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Generating patient visit forms

The Patient Visit Form is a route slip that you can customize to view or print for a selected appointment, a certain patient, or multiple patients. You can filter the forms that are generated by primary provider, appointment provider, operatory, and appointment date. The form can include patient, family, account, continuing care, and insurance information; patient and family alerts; patient and account notes; treatment-planned procedures; and future appointments.

To generate a Patient Visit Form

1.   To generate the form for a certain patient with an appointment, in the Appointment Book, select the appropriate appointment.

2.   In the File menu, click Patient Visit Form.

Note: If you do not select an appointment, only the report options available when you generate the report from the Office Manager will be available.

The Patient Visit Form dialog box appears.

3.   Set up the following options:

·        Select Patient – Indicate the patients you want to generate visit forms for:

·        Patient for Selected Appointment – To generate the form for the patient of the appointment , select this option. This option is not available if the form is being generated from the Office Manager or, if the form is being generated from the Appointment Book, and you did not select an appointment.

·        All Patients – To generate a form for any patient that meets the other criteria that determine if a form is generated, select this option.

·        Other Patient – To generate the form for a different patient (a patient other than the patient of the currently selected appointment), select this option, and then click the search button to select the appropriate patient.

·        Select Primary Provider – You can generate forms for the patients of selected primary providers only. To select a range of primary providers, click the From and To search buttons, and then select the starting and ending providers. You can leave the range open-ended by selecting "<ALL>" for either From or To. To specify one provider, select that provider for From and To. These options are not available if you selected Patient for Selected Appointment.

For a new patient appointment (an "NP" next to the patient name), Dentrix uses the appointment provider as the primary provider for the form.

·        Select Appointment Provider – You can generate forms for patients who are scheduled to see certain providers only. To select a range of appointment providers, click the From and To search buttons, and then select the starting and ending providers. You can leave the range open-ended by selecting "<ALL>" for either From or To. To specify one provider, select that provider for From and To.

If you selected Patient for Selected Appointment and then selected an appointment provider or range of providers that does not include the provider attached to the currently selected appointment, the form will be blank.

·        Select Operatory – You can generate forms for patients who have an appointment in certain operatories only. To select a range of operatories, click the From and To search buttons, and then select the starting and ending operatories. You can leave the range open-ended by selecting "<ALL>" for either From or To. To specify one operatory, select that operatory for From and To.

If you selected Patient for Selected Appointment and then selected an operatory or range of operatories that does not include the operatory for the appointment currently selected, the form will be blank.

·        Appointment Date – You can generate forms for patients who have an appointment within a certain date range only. By default, the date range is for the current system date or, if you selected an appointment in the Appointment Book, the date of the currently selected appointment. To select a different date range, enter the starting and ending dates of the range for From and To. To specify a single date, select that date for From and To. The date range cannot be open-ended; you must have a valid date for both From and To. These options are not available if you selected Patient for Selected Appointment.

·        Include Detailed Patient Information – Select to include a section on the form with information found in the Patient Information block of patient’s family file, such as contact numbers, address, and primary and secondary providers.

·        Include Patient’s Continuing Care – Select to include a section on the form with the continuing care types assigned to the patient, if any.

·        Include Patient Alerts – Select to include a section on the form with the patient’s alerts, if any.

·        Include Family Alerts – Select to include a section on the form with the alerts for the patient’s family, if any..

·        Include Patient Notes – Select to include a section on the form with the patient’s notes, if any. If you want only the first line of the patient’s notes to appear on the report, select First Line Only.

·        Include Referral Information – Select to include a section on the form with the patient’s referral information, if any.

·        Include Account Information – Select to include a section on the form with the patient’s account information, such as the guarantor’s name, billing type, last insurance payment details, last guarantor payment details, date the last statement was sent, and family balance.

·        Include Guarantor Account Note – Select to include a section on the form with the account notes, if any, for the patient’s family. If you want only the first line of the account notes to appear on the report, select First Line Only.

·        Include Treatment Plan Procedures – Select to include a section on the form with the patient’s treatment-planned procedures, and then click one of the following options to indicate which procedures to show on the form:

·        Scheduled for this Appointment – Shows only the treatment-planned procedures attached to the patient’s appointment for which the form is being generated.

·        All for Patient – Shows all treatment-planned procedures for the patient.

·        Include Insurance Information – Select to include sections on the form with the patient’s insurance information, then set up any of the following options:

·        Primary Dental – Shows the patient’s primary dental insurance information:

·        Detailed – Includes everything that shows for Brief, plus benefits and coverage details.

·        Brief – Includes basic carrier and subscriber details.

·        Primary Medical – Shows the patient’s primary medical insurance information:

·        Detailed – Includes everything that shows for Brief, plus benefits and coverage details.

·        Brief – Includes basic carrier and subscriber details.

·        Secondary Dental – Shows the patient’s secondary dental insurance information:

·        Detailed – Includes everything that shows for Brief, plus benefits and coverage details.

·        Brief – Includes basic carrier and subscriber details.

·        Secondary Medical – Shows the patient’s secondary medical insurance information:

·        Detailed – Includes everything that shows for Brief, plus benefits and coverage details.

·        Brief – Includes basic carrier and subscriber details.

·        Include Family Information – Select to include a section on the form with continuing care information for each of the patient’s family members (excluding any with an "Archived" status).

Select the three continuing care types you want the form to show in the Family Information section from the following lists: Select First CC To Include For Family, Select Second CC To Include For Family, and Select Third CC To Include For Family.

·        Include Patient’s Future Appointments – Select to include a section on the form with the appointment information for each of the patient’s future appointments, if any.

4.   To leave the Patient Visit Form dialog box open when you preview, print, or batch the form, select Do Not Close When Preview/Print/Batch.

5.   To save the currently selected report options, except for Select Patient and Select Primary Provider, for the next time you generate the form, select Save As Default.

6.   Do one of the following:

·        Preview - Click to preview the forms before printing.

·        Send To Batch - Click to place the forms in the Batch Processor to be viewed at a later time.

·        Print - Click to send the forms to the default printer.

7.   If you selected Do Not Close When Preview/Print/Batch when you generated the last form and have finished generating forms, click Close.