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Dentrix ID Mpping

Michael Satterfield
Updated

Go to Office Manager

Dentrix1.png

Go to menu:  Letters & Custom Lists > Misc. Letters

Highlight "Patient Report (by filters)" and click Edit to open the Patient Report View

Select the filters you want to use to narrow the report data

Also make sure that <ALL> is selected for the fields highlighted below, that other fields are unchecked as shown below, and that "Does not apply for this letter" is selected for the Privacy  Request radio button.

Also confirm that no date ranges are specified in any of the boxes, such as Last Visit Date.

Dentrix2.png

Click the Data Fields tab and check only the Patient section.  Then within the patient section, check Last Name, First Name, Middle initial, Chart #, Gender, Birthdate, Other ID

NOTE - Include Middle Initial as well

Dentrix3.png

Click OK to close the Patient Report View.

Click Open in Notepad to view the spreadsheet.

Dentrix bridges patient information to XrayVision / Apteryx through our DataGrabber utility, so we need to make sure the patient info in Apteryx matches the patient info that is being bridged from Dentrix through DataGrabber to Apteryx.  This depends on the customer's settings in DataGrabber. 

By default, DataGrabber is set to "include middle initial in first name field", and is also set to NOT bridge the Dentrix chart ID (which will instead bridge the PATID from Dentrix).  But depending on their old setup, some PCs may have bridged chart ID, while others did not. So the old data we are trying to clean up could be messy.

The goal should be to match the DataGrabber bridge settings going forward, so if their Datagrabber bridge to Apteryx has these settings:

Dentrix4.png

This means that your mapping will need to:

  1. Retain any middle initials on the first name field. You can check if a first name had a middle initial in Excel, by making a new column and then using this formula:

    1. =EXACT(" ",LEFT(RIGHT([Column3],2),1))

    2. Then sort by the new column. All the TRUE records have a middle initial and should keep the middle initial.

  2. Assign the Dentrix PATID to as many patients as possible, and replace  any old Dentrix chart IDs (e.g. AB00123) with PATID instead.

  3. NOTE:  To match on Name + Birthdate, you will need to first copy the FN column to a new column, then remove all the middle initials from that copied column:

    1. Copy the column into Notepad++ then use this Regular Expression search:

      1. Find: <space character>[A-Z]$

      2. Replace:  <nothing>

    2. Then make a new Name+DOB column that combines the FN column WITHOUT middle initials, the LN, and the DOB columns