentrix

When scheduling appointments in Dentrix, one of the easiest ways to save time is by setting default procedure times.

Instead of manually adjusting the length of every appointment, Dentrix can automatically fill in the correct amount of time based on the procedure code. Once this is set up, your team can schedule appointments faster and keep the schedule more accurate.

In this guide, I’ll show you where to set procedure times in Dentrix and how it affects appointment scheduling.

Why Default Procedure Times Matter in Dentrix

Every time a procedure is added to an appointment, Dentrix looks at the procedure code setup to determine how much time should be scheduled.

If those times aren’t configured correctly, you may notice things like:

Appointments being scheduled with the wrong amount of time
Front desk staff manually adjusting appointment length
Inconsistent scheduling between team members
A schedule that slowly becomes inaccurate throughout the day

Setting default procedure times ensures that appointments automatically schedule with the correct length every time.

Where Dentrix Stores Procedure Time Settings

Procedure times are set inside Procedure Code Setup in the Office Manager.

To find this area:

Open Office Manager
Click Maintenance
Select Practice Setup
Click Procedure Code Setup

This is where Dentrix stores the settings for every procedure in your office, including the default time units assigned to each procedure.

How Dentrix Calculates Appointment Time

Dentrix measures time using units.

1 unit = 10 minutes
6 units = 60 minutes
12 units = 2 hours

*This may be 15 minute units depending on if your office is setup as 10 or 15 minute increments.

When a procedure is scheduled, Dentrix automatically adds the number of time units assigned to that code.

For example:

Procedure	Time Units	Total Time
Prophy	6	60 minutes
Crown	12	2 hours
Exam	0	No additional time
Bitewings	0	No additional time

This setup allows your office to control exactly how much time gets scheduled when procedures are added to appointments.

Example: Setting a Prophy Appointment to 60 Minutes

Many offices prefer to schedule hygiene appointments like a prophy for 60 minutes.

To do this:

Open Procedure Code Setup
Locate the Prophy code
Click Edit
Find the Procedure Time field
Set the time to 6 units (60 minutes)

Now whenever a prophy is added to an appointment, Dentrix will automatically schedule one hour.

Why Exams and Bitewings Are Often Set to 0 Minutes

In hygiene appointments, multiple procedures are usually performed during the same block of time.

For example:

Prophy
Exam
Bitewings

If each of those procedures had time assigned, Dentrix would stack the time and extend the appointment unnecessarily.

Instead, many offices set:

Exam = 0 minutes
Bitewings = 0 minutes

This keeps the appointment at 60 minutes total, while still allowing those procedures to be charted and billed.

Adjusting Restorative Procedure Times

This same setup can be used for restorative appointments.

For example, if your doctor prefers:

Crown preparation = 2 hours
Composite filling = 60 minutes

You can edit those procedure codes and assign the appropriate time units.

Once configured, scheduling becomes much easier because Dentrix will automatically fill the appointment length when the procedure is added.

The Real Benefit: Faster Scheduling

Once your procedure times are configured correctly, your scheduling team will notice several improvements:

Less manual adjustment when booking appointments
More consistent scheduling across team members
A more accurate daily schedule
Faster appointment booking

It’s a small setup change, but it can save your team time every single day.

Final Thoughts

Setting default procedure times in Dentrix is a simple adjustment that can significantly improve your scheduling workflow.

If your team is constantly adjusting appointment lengths manually, it’s worth taking a few minutes to review your procedure code setup and time units.

Once these are configured correctly, Dentrix will automatically schedule the appropriate amount of time for each procedure.

If you want more Dentrix tips, dental software tutorials, and workflow improvements for dental teams, check out the full video library on my YouTube channel:

Dental Tech with Jaime