The end of the year presents a unique opportunity for dental practices to boost their year-end profits and make sure their patients are receiving the care they need. How? By contacting patients who have outstanding treatment plans and remaining insurance benefits and encouraging them to come in before the end of the year to maximize their benefits. Dentrix makes it easy to find patients that are in this situation and contact them.
Create a Filtered List of Patients
One of the most powerful tools available is the Treatment Manager. You can use it to generate a filtered list that shows just the patients you want to see. And because the Treatment Manager is an interactive list, once you’ve generated the custom list of patients you can work directly from the list to call patients, send email messages, generate quick letters and quick labels, make Office Journal notes and enter guarantor notes.
To access the Treatment Manager, from the Appointment Book click the Treatment Manager button. In the Treatment Manager View dialog box, specify your filter criteria. The Treatment Manager list will be generated based on the criteria you specify.
You can enter any filter criteria that makes sense for your practice, but if you’re contacting patients about scheduling an appointment before the end of the year, it’s a good idea to find patients who meet the following criteria: a) active patients, b) have insurance, c) have at least $100 of either primary or secondary insurance benefits remaining for the year, d) have a treatment plan worth at least $10 that was diagnosed in the last year and e) are not on the Bad Debt, Payment Plan or No Insurance billing types. Once you have set up the search criteria, click OK to generate the list.
Contact Patients by Phone or Email
Once you have generated the Treatment Manager list, you can look at the information about each patient and decide if you want to contact them and, if so, how you want to do it. For example, if you know a patient has a flexible schedule and can schedule an appointment right away, select the patient and click the More Information button to see a list of that patient’s contact information. Call the patient and schedule the appointment. Then, right-click the patient and select Hide Patient to hide them from the list once you have contacted them.
You can also use the Treatment Manager to contact patients who respond best through email. Select a patient and click the Send Message button. A blank email message will open. If the patient has an email address entered in the Family File, the patient’s email address will be listed in the To: field. You can then type the message and send it to the patient.
As you are contacting patients, it’s a good idea to create an Office Journal entry that summarizes the contact. That way, if there are several different people in your practice contacting patients, you can see who was contacted, when they were contacted and how. To add an Office Journal entry, select a patient on the list and click the Office Journal button. From the Office Journal, click the Add Journal Entry button to document the patient contact you made.
Give Patients All the Information They Need
Not only does the Treatment Manager give you several options for contacting patients, but because it’s an interactive list, you can use it to find any information you need about specific patients or their accounts. You can also use it to enter guarantor notes with information you get from patients as you talk to them, and you can go straight to the Appointment Book when the patient is ready to schedule an appointment.
You can also get detailed information about the patient’s outstanding treatment plan. With a patient selected in the Treatment Manager, click the Treatment Planner button to open the Treatment Planner directly. From there you can view the patient’s treatment plan to decide which procedures are the highest priority for the amount of insurance benefits remaining.
Don’t wait to start contacting patients. Start now so that you can have a great month in December that will meet the needs of your patients and give your practice a boost in year-end profitability.