Advertise on podcast: The High Performing Dental Team

Your dental schedule should do more than fill appointment times. It should help patients find you, make online booking easier, support your production goals, and keep your day running on time. In this episode of the High Performing Dental Team Podcast, Dayna Johnson takes one of her favorite practice management software features from her recent AADOM presentation and applies it specifically to the Dentrix community: Perfect Day Scheduling. She explains how thoughtfully mapping your Dentrix schedule can support online booking, improve patient access, simplify team workflows, and create a more productive day. Pasted text With patients increasingly using AI tools to search for dental practices, convenient access and online scheduling are becoming even more important. Dayna shares how Dentrix Perfect Day Scheduling can help practices prepare for this shift while still maintaining control over where patients can book. ✅ Key Takeaways - Why Dentrix Perfect Day Scheduling is becoming even more important as online booking and AI-powered search evolve. - How patients may use conversational AI tools to search for a dentist based on insurance, family needs, location, and appointment availability. - Why reducing barriers between finding your practice and booking an appointment online can improve the patient experience. - How to use Dentrix Perfect Day blocks to control which appointment times are available for online scheduling. - Why new patient blocks should be strategically positioned alongside procedures where the doctor is less captive. - How mapping your schedule horizontally can help your clinical team work more efficiently. Pasted text - How Perfect Day Scheduling can help new team members understand where specific procedures belong. - Why schedule blocks can support your daily dental production goals and create more consistency across the team. - How strategic scheduling can help protect lunch breaks and keep your team from routinely running late at the end of the day. - Why a well-designed Dentrix schedule can improve both practice productivity and the patient experience. 👥 Who This Episode Is For This episode is especially helpful for: - Dentrix users - Dental office managers - Dentists and practice owners - Scheduling coordinators - Front office teams - Practices implementing online booking - Teams struggling to reach daily production goals - Practices onboarding new dental team members - Dental teams looking to improve scheduling workflows and patient access ❓ Frequently Asked Questions What is Dentrix Perfect Day Scheduling? Perfect Day Scheduling allows you to map out specific blocks within the Dentrix Appointment Book for different types of procedures. This helps guide your team toward a more intentional schedule instead of simply filling whatever appointment time happens to be available. 📅 Is It Time to Map Out Your Perfect Day? Perfect Day Scheduling isn't just about making the Appointment Book look organized. It's about creating a dental scheduling system that supports your production goals, makes onboarding easier, improves online booking, protects your team's time, and creates a better experience for your patients. Dayna can help you map out your Dentrix schedule and build workflows that make sense for your practice. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee and Dentrix training: https://www.novonee.com 👍 Subscribe to the High Performing Dental Team YouTube channel for more Dentrix training, dental practice management strategies, scheduling tips, workflow improvements, and practical systems for building a high-performing dental team.

Your dental membership plan should make life easier for your team, not create inaccurate reports, unnecessary claims, or confusing Dentrix workflows. In this episode of the High Performing Dental Team Podcast, Dayna Johnson breaks down her best practices for managing an in-office dental membership plan in Dentrix. Instead of giving every practice the same setup, Dayna explains three different levels, from a simple baseline approach to a fully optimized Dentrix membership plan workflow that tracks revenue, payments, renewals, and reporting. Whether you manage your membership plan internally or use a third-party membership company, this episode will help you decide how much information you want to track and how to build a Dentrix system that supports your dental practice management goals. ✅ Key Takeaways Why there isn't one perfect Dentrix membership plan setup for every dental practice. How to create a simple membership plan adjustment for hygiene procedures included in the plan. When Dayna recommends creating a separate fee schedule for membership plan patients who receive discounts on restorative treatment. Why Dayna does not recommend setting up your dental membership plan as an insurance plan in Dentrix. How treating a membership plan like insurance can inflate your insured patient count and cause Dentrix to try to generate insurance claims. How to create membership plan procedure codes when you want to track membership production and payments. Why membership revenue may be posted to an owner doctor or company provider ID to keep it separate from doctor and hygiene production. How a billing type can help identify membership plan patients and filter Dentrix reports. How to use Continuing Care to help track annual membership renewals. How to account for third-party membership management and processing fees when more detailed reporting is needed. How Future Due Payment Plans can support monthly membership payments and recurring credit card charges in Dentrix. 🦷 Three Levels of Dentrix Membership Plan Management Option 1: Baseline Setup Keep the workflow simple. Post the patient's hygiene procedures as usual, then use a membership plan adjustment for services included in the plan. If your membership includes a restorative discount, consider attaching a membership-specific fee schedule. Option 2: Mid-Level Tracking Add membership plan procedure codes so you can track membership production and payments inside Dentrix while continuing to post and adjust included hygiene services appropriately. Option 3: Optimized Tracking For practices that want more detailed reporting, add tools such as a billing type and Continuing Care renewal tracking. This can allow you to track membership plan patients, revenue, payments, adjustments, and renewals inside Dentrix. 📥 Download the FREE Dentrix Membership Plan Tip Sheet Want the setup instructions in an easy-to-follow resource? Dayna created a free Dentrix Membership Plan Tip Sheet to accompany this episode. 👉 Download the free tip sheet: https://novoneecommunity.mykajabi.com/Membership-plans-setup-dentrix 📲 Want Help Setting Up Your Dentrix Membership Plan? If you're not sure which setup is right for your practice, or you want help creating better Dentrix systems, workflows, reporting, and membership plan processes, schedule a discovery call with Dayna. 👉 Book a discovery call: https://calendly.com/dayna-johnson/discovery-call? 🌐 Learn more about Novonee: www.novonee.com 👍 Subscribe to the High Performing Dental Team YouTube channel for more Dentrix training, dental practice management strategies, workflow improvements, and practical systems you can implement immediately.

Use It or Lose It: How to Find Unscheduled Treatment in Dentrix Before Year-End September is the time to start mining for gold in Dentrix, because your patients may have unused dental benefits and unscheduled treatment sitting right in front of you. In this episode of the High Performing Dental Team Podcast, Dayna Johnson shares a practical year-end strategy for finding patients with unscheduled dental treatment and remaining insurance benefits. She explains how your entire dental team can create appropriate urgency around treatment, while your admin team uses the Dentrix Treatment Manager and Office Journal to build a consistent follow-up workflow. The goal isn't just to fill the schedule. It's to help patients maximize the benefits they've already paid for, improve case acceptance, and help your dental practice finish the year strong. ✅ Key Takeaways Why September is the ideal time to begin year-end dental insurance benefit conversations. How hygienists can review outstanding treatment during continuing care visits and educate patients about benefits that may expire. How dental assistants can reinforce treatment recommendations with existing and new patients. Why Dayna calls the Dentrix Treatment Manager "mining for gold." How to use Treatment Manager to identify recently diagnosed, unscheduled treatment that is still fresh in the patient's mind. How to filter Treatment Manager by remaining dental insurance benefits, including patients with a specific amount of benefits remaining. Why Dayna recommends focusing administrative follow-up on treatment diagnosed roughly two weeks to five months ago. How exporting Treatment Manager data to Excel may support additional email or text outreach workflows. How third-party patient communication software may help you create a year-end benefits campaign. Why the Dentrix Office Journal should be the centralized hub for documenting treatment follow-up. How Office Journal reminders can create a daily follow-up list for treatment coordinators and other admin team members. ❓ Frequently Asked Questions How do I find patients with unscheduled treatment in Dentrix? Dayna recommends using the Dentrix Treatment Manager to identify patients with recently diagnosed treatment who left without scheduling. For treatment follow-up, she typically focuses on cases diagnosed approximately two weeks to five months ago. Can Dentrix identify patients who still have insurance benefits remaining? Yes. Treatment Manager can be filtered by remaining benefits. For example, your team could look for patients with at least $500 in benefits remaining who also have unscheduled treatment. Where should we document treatment follow-up in Dentrix? Use the Office Journal as your centralized location for treatment follow-up notes. You can also create Office Journal reminders for future calls or texts, helping your team maintain a consistent follow-up workflow. 📅 Don't Wait Until December Year-end dental insurance campaigns work better when you give patients enough time to actually get scheduled. Bring this topic into your next morning huddle and get the entire team involved. Your hygienists, dental assistants, treatment coordinators, and front office team can all help patients understand their treatment needs and make informed decisions before the end-of-year rush. 📲 Want to Optimize Your Dentrix Systems? If you want help improving your Dentrix workflows, treatment follow-up systems, case acceptance, or dental practice management protocols, schedule a free discovery call with Dayna. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee and Dentrix training: https://www.novonee.com 👍 Subscribe to the High Performing Dental Team YouTube channel for more Dentrix tips, dental practice management strategies, workflow improvements, and practical systems you can implement with your team.

If your Dentrix Unscheduled List or Continuing Care List is so cluttered that your team has stopped using it, patients may already be falling through the cracks. In this episode of the High Performing Dental Team Podcast, Dayna Johnson shares what she has been seeing repeatedly during Dentrix practice assessments: messy scheduling lists, outdated appointments, unnecessary customized lists, and inaccurate Continuing Care data. She walks through practical ways to clean up your Dentrix Unscheduled List and Continuing Care List so your team can fill openings, improve patient retention, and create more reliable scheduling workflows. Your Dentrix practice management software should be your team's central source of accurate, current patient information. When the data is clean, these lists become powerful tools for keeping your schedule full and preventing patients from getting lost in the system. ✅ Key Takeaways Understand exactly what belongs on the Dentrix Unscheduled List, including broken, no-show, canceled, and Wait/Will Call appointments. Document the reason for a broken appointment in the Office Journal so the next team member has the full story. Avoid letting appointments sit on the Unscheduled List indefinitely. Dayna recommends approximately three months for most appointments, with reasonable exceptions. Clean up old customized scheduling lists created by former team members or providers. Simplify your workflow by using the main Unscheduled List and filtering by provider instead of maintaining numerous separate lists. Create useful Continuing Care Lists for overdue hygiene patients, rather than relying on Dentrix default lists for patients who are not yet overdue. Focus your Continuing Care workflow on prophy and periodontal maintenance patients who need to be reactivated. Remove broken or canceled appointments from the Appointment Book so Dentrix and your automated patient communication system don't mistakenly think the patient is still scheduled. Watch for patients incorrectly assigned to both prophy and periodontal maintenance Continuing Care types. Learn what the plus sign in the Continuing Care appointment column can tell you about a patient's existing appointment. Keep your Dentrix data clean so third-party patient engagement and reporting tools are also working from accurate information. 👥 Who This Episode Is For This episode is especially helpful for dental office managers, scheduling coordinators, hygiene coordinators, front office teams, Dentrix users, practice owners, and dental teams struggling with overdue patients, broken appointments, hygiene reactivation, patient retention, or schedule openings. ❓ Frequently Asked Questions What is the Dentrix Unscheduled List used for? The Unscheduled List acts as a holding place for patients who had a broken or canceled appointment or who need an appointment but are not ready to schedule yet. Used correctly, it becomes an important tool for filling openings and preventing appointments from falling through the cracks. How long should an appointment stay on the Dentrix Unscheduled List? Dayna recommends keeping most appointments on the list for no more than about three months. After several documented follow-up attempts, the team can remove the appointment rather than allowing the list to become unmanageable. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee and Dentrix training: https://www.novonee.com If this episode was helpful, subscribe to the High Performing Dental Team YouTube channel and share it with your office manager, scheduling coordinator, or dental team. A cleaner Dentrix database can lead to better workflows, better follow-up, and fewer patients falling through the cracks.

Dental insurance payments don’t have to be confusing, time-consuming, or difficult to reconcile. If your dental practice is still relying heavily on paper checks and EOBs, understanding EFTs and ERAs could dramatically streamline your insurance workflow and improve cash flow. In this episode of the High Performing Dental Team Podcast, Dayna Johnson sits down with dental insurance expert Colleen Huff to break down EFTs (Electronic Funds Transfers), ERAs (Electronic Remittance Advice), insurance payment reconciliation, and Dentrix insurance workflows. Colleen explains why dental practices are moving toward electronic insurance payments, how to create checks and balances, and how tools like Dentrix Insurance Eligibility Pro can improve efficiency. They also discuss why dental insurance isn't just an administrative responsibility. From accurate clinical notes and diagnostic images to treatment estimates and collections, every member of the dental team plays a role in helping the practice get paid correctly. ✅ Key Takeaways Understand the difference between an EFT and ERA and why your practice may want both. Learn how ERAs can flow directly into Dentrix and reduce manual insurance payment posting. Discover why Colleen recommends a separate bank account for dental insurance EFT deposits to make reconciliation easier. Create a checks-and-balances process so your team verifies that EFT deposits actually reached the bank before posting payments. Learn why ERAs and EFTs can save significant administrative time and help improve dental practice cash flow. Understand how electronic EOB information can be stored within the patient's Dentrix Document Center. Learn why accurate insurance breakdowns directly affect treatment estimates, patient portions, collections, and patient trust. Hear Colleen's experience using Dentrix Insurance Eligibility Pro to sync insurance information and reduce manual data entry. Discover why your entire dental team, including the clinical team, has a role in successful insurance claims and reimbursement. Learn why dental practices need to continually update their insurance workflows as payer requirements and technology change. 👥 Who This Episode Is For This episode is especially valuable for dental practice owners, office managers, insurance coordinators, financial coordinators, dental billers, front office teams, Dentrix users, and anyone responsible for dental insurance payments, claims, EOBs, EFT reconciliation, accounts receivable, or insurance verification. 🎓 Learn More From Colleen Huff Colleen offers training and resources to help dental teams understand EFTs, ERAs, insurance workflows, and the rapidly changing dental insurance environment. 👉 Learn more about Colleen's training: https://colleenhuff.com/ 📲 Ready to Improve Your Dental Practice Systems? If inefficient insurance processes, Dentrix workflows, or outdated systems are costing your team time and money, Dayna can help identify the gaps and create more efficient workflows. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee: www.novonee.com 👍 Subscribe to the High Performing Dental Team channel for practical strategies on Dentrix, dental practice management, insurance workflows, accounts receivable, treatment planning, and building a more efficient dental team.

Where Should You Make Notes in Dentrix? A Complete Guide to Dental Practice Documentation 📝 If a patient calls your dental office and says, “Someone called me yesterday, but I don’t know why,” could anyone on your team quickly find the answer? If not, you may have a Dentrix documentation problem. In this episode of the High Performing Dental Team Podcast, Dayna Johnson breaks down the many places you can make notes in Dentrix and, more importantly, explains which note belongs where. With roughly a dozen different documentation options available, having a consistent system can make a huge difference in dental practice efficiency, patient communication, onboarding, and team workflows. Consider this a mini Dentrix training session you can bookmark and share with your entire dental team. ✅ Key Takeaways Learn when to use the Appointment Book daily note for morning huddles, team reminders, goals, and information specific to that day. Use appointment notes for information related to a specific visit, including patient copays, scheduling preferences, new insurance, or ASAP List details. Understand how Appointment Book events can communicate team meetings, lunches, operatory assignments, and other scheduling information. Use the Patient Note for relationship-building information such as hobbies, family, pets, and other details that help personalize patient conversations. Document insurance plan frequencies, limitations, and plan provisions in the Insurance Plan Note, not patient-specific eligibility information. Learn the difference between the Account Note and Billing Statement Note in the patient ledger. Add notes to adjustments and payments to clearly document why financial transactions were made. Understand the difference between Progress Notes, Procedure Notes, and Clinical Notes. Use procedure notes to document treatment details that can help treatment coordinators answer patient questions and support treatment follow-up. Remember Dayna's two essential questions for clinical notes: What happened today, and what's next? Use the Office Journal as the centralized location for non-clinical patient contacts, including calls about unscheduled treatment, overdue recare, and other follow-up conversations. Use Patient Alerts strategically for important information that team members need to see immediately. Understand where information belongs in the Health History Module and how health history pop-ups work. Document insurance follow-up details in the Claim Status Notes, including who you spoke with, claim status updates, and additional information requested by the insurance company. 📥 Get the Dentrix Notes Tip Sheet Dayna created a downloadable Dentrix Notes Tip Sheet to accompany this episode. Use it as a quick-reference guide for your current team or include it in your new team member onboarding process. 👉 Download the tip sheet: https://novoneecommunity.mykajabi.com/notes_and_documentation 📲 Want Help Optimizing Your Dentrix Workflows? If your team is struggling with inconsistent documentation, inefficient workflows, or simply isn't sure where information belongs in Dentrix, let's take a closer look at your systems. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Find more Dentrix training and resources: www.novonee.com 👍 Subscribe to the High Performing Dental Team YouTube channel for more Dentrix tips, dental practice management strategies, workflow training, and practical systems you can implement with your team.

Is Your Dentrix Software Really the Problem, or Do Your Systems Need a Cleanup? Thinking about switching from Dentrix Core to Dentrix Ascend because your software feels messy, outdated, or overloaded with bad data? Before you make the leap, there’s an important question to ask: Will changing dental software actually solve the problem? In this episode of the High Performing Dental Team Podcast, Dayna Johnson shares a conversation with a dentist who was considering leaving Dentrix Core after 28 years because of messy patient ledgers, duplicate insurance plans, excessive adjustment types, and years of accumulated data. While Dentrix Ascend could provide a clean slate, Dayna explains why switching dental practice management software without fixing the underlying workflows and team habits could eventually recreate the exact same problems. Whether you stay with Dentrix Core, move to Dentrix Ascend, or consider another dental practice management system, the real goal is to build better systems, stronger SOPs, cleaner data, and consistent team workflows. ✅ Key Takeaways Don’t switch dental software just to get a clean slate. First identify what is actually creating the problems in your current system. Your workflows matter more than the software. Duplicate insurance plans, inaccurate ledgers, unnecessary adjustment types, and other data problems often come from inconsistent processes. Clean up patient ledger allocations daily. Correct allocations help ensure payments are applied to the appropriate patient and provider in Dentrix Core. Create clear rules for adding insurance plans. Dayna recommends searching by group number, group plan name, and employer before creating a new insurance plan. Limit security rights. Not every dental team member needs permission to add providers, insurance plans, payment types, billing types, or adjustment types. Build standard operating procedures before changing software. Without consistent SOPs, the same problems can follow your practice into a new system. Create recurring Dentrix cleanup workflows. Maintaining clean practice data should be an ongoing process, not a once-a-year project. Optimize the software you already have. Before investing the time and money into a software conversion, determine whether better training and systems could solve your current challenges. 👥 Who This Episode Is For This episode is especially helpful for: Dentists and dental practice owners Dental office managers Dentrix Core users Practices considering Dentrix Ascend Dental teams considering a practice management software conversion Insurance and billing coordinators Dental practices struggling with messy patient ledgers Teams dealing with duplicate insurance plans or inconsistent Dentrix data Anyone responsible for dental practice management systems, workflows, SOPs, or team training 📲 Get More Dentrix Tips & Resources Want to clean up your Dentrix workflows and create systems your entire dental team can follow? 📱 Download the Novonee app and visit the Toolbox for free Dentrix tip sheets, including resources for ledger allocations and team onboarding. Dayna specifically recommends these resources for practices working to improve their Dentrix systems. 🌐 Learn more: www.novonee.com 📅 Want personalized help optimizing your systems and software? Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call

🤖 AI is changing what it means to run a high-performing dental practice, but adding more technology without the right strategy can create more problems than it solves. In this episode of the High Performing Dental Team Podcast, Dayna Johnson sits down with Dr. Kathryn Alderman, a practicing dentist, multi-location founder, healthcare entrepreneur, and AI strategist, to discuss how dental practices can use artificial intelligence to improve efficiency without losing the human connection. Dr. Alderman shares practical ways dental teams can use AI for case acceptance, insurance verification, revenue cycle management, patient communication, business analysis, and front office workflows. Just as importantly, she explains why successful AI implementation requires strong systems, team training, thoughtful change management, and humans working alongside technology. 📘 Buy Dr. Kathryn Alderman's Book: AI Advantage: https://www.amazon.com/AI-Advantage-Transforming-Practice-Dentistry/dp/B0FT8T8ZWG ✅ Key Takeaways Discover the three AI solutions Dr. Alderman believes can have an immediate impact on dental practices: AI diagnostics, insurance and revenue cycle automation, and AI receptionists. Learn how AI diagnostics can help patients better understand treatment recommendations and support stronger case acceptance. Explore how AI can reduce time spent on repetitive insurance verification and administrative tasks. Understand how AI receptionists can help capture missed and after-hours calls without replacing the human relationships patients value. Learn why your AI tools should integrate with your dental practice management software instead of creating multiple disconnected platforms. Discover important questions to consider before giving an AI solution access to patient information. Learn why Dr. Alderman recommends focusing on one problem, one AI solution, and one successful implementation at a time. Discover how change management, education, training, and consistent follow-up can improve technology adoption. 👥 Who This Episode Is For ❓ Frequently Asked Questions How can AI be used in a dental practice? AI can support dental practices with clinical diagnostics, case acceptance, insurance verification, revenue cycle management, phone communication, business analysis, patient communication, and other repetitive administrative workflows. Will AI replace dental team members? The focus of this conversation is not replacing people. Dr. Alderman emphasizes a human-in-the-loop approach, where AI handles or supports appropriate tasks while team members continue providing the communication, judgment, and personal connection patients need. 🎙️ About Dr. Kathryn Alderman Dr. Kathryn Alderman is a practicing dentist, multi-location founder, healthcare entrepreneur, and AI strategist with more than 20 years of experience in dentistry and business strategy. Her background combines clinical dentistry, business, technology, and specialized education in building AI solutions. Her approach to AI is simple: technology should support your team, solve real problems, and help your practice perform better, not add more complexity. 📲 Ready to Optimize Your Dental Practice? Want help identifying gaps in your systems, software, and dental practice workflows? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access dental practice management resources: www.novonee.com 👍 If this episode was helpful, subscribe to the High Performing Dental Team channel, leave a comment, and share it with your dentist, office manager, or dental colleagues who are trying to figure out where AI fits into their practice.

Richard May is the Vice President of Business Development at Mango Voice, where he focuses on helping dental practices improve communication through cloud-based phone systems, AI-powered workflows, and secure practice management integrations. Richard works closely with dental teams across the country to simplify patient communication while enhancing efficiency and the overall patient experience. Learn more about Mango Voice: https://www.mangovoice.com 📞 What if every phone call to your dental practice could instantly identify the patient, summarize the conversation, and document it in Dentrix automatically? That's no longer the future. It's happening today. In this episode, Dayna Johnson sits down with Richard May, VP of Business Development at Mango Voice, to explore how AI is transforming dental practice communication. They discuss the newest Dentrix and Dentrix Ascend integration, AI-powered phone call summaries, verbal skills coaching, and why choosing secure, authorized technology is essential for protecting patient data and improving practice efficiency. Whether you're evaluating a new phone system, looking to improve team training, or exploring AI for your dental practice, this conversation will help you understand what's possible today and what's coming next. ✅ Key Takeaways Learn how Mango Voice integrates directly with Dentrix and Dentrix Ascend using an approved API. Discover how AI-generated phone summaries automatically document conversations in the Dentrix Office Journal. Understand how screen pop technology improves the patient experience before the phone is even answered. Learn why standardized call notes improve communication across in-office and remote teams. Explore AI-powered verbal skills coaching that helps team members practice real patient conversations in a stress-free environment. Find out how sentiment analysis and call scoring can improve customer service and team performance. Understand why secure, authorized software integrations are critical for protecting patient data. Get a realistic look at the future of AI receptionists, after-hours call handling, and practice automation. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Office managers Front office coordinators Dentrix and Dentrix Ascend users Dental teams evaluating phone systems Practices exploring AI and workflow automation Anyone looking to improve patient communication and team efficiency ❓ Frequently Asked Questions Q: What does Mango Voice integrate with? Mango Voice offers a direct, authorized integration with Dentrix and Dentrix Ascend, allowing patient information, call summaries, and Office Journal notes to flow seamlessly into your practice management software. Q: How can AI improve phone training for dental teams? AI-powered verbal skills coaching allows team members to practice real-world patient conversations, receive immediate feedback, and build confidence without traditional role-playing. Q: Why is an authorized Dentrix integration important? Authorized integrations help protect patient data, reduce duplicate data entry, improve workflow efficiency, and ensure your software follows security and compliance best practices. Learn more about Mango Voice: https://www.mangovoice.com 📲 Want Help Choosing the Right Technology for Your Practice? Dayna carefully evaluates every software recommendation based on workflow efficiency, data security, and real-world results for dental practices. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free Dentrix resources: https://www.novonee.com #DentalTechnology #DentalAI #MangoVoice #DentalWorkflows #PatientCommunication 👍 If you enjoyed this conversation, subscribe to the channel, leave a review, and share this episode with your office manager, front desk team, or study club. The right technology can save your team time while creating a better experience for every patient.

In case you missed it, this week's podcast is a replay from last year. I chose to bring this episode back because the guidance is still incredibly valuable. Keeping your Dentrix database clean is one of those maintenance tasks that never goes out of style, and if your practice has experienced staffing changes recently, this is the perfect time for a refresher. 🍂 Is your Dentrix database cluttered with inactive providers and former team members? A simple cleanup can improve reporting, streamline scheduling, and keep your practice running more efficiently. In this episode, Dayna Johnson kicks off her Dentrix Fall Cleanup Series by walking through the correct way to inactivate providers and team members without affecting your historical data. Learn what really happens behind the scenes in Dentrix, what changes to expect, and how to confidently clean up your database while preserving accurate production, accounts receivable, and reporting. If you've been putting off this maintenance because you're worried about changing historical records, this episode will give you the confidence to tackle it the right way. ✅ Key Takeaways Learn why it's important to inactivate former providers and team members in Dentrix. Understand what information does and does not change when you inactivate a provider. Discover why Dentrix requires a replacement provider or team member during the process. See how future appointments, treatment plans, and reminders are reassigned automatically. Learn why historical production, payments, clinical notes, and completed procedures remain unchanged. Understand how primary providers (Provider 1) and preferred hygienists (Provider 2) affect reports and patient records. Find out why inactive providers may still appear on Provider A/R reports. Learn the additional steps required before inactivating a team member in Dentrix. Keep your database organized without compromising historical reporting. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Office managers Practice administrators Dentrix users Scheduling coordinators Financial coordinators Dental teams preparing for ownership changes, staffing transitions, or database cleanup ❓ Frequently Asked Questions Q: Will inactivating a provider change historical production or reports? No. Inactivating a provider does not change historical production, payments, adjustments, clinical notes, or completed procedures. It primarily affects future appointments, treatment plans, and other active items. Q: Why does Dentrix require a replacement provider? Dentrix needs a replacement so future appointments, treatment-planned procedures, patient assignments, and reminders continue functioning correctly after the original provider is inactivated. Q: Can I inactivate team members the same way as providers? Yes, but there is one important difference. All users must be logged out of Dentrix before a team member can be inactivated. 📲 Ready to Optimize Your Dentrix Database? Keeping your Dentrix database clean is one of the easiest ways to improve reporting accuracy and simplify daily workflows. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free Dentrix resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentrixTips #DentalPracticeManagement #DentalOffice #PracticeManagement #DentalWorkflows #OfficeManager #DentalTeam 👍 If this episode helped you better understand Dentrix provider cleanup, subscribe to the channel, leave a review, and share it with another dental office manager or practice owner who could benefit from a cleaner, more organized database.

🔒 Think your dental practice is HIPAA compliant? One small oversight could put your patient privacy—and your practice—at risk. In this episode, Dayna Johnson sits down with compliance expert Linda Harvey to discuss the latest HIPAA updates, patient privacy best practices, and practical compliance strategies every dental practice should know. From managing patient disclosures to handling 18-year-old patients, updating your Notice of Privacy Practices, and protecting sensitive patient information, this conversation is packed with actionable guidance for today's dental teams. If you're a dentist, office manager, or team member responsible for patient communication and compliance, this episode will help you navigate today's evolving HIPAA requirements with greater confidence. ✅ Key Takeaways Learn what changed in the latest HIPAA requirements and why your practice may need to update its Notice of Privacy Practices. Understand how to properly document patient acknowledgements and maintain HIPAA records. Discover best practices for handling privacy requests from spouses and family members. Learn why every patient turning 18 years old should complete new HIPAA authorization forms. Add HIPAA and compliance reminders to your morning huddle or monthly team meetings. Understand how substance use disorder (SUD) privacy rules impact dental practices. Learn where your HIPAA Notice should appear on your website for better compliance. Create a stronger culture of compliance through consistent team education and communication. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Dental office managers Front office and administrative teams Compliance coordinators Dentrix users Dental consultants Any dental practice looking to strengthen HIPAA compliance and patient privacy procedures ❓ Frequently Asked Questions Q: Does every dental practice need to update its HIPAA Notice of Privacy Practices? Yes. When there are substantive changes to HIPAA regulations, practices should update their Notice of Privacy Practices and provide the revised version to patients. Q: What happens when a patient turns 18? Once patients become legal adults, they should sign their own HIPAA authorization forms and identify who the practice may communicate with regarding their care and financial information. Q: Where should a HIPAA Notice of Privacy Practices be posted? In addition to displaying it in your office, your website should make the Notice of Privacy Practices easy to find—ideally within the main navigation or new patient section rather than buried in the footer. 🎙️ About Our Guest Linda Harvey is a veteran risk manager and strategic advisor to dental practices, group practices, and DSO's who want to anticipate risk, navigate emerging threats, and elevate their compliance expertise. 🌐 Learn more about Linda and the Dental Compliance Institute: https://www.dentalcomplianceinstitute.com 📲 Want Help Optimizing Your Dental Systems and Compliance Workflows? If you'd like help implementing stronger systems, improving your Dentrix workflows, or updating patient communication processes, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com #HIPAACompliance #Dentrix #DentalPracticeManagement #DentalOffice #PatientPrivacy #DentalCompliance #DentalTeam #DentalWorkflows 👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your team so together we can build safer, more efficient dental practices.

⏰ Feeling overwhelmed in your dental practice? You may not need more team members—you may just need better systems. In this episode, Dayna Johnson shares one of the most impactful lessons from her nationwide Dentrix User Meetings: four practical ways dental teams can buy back time, reduce stress, and improve efficiency. Drawing from real conversations with office managers and practice owners, Dayna explains how stronger workflows, automation, and accurate data can transform the way your practice operates. Whether you're using Dentrix or another dental practice management software, these strategies will help your team spend less time scrambling and more time delivering an exceptional patient experience. ✅ Key Takeaways Shift from scramble time to preparation time with better pre-visit workflows. Embrace automation for insurance eligibility, appointment confirmations, online scheduling, and patient forms. Trust and optimize your automation tools instead of creating manual workarounds. Build a team-wide commitment to accurate, complete data entry. Finish every task all the way to the finish line to prevent costly mistakes. Eliminate outdated pop-ups and keep patient records clean and relevant. Use the Office Journal and reminders instead of relying on memory. Apply the KISS Method (Keep It Super Simple) to create workflows that are easier to train, follow, and scale. Strong systems reduce stress, improve patient care, and create high-performing dental teams. 👥 Who This Is For This episode is perfect for: Dentists and practice owners Dental office managers Front office and administrative teams Dentrix users Dental consultants Practices looking to improve efficiency, reduce overwhelm, and optimize workflows ❓ Frequently Asked Questions Q: How can dental practices save time without hiring more staff? By improving workflows, embracing automation, maintaining accurate data, and simplifying daily processes, practices can reduce inefficiencies and reclaim valuable time. Q: What automation tools should every Dentrix practice use? Appointment confirmations, insurance eligibility verification, online scheduling, electronic patient forms, and automated patient communication are some of the biggest time-saving tools available. Q: Why is accurate data so important in Dentrix? Accurate patient information allows automation to work correctly, reduces errors, improves communication, and helps every team member work from the same reliable information. 📲 Ready to Optimize Your Dental Practice? If you'd like help improving your Dentrix workflows, creating stronger systems, or reducing stress in your practice, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com 🎓 Join one of Dayna's upcoming Dentrix User Meetings to discover practical strategies that help dental teams save time, improve workflows, and create a better patient experience. #Dentrix #DentalPracticeManagement #DentalWorkflows #DentrixTips #DentalOfficeEfficiency #DentalAutomation #PracticeGrowth #HighPerformingDentalTeam 👍 If you found this episode helpful, subscribe to the channel, leave a review, and share it with your dental team or study club so more practices can benefit from these time-saving strategies.

🖨️ If your printer stopped working tomorrow, would your dental practice come to a halt? If the answer is yes, it may be time to rethink your workflows. In this episode, Dayna Johnson challenges one of the biggest productivity habits still found in many dental offices: printing Dentrix reports. Learn why paper reports create outdated information, slow down your team, and prevent you from taking advantage of the powerful, interactive tools already built into Dentrix. You'll discover how to replace printed reports with live workflows using Collection Manager, Claims Manager, the Office Journal, Continuing Care Lists, and electronic forms. These simple workflow changes can help your practice become more efficient, reduce paper clutter, improve patient communication, and keep your team working with real-time data. ✅ Key Takeaways • Stop printing Dentrix reports and work from live, interactive data. • Printed reports become outdated as soon as new information is entered. • Use Collection Manager instead of the Accounts Receivable Aging Report. • Replace the Insurance Aging Report with Claims Manager for real-time claim tracking. • Manage overdue hygiene patients with Continuing Care Lists instead of printed reports. • Use the Office Journal as your central hub for patient communication and reminders. • Electronic health history forms improve patient experience and automatically update Dentrix. • Digital workflows save time, reduce paper waste, and improve practice efficiency. • Small workflow changes can create significant improvements in productivity. 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Dental office managers • Administrative teams • Insurance coordinators • Scheduling coordinators • Dentrix users • Dental practices looking to eliminate paper-based workflows and improve efficiency ❓ Frequently Asked Questions Q: Should dental practices still print Dentrix reports? No. Interactive reports inside Dentrix provide real-time information, are automatically refreshed, and allow you to quickly access patient records without working from outdated paper copies. Q: What reports should replace printed aging reports? Use Collection Manager for patient balances and Claims Manager for outstanding insurance claims. Both provide live, searchable information that updates throughout the day. Q: Why should dental offices switch to electronic forms? Electronic forms save time, improve patient accuracy, sync directly into Dentrix, and provide a much better patient experience than paper forms. 📲 Ready to Optimize Your Dentrix Workflows? If you'd like help creating more efficient systems, eliminating paper-based processes, and getting the most from your Dentrix software, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more and access free resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentalPracticeManagement #DentrixTips #DentalOfficeEfficiency #PaperlessDentalOffice #DentalWorkflows #DentalTechnology #PracticeGrowth 👍 If this episode helped you rethink your workflows, be sure to like, subscribe, and share it with your dental team!

In case you missed it, this is a replayed moment from last year and one of the most listened-to podcast episodes because so many dental practices are making big decisions about insurance participation. If your practice is going out of network with insurance plans, your Dentrix setup needs to change with you. 🦷 Thinking about taking your dental practice out of network? Before you make the switch, make sure your Dentrix insurance setup is ready. In this episode, Dayna Johnson explains the essential Dentrix changes every dental practice should make when transitioning from in-network to out-of-network insurance. She walks through the differences between the Fee Schedule Method and the Allowed Amount Method, explains how to update treatment plan fees, and shares practical tips to help your team continue creating accurate treatment estimates. Whether you're a dentist, office manager, or insurance coordinator, this episode will help you avoid common setup mistakes and ensure your Dentrix workflows continue to support efficient scheduling, patient communication, and collections. ✅ Key Takeaways • Understand the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix. • Learn the first steps to take when transitioning from in-network to out-of-network insurance. • Discover how to update insurance plans without disrupting your daily workflow. • Learn why copying your full fee schedule can buy your team valuable setup time. • Understand when and how to unlink fee schedules from insurance plans. • Update existing treatment plan fees to prevent inaccurate estimates. • Clear Allowed Amount tables when using the Allowed Amount Method. • Improve treatment estimates and day-of-service collections with proper insurance setup. • Prepare your Dentrix system for more accurate insurance calculations moving forward. 👥 Who This Is For This episode is perfect for: • Dentists transitioning out of insurance networks • Dental office managers • Insurance coordinators and financial coordinators • Dentrix users • Dental consultants and practice administrators • Teams responsible for insurance setup and treatment planning ❓ Frequently Asked Questions Q: What should I do in Dentrix when my practice goes out of network? You'll need to update your insurance setup by removing or replacing in-network fee schedules, updating treatment plan fees, and adjusting insurance benefit settings depending on whether you use the Fee Schedule or Allowed Amount Method. Q: What's the difference between the Fee Schedule Method and the Allowed Amount Method in Dentrix? The Fee Schedule Method posts contracted fees directly to the ledger, while the Allowed Amount Method posts full fees but estimates insurance using contracted amounts. Q: Will Dentrix automatically update my treatment plans after I go out of network? No. Existing treatment plans must be updated manually or by using the Update Treatment Plan Fees feature inside Dentrix. 📲 Ready to Optimize Your Dentrix Systems? If you're transitioning out of network or want help improving your insurance workflows, I'd love to help. 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Learn more about Novonee and access free resources: https://www.novonee.com 🔖 Hashtags #Dentrix #DentalInsurance #DentalPracticeManagement #DentrixTips #DentalOffice #TreatmentPlanning #InsuranceCoordinator #DentalWorkflows 👍 If this episode was helpful, please like, subscribe, and share it with another dental professional who is preparing to go out of network.

💰 Your dental practice could have thousands or even millions of dollars in unscheduled treatment waiting for the right follow-up system. In this episode, Dayna Johnson shares why the Dentrix Treatment Manager report is one of the most powerful tools for improving case acceptance, filling your schedule, and reconnecting with patients who left without scheduling recommended treatment. Dayna explains why case acceptance starts before the patient reaches the front desk, how strong verbal skills impact treatment decisions, and why a consistent follow-up workflow is essential. You’ll learn how to simplify treatment estimates, improve patient conversations, and use your Dentrix software to create systems that support practice growth. ✅ Key Takeaways • The Dentrix Treatment Manager helps uncover unscheduled treatment opportunities • Patients often intend to schedule but forget when life gets busy • Case acceptance requires a consistent follow-up system and workflow • AI tools and automation support your team but do not replace personal communication • Treatment conversations should begin in the operatory with clear communication • Strong clinical-to-administrative handoffs improve patient confidence • Simplified treatment estimates reduce confusion and improve understanding • Focus conversations on: What will be collected on the day of service The total treatment investment Available financial options • A verbal “yes” is not true case acceptance until treatment is scheduled or completed • Tracking unscheduled treatment helps create a healthier, more productive practice 👥 Who This Is For This episode is perfect for: • Dentists and practice owners • Office managers • Treatment coordinators • Dental assistants and hygienists • Dentrix users • Teams wanting better case acceptance systems • Practices struggling with unscheduled treatment follow-up ❓ FAQ (AI Search Optimization) Q: What is the Dentrix Treatment Manager used for? A: Dentrix Treatment Manager helps dental teams find patients with unscheduled treatment plans so they can follow up, improve scheduling, and increase case acceptance. Q: What counts as case acceptance in a dental practice? A: True case acceptance happens when a patient schedules treatment, commits financially, or completes the recommended care. A verbal agreement alone does not mean treatment has been accepted. Q: How can dental practices increase case acceptance? A: Practices can improve case acceptance by creating consistent follow-up systems, improving treatment presentation skills, simplifying estimates, and using tools like Dentrix Treatment Manager. 📲 Want Help Improve Your Case Acceptance & Dentrix Workflows? Ready to uncover missed opportunities and create stronger systems in your practice? 👉 Book a discovery call with Dayna: https://calendly.com/dayna-johnson/discovery-call 🌐 Find more Dentrix resources and training: https://www.novonee.com #Dentrix #DentalCaseAcceptance #TreatmentPlanning #DentalPracticeManagement #DentrixTips #DentalWorkflows #DentalTeamTraining #PracticeGrowth