Year-end Solution Center

How To Close The Month Or Year

Closing the month in Dentrix is an important management routine that you can accomplish in the by running the Reports and Tasks Scheduler. Using the Scheduler, maintenance tasks and reports can be scheduled to run at daily, weekly, monthy, or yearly intervals, or you can run them immediately or schedule them to run just once.

Watch a video on how to close your month with the Dentrix Reports and Tasks Scheduler

For a detailed explanation of the Scheduler, as well as a full list of available reports and tasks, please see article 86271

Users upgrading from versions prior to G6.5:

The Month End Wizard and Month End process have been replaced by the Reports and Tasks Scheduler. The Scheduler allows you to setup reports or tasks to run on an automatic schedule. You are no longer required to close Dentrix on all computers to do your month end tasks.

NOTE: Make sure to have a good, current backup of ALL DENTRIX data files prior to running Month End. It is strongly recommended to run the month end process on the server.


Using the Reports and Tasks Scheduler, you can complete several important monthly maintenance tasks, including:

  • Age Account Balances – Closing the month ages your accounts into the next aging bracket in the Ledger and Aging Report. For example, accounts that were in the Current (0-30 days) bracket are aged into the Past Due (31-60 days) bracket.
  • Move Procedures and Clinical Notes to History – Closing the month moves all procedures and clinical notes posted during that month into History, locking out changes and deletions. This step is vital in providing solid documentation if faced with litigation.
  • Create Totals Records – To speed report generation, a monthly totals record is created each time you close a month. Without this monthly record, analysis information must be calculated each time a report is generated, which can greatly slow the report generation process.
  • Reset Insurance Benefits – Closing the month searches for all patients whose benefit renewal month is the following month. For these patients, all benefits used and deductible applied amounts are purged for the previous year. (If you don’t close the month, or if you skip this step, inaccurate insurance estimates may be calculated for some patients.)
  • Purge Old Appointments – To speed up the Appointment Book processes, closing the month purges old appointments. The Cutoff Date defaults to one year previous to the Close Out Month. (You can change the date if necessary.) Purging appointments only removes the appointment from the schedule; it does not remove the history from the patient’s account or ledger.

How to setup up Month End Reports & Tasks To Run Automatically

  1. Launch the Reports and Tasks Scheduler.
    • From the Ledger menu, click Task Scheduler (Month End).
    • Or in the Office Manager menu, click Maintenance | Task Scheduler (Month End).
      The Reports and Tasks Scheduler dialog box appears.
  2. In the Scheduled Tasks list, click Edit to the right of the Month End Wizard queue (listed in the right-hand pane).
    The Edit Queue dialog box appears.
  3. Ensure the Monthly recurrence is setup according to the desired schedule:
    • Select Day, and then set the day of the month and how often the task recurs.
      For example, Day 1 of every 1 month(s) means the task recurs on the first day of every month.
    • Or, select the second option to set the task to recur on the first, second, third, or fourth selected day of the week every month.
      For example, to run a task on the second Tuesday of every month, you would select: Second, Tuesday, and the number 1 (every two months 2, every three months 3, and so on).
  4. Click OK.
  5. Review the list of tasks currently assigned to the Month End Wizard Queue. By default, the recommended monthly tasks and reports are assigned to the queue upon install.
    • To REMOVE an item from the queue, right-click and choose Delete.
    • To ADD an item to the queue, right-click on the task from the list of Available Tasks (left pane) and choose Add to Queue | Month End Wizard.
    The following tasks are suggested for month end:
    NOTE: You can schedule more than one of a report with different filters.
    • Aging Report (see knowledgebase article #16977)
    • Apply Finance Charges (see knowledgebase article #86049)
    • Apply Late Charges (see knowledgebase article #86295)
    • Close Transactions - NOTE: Only a maximum of 11 months can remain open
    • Finance Charge Report (see knowledgebase article #35468)
    • Future Due Payment Plan Update (see knowledgebase article #86296)
    • Late Charge Report
    • Move Clinical Notes to History
    • Move Perio Exams to History
    • Practice Analysis Reports (see knowledgebase article #36591)
    • Reset Insurance Benefits (see knowledgebase article #17166)
    • Purge Appointments
    • Insurance Claim Aging Report (see knowledgebase article #35692)
  6. Review the default settings for each task is correct by right-clicking on each item and selecting Edit.
  7. Ensure tasks are Enabled. By default tasks are “Suspended,” meaning they will not run automatically. To enable a task, right-click and choose Resume Task.
  8. Ensure at the checkbox “Begin processing at XX:XX” is selected, and choose the time of day that the Scheduler should run. It is recommended that this be run during non-business hours.

To Run Month End One Time (Run Now)

In addition to scheduling tasks to run on an automatic schedule, you may decide to run any of the tasks at any time. To do this, right-click on the desired task and select Run Now.

How To Close The Month Or Year

IMPORTANT: Make sure to have a good, current backup of ALL DENTRIX data files before proceeding. It is strongly recommended to run the month end process on the server. All modules of Dentrix in the office must be closed except for the Ledger on one computer. The month cannot be closed until it has ended (for example: you cannot close on Sept. 31, but must wait until Oct. 1 or later).

Option #1

  1. From the Ledger, select Month End | Update.
  2. Notice the Close Out Month is grayed out. This date cannot be changed, as each month must be closed out in sequential order. If this date is very old, it means that the Month End Update must be run multiple times until DENTRIX is "current" in closing out the months.
  3. If desired, check the option to purge appointments, and verify the date is one year previous to today's date.
    Note: It is suggested to purge old appointments in order to assist with the size of the Appointment Data File, and the speed of the Appointment Book.
  4. Make sure that Reset Insurance Benefits for (month) is checked.
    Note: It is suggested that the Reset Insurance Benefits for the month be selected in order to ensure that the patient's insurance estimates are correct.
  5. Click on OK to begin the close month process.

Option #2

  1. Check for, and close CTFMON.EXE if running.
  2. From the Ledger, select Month End | Month End Wizard.

The Wizard will begin, running with all of the pre-set options, as deteremined in Office Manager | Maintenance | Practice Setup | Month End Wizard Setup. The Month End Wizard may be a preferred method of closing the month, if the practice prefers to run specific reports each month.

If the Month End seems to be frozen, right click on your time at the right, and click on Task Manager | Processes. Look for Ledger.exe, and note if the CPU percentage numbers are changing. If you are running Month End Wizard, Look for Wizard.exe, and look for the CPUs.

NOTE: Windows 7 and earlier operating show these numbers in whole numbers (1.2 % of CPU activity and 1.8% of CPU activity would just show as 1%), but Windows 8 and higher operating systems show the CPU numbers in a decimal format (1.2 % of CPU activity and 1.8% of CPU activity would just show as 1.2% and 1.8%, respectively). These newer operating systems make it easier and more accurately help us to diagnose if the Month End process is actually stuck, leading to less complications with their databases.

CDT 2020 Update (Rel. 12/6/2019)

Summary of Changes

  • 37 New ADA-CDT codes
  • 157 Updated ADA-CDT codes
  • 6 Deprecated ADA-CDT codes

Availability

Customers on a CSP should see this release through their Update Manager beginning on 12/13/2019. The update is available for the following software versions:

  • Dentrix G7.1
  • Dentrix G7
  • Dentrix G6.6
  • Dentrix G6.5
  • Dentrix G6.4
  • Dentrix G6.3
  • Dentrix G6.2
  • Dentrix G6.1
  • Dentrix G6
  • Dentrix G5.2
  • Easy Dental 11.4
  • Easy Dental 11.4 Update 1
  • Easy Dental 12
  • Easy Dental 12.1

Installation

For a brief video on updating your CDT codes click here.

This update must be run on the Server, and does not need to be run on the workstations. Dentrix must be closed on all computers to run the install. The installation will make changes to your database. The install package will be available in Update Manager. Before installing it is recommended to have a up to the minute backup of your data.

  • Dentrix Users:
    Access the Update Manager by opening the Help menu, then About Dentrix. Choose the Check for Updates option at the right. Check the option for the CDT 2020 update, and choose Install to begin the installation.
  • Easy Dental Users:
    Access the Update Manager by opening the Help menu, then choose Check for Updates. Check the option for the CDT 2020 update, and choose Install to begin the installation.

Once the installation is complete, the CDT 2020 procedure codes will have been added to your list of procedure codes. Fees must be added manually. You can double-check this:

  • Dentrix Users:
    Open the Office Manager and select Maintenance | Practice Setup | Procedure Code Setup.
  • Easy Dental Users:
    Open the Reports module and selecting Practice Setup | Procedure Code Setup.

Please note that the installation will only run on the software versions listed above. If you are using a different version of Dentrix or Easy Dental, you will need to make the changes to your system manually.

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