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P r e s e n t e r : J e s s i c a N a p i z a , S o f t w a r e Tr a i n i n g M a n a g e r

Clinical Workflow Best Practices

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Speaker Disclosure

Jessica Napiza is an employee of Henry Schein One.

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Does this sound familiar?

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• Helps maximize your organization’s efficiency

• Helps ensure patients get same great dental experience every single time

• Predictable, accurate results

• Standardization of dental staff roles and responsibilities

• Provides scalable solutions to support organizational growth and changes

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How workflows can benefit you

Recommended Clinical Workflow for Dentrix Enterprise

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1. Confirm Clinical Readiness

2. Conduct a Patient Medical History Review

3. Clinical Charting

4. Manage Treatment Plans

5. Document Changes/Additions to Planned Treatment

6. Post Scheduled Procedures Complete

7. Document Clinical Notes

8. Schedule Next Appointments 7

Overview of Clinical Workflow

Confirm Clinical Readiness

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• Verify patient readiness using More Information

• Available readiness markers include Patient Tags, Continuing Care, Treatment Plans, Treatment Requests and more

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Patient Clinical Readiness with More Information Window

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• Front office checks in the patient and confirms they are ready for treatment.

• Clinical team confirms patient is ready for treatment by updating the Appointment Status to Seated.

• Next, open the patient’s Patient Chart to begin clinical exam.

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Clinical Readiness Communication

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Conduct a Patient Medical History Review

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1. Update a patient’s Problems, Allergies and Medications

2. Complete a Patient Health Assessment

3. Determine Pain Level

4. Update Smoking Status

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Reviewing Patient Medical History

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• Indicate any changes by selecting Change

• The medical alerts window will open once the Medical History is reviewed, allowing you to make the necessary updates

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Step 1: Review Problems, Allergies and Medications

• Track patient’s vitals signs, height, weight, etc.

• Some measurements are necessary for Meaningful Use

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Step 2: Complete a Patient Health Assessment

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• Document notes about patient pain.

• What is their chief complaint?

• Workflow Insight: Pain level of 4 or greater – activates additional pain questions in today’s Clinical Note

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Step 3: Determine Pain Level

• The Smoking Status menu allows for tracking of current smoking status.

• Each change in Smoking Status is documented in History.

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Step 4: Update Smoking Status

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• To have the Medical History Review dialog box open when the Patient Chart opens, a Global Setting must be enabled. o Contact a support representative for assistance at 1-800-459-8067 (option 2)

• If you selected Change for any of the problems, medications or allergies, the Medical Alerts window opens automatically after you click OK. This allows you to make the appropriate changes to the patient’s medical alerts. o Help File: Assigning Medical Alerts

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Best Practices – Medical History Review

• What does your practice do differently when conducting Medical History reviews?

• What do you do the same?

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Let’s Talk Workflows

https://hsps.pro/DentrixEnterprise/Help/mergedProjects/Other%20Features/desktop/Medical_alerts/Assigning_medical_alerts.htm

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Clinical Charting of Conditions, Existing and Treatment Plan Procedures

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1. Confirm Chart Provider

2. Update Primary vs Permanent Dentition

3. Complete Hard Tissue Exam

4. Link Conditions to Treatment Planned Services

5. Select Treatment Plan Approval Status

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Clinical Charting

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• Several ways to change the charting session provider: o Setting up a Default Chart Provider

o Changing Provider from the Patient Chart

o Change Provider Override in Clinic Resource Setup

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Step 1: Confirm the Chart Provider

• In the Office Manager, click Maintenance > Practice Setup > Practice Defaults… o Patient’s Primary provider

o Specify a provider

o Provider from Selected Appointment – Must have an appointment selected from the

Appointment Book or More Information window for this to work

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Setting up a Default Chart Provider

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• From the Patient Chart, click File > Change Provider.

• Select the appropriate provider

• All treatment will now be entered under the new provider.

• When you switch to a different patient, the chart provider will change back to the Default Chart Provider.

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Changing the Provider in the Patient Chart

• From the Office Manager, Click Maintenance > Practice Setup > Clinic Resource Setup. Then Edit the Clinic Information and click the Settings tab. o Overrides the Default Provider

– Per Patient – Per Session

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Change Provider Override

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• Check to see if dentition is an accurate representation of the patient’s teeth o Tip: Do NOT change the default

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Step 2: Update primary vs permanent dentition

• Enter existing treatment, conditions, and recommended treatment as necessary in the graphic chart o Assess patient’s current condition

o Document existing treatment

o Enter recommended treatment

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Step 3: Complete Hard Tissue Exam

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• Use the Auto State button to save time

• Enable Auto-State button to post treatment of the same status (existing, conditions, treatment planned, completed) without having to select the status each time

• Keeps the status button selected until you disable auto-state

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Tip: Using the Auto State button

• Workflow Insight: Automate the invalidation of conditions upon completion of a treatment planned procedure.

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Step 4: Link Conditions to Treatment Planned Services

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• Customize in Definitions

• Communication tool between front and back office

• Example Approval Statuses: o Pre-Auth Required, Pre-Auth Sent,

Approved, Rejected

• Run the Treatment Plan Approval Status Report

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Step 5: Select Treatment Plan Approval Status

• Standardize Chart colors across workstations and sites o Help File: Customizing chart colors

• Enable the option to use paint colors for progress notes. Helps to easily identify conditions vs completed vs treatment planned procedures o Help File: Customizing chart colors

• Create procedure button templates based on role o Release Guide: Dentrix Enterprise 8.0.9

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Best Practices – Clinical Charting

https://hsps.pro/DentrixEnterprise/Help/mergedProjects/Patient%20Chart/desktop/Customizing_the_Patient_Chart/Customizing_chart_colors.htm https://hsps.pro/DentrixEnterprise/Help/mergedProjects/Patient%20Chart/desktop/Customizing_the_Patient_Chart/Customizing_chart_colors.htm https://hsps.pro/DentrixEnterprise/Documentation/Dentrix_Enterprise_8.0.9_Release_Guide.pdf

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• What does your practice do differently when charting clinical treatment?

• What do you do the same?

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Let’s Talk Workflows

Treatment Planner Managing Treatment Planned Procedures

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• Workflow Insight: The Treatment Planner processes will provide your team with the clarity of recommended treatment, treatment sequence and status of treatment cases.

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Treatment Planner

1. Sequence Treatment Visits

2. Link Cases

3. Treatment Plan Review with Patient

4. Update Case Status History

5. Sign Consent Forms

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Managing Treatment Plans

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• Create cases to organize treatment planned procedures

• Sequence treatment planned services into visits

• Workflow Insight: You can view treatment plan visits in the Treatment Planner, Appointment Information dialog box and in the More Information Window.

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Step 1: Sequence Treatment Visits

• Link Treatment Cases

• Create Alternate Treatment Cases o If you accept one, the other is automatically

rejected

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Step 2: Link Treatment Cases

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• Modify Treatment Planner view layout, as needed.

• Print Patient Treatment Case, as needed.

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Step 3: Treatment Plan Review with Patient

• Update Case Status

• Enter notes regarding the case status change

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Step 4: Update Case Status History

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• If needed, review and obtain signature on applicable consent forms

• Workflow Insight: Once the consent form is signed, a copy of the signed consent will automatically be saved in the pa