Denticon highly recommends to “close out” the data each month in order to:
- ensure that staff is not able to financially manipulate past transactions
- ensure financial integrity of the recorded transactions data
- ensure that monthly and yearly reports will be consistent
Denticon's “Close Out” function is performed via:
- Click the word “Setup” and choose the “Close Out” option from the drop-down list
- Using the calendar Date Selector icon, choose the desired “New Closing Date”
- Click the Close Out button
NOTE: Multi-location organizations are able to close out all locations at once by checkmarking the “Close All Offices” box before clicking the Close Out button.
Per the guidance on the “Setup / Close Out” screen, the function is used to "Close Out" the system as of the date that is specified on the screen. The office may run this program at any time that is desired – daily, weekly, monthly, quarterly. The function, by programming default, suggests the previous date; however, the office may backdate the close out date to a differently desired date. It is highly recommended that this program be run at least once a month.
While on the “Setup / Close Out” screen, Denticon recommends to reset insurance benefits at the beginning of months February through December.
NOTE: Denticon’s Support Team will reset yearly benefits only at the start of the calendar year which will affect only the insurance plans with a January 1 date, as is indicated in the insurance plan setup as “Anniversary = 1/1.” It is the office’s responsibility to reset insurance benefits for insurance plans which have a different Anniversary date.
Denticon recommends to generate batch statements "Reports / Statements" each month:
- Click the word “Reports” and choose the “Statements” option from the drop-down list
- Click the Print Statements button
- Ensure all statements are printed to paper before continuing
- If the office uses Denticon’s “Patient Portal” feature, click the Email Statements button in order to notify the Responsible Parties of money due to the office
- LAST step, click the Update Stmt Dates button
- Do NOT click the Update Stmt Dates button until all statements have been generated via the Print Statements and Print Statements button!
NOTE: More information about generating batch statements may be found in the KnowledgeBase by searching the term “statements.”
NOTE: Denticon’s team is able to generate the office’s monthly statements for a nominal fee.
Denticon recommends these monthly reports:
- Reports / Monthly Reports / Aging-Detail (if the organization is a single location organization)
- Reports / Monthly Reports / Aging by Home Office (if the organization is a multi-location organization)
- Reports / Insurance Reports / Outstanding Claims may also be ran for Pre-Auth Outstanding Claims
- Reports / Recall Reports / Recall Post Cards/Recall Due not Scheduled Report
- Reports / Postcard / Recall Postcards for Recall Due/ No Recall Date/ Not schedule
- Reports / Postcard / Recall Postcards for Schedule Recall
- Reports / Treatment Plan Reports / Treatment Plan Status Report – Detail
- Reports / Daily Reports / Deposit Slip-Credit Card (to reconcile monthly credit card transactions)
- Reports / Insurance Reports / Capitation Utilization - Detail (if the office is a Managed Care/capitation/DHMO office)
Denticon recommends to generate this report for year-end information:
- Reports / Monthly Reports / Executive Summary
NOTE: Some reports have only one date available for the “Report Date” field. Denticon recommends to generate these reports for the default date in order to obtain “right now” information on the report. For reports which have a date range available, Denticon recommends that the office generate the reports for the desired date range.