axex dental practice management system manual (v.1.0)

Access Axex Dental PageTo access our page enter the following into the address bar of a Google Chrome web browser:"http://axexdental.local", after setting up your SmartJobsQ server in your office.

Inital Setup- Login ScreenThis will be the first screen you will see. Select user "Administrator" and enter password"axexdental1".

Inital Setup

Inital Setup Page 1

Intial Setup- SettingsDo NOT add an operatory yet. We will leave that for last. Click the gear between the portait icon andthe online support button. Select the single gear icon on the popup menu to enter the settings area.

Inital Setup

Inital Setup Page 2

Initial Setup- ProvidersOpen the Add Providers screen by clicking first on the providers buttons on the left (1), and the AddProvidres selection on the top (2). A provider is a person that will be preform billable procedures on apatient, such as dentist and hygienist. Under Suffix enter the letters associated with providers tittlesuch as DDS or DMD for dentist and RDH for hygienist. Click on the "Submit" button at the bottom ofthe screen to complete the provider information, such as name of the practice, DEA license number,etc.

Inital Setup

Inital Setup Page 3

Inital Setup- Provider Basic InfoEnter additional information in this section. The information here is required to idenitfy your practiceon printed documents and correspondence.

Inital Setup

Inital Setup Page 4

Inital Setup- Provider Advance InfoThis is the information required for filing claims, writing prescriptions, etc. As a general rule thisinformation needs only be filled for the billing dentist.

Inital Setup

Inital Setup Page 5

Inital Setup- Fee SchedulesBefore most of the functionlity of the software is availalbe your will need to create a fee schedule. Dothis by clicking on Fees & Schedule buttons on the left where you see the number 1 and then in theAdd Schedule button along the top (2). Enter a name and then a select the blue Submit button toadd it to the list.

Inital Setup

Inital Setup Page 6

Inital Setup- ScheduleMake sure to select check the Default box on the rightmost cell of the newly created schedule. Thenclick on the Edit button to edit your fees for the new schedule.

Inital Setup

Inital Setup Page 7

Inital Setup- Edit FeesSelect the first code you wish to edit by clicking the cell under the Amount column for that code.Enter the desired fee in dollars and cents (0.00) then press the Tab or Enter key to proceed to thenext one. Do this for all fees you wish to place a price on remembering that there may be manypages for codes depending on how many are diplayed per page. Note: Codes not assigned a valuewill default to a fee of $0.00.

Inital Setup

Inital Setup Page 8

Inital Setup- Add UserOpen the Add User screen by clicking first on the "Administrator Dashboard" buttons on the left (1),and the "Add User" selection on the top (2). Even if you have created a provider, you will still need tocreate a User for that provider to be able to log in and out of the program. Click submit to add user touser list under "Users."

Inital Setup

Inital Setup Page 9

Inital Setup- ShelvesThis are will allow you to create shelves for office organization. Look at the ones listed on the imagefor examples of possible shelves.

Inital Setup

Inital Setup Page 10

Intial Setup- Office HoursThis may be the same hours set for the provider, but may also differ.

Inital Setup


Intial Setup- Add OperatoryNow you may create an operatory by clicking the Add Operatorory blade.

Inital Setup


Inital Setup- Operatory InfoEnter the operatory name and abbreviation on this page. Then select the provider associated withthis operatory from the drop down menu. Click on submit to complete the operation.CONGRATULATIONS! You are now ready to start.

Inital Setup


Know Your SettingsUse this section to specify user and software settings. If you do not see the options bound by the redbox, your user account does not have administrator privileges. You should ask your softwareadministrator (i.e., the doctor) to add administrator privileges to your account.

Know Your Settings (1.0)

Know Your Settings (1.0) Page 1

User Profile- BasicYou may use this section to change your photo/avatar. Click or tap on the picture to change it. Entername and email of user for services such as password reset or intra-office communication. Note:

Don't forget to press update after making changes to save them.



User Profile- Displayed OperatoriesUse this section to select what operatories will be displayed for this user. Reorder them by draggingthe one you want to appear to the furthest left at the top.



User Profile- Password ChangeUse this area to change the User's password. If the User has forgotten the password use edit user,under "Administrator Settings" to reset password to default password.



ProvidersEdit the list of providers attached to the practice. A provider is any person in a practice that doesbillable work on a patient, such as a doctor or a hygienist.1. Select the icon under this column to edit a provider's information.2. For reasons of data integrity, providers cannot be deleted from our software. Use the hide optionto remove a provider from an internal list of providers selectable throughout the software. Note:When presented with a table, click on one of the column headings to organize and/or group resultsaccording to column criteria (eg. hidden and unhidden).



Providers- Add ProvidersEnter initial provider data on this screen and hit submit. A new window will open with additional datathat must be filled out for billing purposes.



Provider- Add/Edit Basic InfoEnter basic information about a provider on this page. This is the minimum data needed to producereports, print statements, etc. Please filll the information under "Advance Info" for insurance billing,prescriptions authentification, etc. The color chosen here will be applied to any operatories orappointments created for this provider.



Providers- Add/Edit Advance infoThis information is important for insurance billing, e-prescribing, and EHR compliance. In mostcases. this information is only needed for the billing doctor and not for hygienists or associates billingunder the main doctor's name. DO NOT FORGET to select the "Update" button to save yourinformation.



Fees & SchedulesUse this area to create, edit, and manage your fee schedules. Without one of these, you will beunable to create progress notes, treatment plans, produce claims, and statements. Note: Select adefault fee schedule that will be assigned automatically to clients with or without insurance. You canalways select a different fee schedule when adding insurance to a patient.

1. Use the "Add Schedule" option to create a new schedule.2. Use this option to create custom codes for internal office use.3. Use this option to select how many items will be displayed per page in this table. This is

especially useful to take advantage of larger monitor by displaying more editalbe items perpage.

4. Click one of the buttons on this column to edit the schedule on that row.5. For reasons of data integrity, fee schedules cannot be deleted from our software. Use the

hide option to remove a fee schedule from an internal list of schedules selectable throughoutthe software.

6. IMPORTANT: Without a default schedule, you will not be able to use most of this

software functionality.



Fees & Scehdules- Add ScheduleUse area to name your schedule before proceeding to the list of fees. When finished, click thesubmit button to see the full list of procedures to assign fees to.



Fees & Schedules- Add/Edit FeesThis is where fees are assigned to procedures. Areas left blank can will assume a value of $0.00.

1. Use this option to select how many items will be displayed per page in this table. This isespecially useful to take advantage of larger monitors by displaying more editable items perpage.

2. Limit the items on the list by entering a search term.3. Click on the last cell of the row under "Amount" to edit or change a fee. Pressing the tap or

enter keys to save the value and move to the next amount on the list.



Admin Dashboard- UsersUse this area to access all the administration processes of the software. These settings are globalsettings that will affect all users equally.

1. Add and remove shelves in this section of the software. You may also change the order ofshelves in this area.

2. Edit the global office hours.3. Use this section when instructed by tech support technician to give the Axex Dental support

team access to the inner workings of your SmartJobsQ server.4. Add, remove, and edit operatories in this area.5. Click one of the buttons on this column to edit the user on that row.6. For reasons of data integrity, users cannot be deleted from our software. Use the hide option

to remove a user from an internal list of users selectable throughout the software.



Admin Dashboard- Edit UserUse this area to edit user information and settings.

1. This area controls the time before the software will log out the user and force the user toenter the password once more. Enter time in minutes (eg. "60" minutes for an hour, or "100"minutes for 1h 40m).

2. Select between staff and administrator settings as user roles.3. This resets the user password to the default password. Consult the installation instructions

for this password.4. Remember to click the update button when you are finished changing a setting on this dialog.



Admin Dashboard- Add New UserDo not forget to assign a role to this user berfore selecting "Add User" button.



Admin Dashboard- Edit ShelvesUse this to create, organize, and remove the shelves that will appear along the bottom of the screenin every page of software.

1. Use this field to create a new shelf.2. Move these around to organize the order of the shelves. You may also completely remove a

shelf from the list using the so named button.



Admin Dashboard- Operating HoursUse this section to enter the earliest hour your will ever see patients and the time after wish you'llnever schedule a patient. If your office has odd hours, select times that will encompass all operatinghours expected to be available.

Admin Dashboard- Remote SupportFor your safety and that of the your patient data, your SmartJobsQ server is closed to outsideaccess. By selecting "Start Connection" you create a secure tunnel between your server and ourcomputers. This way we will be able to perform any mantainance as needed to our software andyour database. WARNING: Make sure and close the connection in this area after receiving support.



Admin Dashboard- OperatoriesUse this area to edit and hide operatories. Select an operatory to see more options.



Know Your Appointments Module

Axex Dental Software-Appointments

Axex Dental Software-Appointments Page 1

Main Navigation BarThis bar can be found on all sections of the software. It contains the main navigation for the program.

1. Click on the small picture on the left to add or replace the picture connected to your account.Note: This is your pictoral identity and will be used whenever your User is represented,including on the log-in screen.

2. The gear icon opens the option to log out signified by a door and an arrow or to modifysettings on the account.

3. To the right of the gear icon is a button for "Live Support". This area lets you know if issomeone is available online to give you immediate tech support via text.

4. The three buttons to the right of "Live Support" represent the three major sections of thesoftware: "Appointments", "Charts", and "Accounts".

5. To the right of the "Accounts" button is "Reports". This button will navigate you to the dialogfor creating and printing reports.

6. The search bar allows you to quickly find patients by entering a person's first or last name inany order. Note: You can create an appointment by dragging a name from the search resultsand dropping it in an empty schedule slot.

Custom ShelvesUse this area to assign patients to provider operatories, or tasks. Drag and drop an appointmentfrom the schedule to this area to assign the appoinment. The numbers beside shelves show howmany patients have been assigned to the shelf. An orange number area signifies a new patient hasbeen added to the shelf since last viewed from your station. Use the arrow on the right to expand theshelf to full view and see its contents.



Custom Shelves (Open View)The shelf with the white text and darkened surrounding is the selected one. Patient labels areorganized in the order they were put in the shelf with the first placed in on the left and progressing tothe right. Each of the labels represent a patient and appointment.

1. Selecting the letter "C" on the left hand of the label will direct you to that patient's chart.2. In the same way, selecting the letter "A" on the right will take you to Accounts.

Note: You may move patient labels from one shelf to another. To completely remove a patient fromthe list, drag and drop it outside the shelf system.



Create An AppointmentTo create a new appointment, click or touch any empty time slot in the calendar. This will trigger thenew appointment dialog box for additional patient and appointment information. Note: You may alsocreate an appointment by dragging a name from the search results to an empty appointment slot.



New Appointment Dialog BoxUse this dialog to quickly create a new appointment.

1. Change appointment specifics in this area. Note that this area is prefilled to the doctor, time,and date from the time slot selected on the schedule.

2. Enter a patient's date of birth in here to narrow your search. You can also use this field toverify that the patient selected is the correct one.

3. Enter patient name or last name here to search for a patient. If the patient is not found, usethe addition button that will apear to right of the field to create a new patient for thisappointment.

4. Just as in the previous box, begin entering a name or last name to search for a referral. If thereferring provider is not found, use the addition button that will appear to right of the field tocreate a new referral source for this appointment.

5. Select save to complete your appointment.



Appointment Info Pop-upThis is the Appointment Information pop-up. It can be accessed by clicking or tapping anyappointment once. This pop-up neatly organizes most of the information and actions that can betaken with respect to an appointment. To close this pop-up, click or tap on the appointment oncemore.

1. Select from the dropdown menu, the status of an appointment, such as "Unconfirmed" or"Confirmed".

2. Displays the balance of the account. A red overlay indicates this patient owes money to thepractice.



Appointment Pop-up (Upper Navigation)This this is the main navigation area for the info pop-up.

1. This icon indicates that the patient has a medical warning, such as allergies. Click on this tosee more details.

2. This icon indicates the patient has an uncalled prescription waiting in queue.3. This icon takes you back to the basic info section of this pop-up.4. This icon reveals the recall and history section of the pop-up.5. This icon reveals the "Send To" section of the pop-up.6. This icon reveals the Appointment Modification section of the pop-up.



Recall and HistoryThe appointment recall dropdown contains options for recall for up to 12 months. This feature willcreate an appointment for this patient, place it on the pin board, and advance the calendar by theselected monthly interval plus 7 days.



Send ToThis section of the appointment info pop-up will allow you to send an appointment to a shelf (handyfor tablet operation) and change the assigned provider.



Appointment ModificationChange the basic information for an appointment such as date, time, and duration. Note: This ismostly used for tablet operation.

Appointment Pop-up (Lower Navagation)The lower navigation bar contains important actions for the appointment and the patient.

1. The first button will create the registration for the patient named on the appointment to befilled out by the patient or representative.

2. The second button will take software directly to the patient's chart as signified by the charticon.

3. The next button can be used to print an appointment reminder card to be sent home ormailed to patient.

4. Use this button to delete an appointment. Note: You may also delete an appointment bydragging and dropping that appointment to the trash can icon under the calendar.



Calendar and PinboardThis section allows you to select the date for the schedule to modify. Use the back and forth arrowsto change months and years consecutively. The date of the displayed schedule is highlighted in boldlettering.

1. Select the question mark icon for a quick help overlay. Place the mouse or touch those areashighlighted with a blue bounding box for explanation as to the use of that item.

2. Click on the calendar icon to return to today's date.3. Click on the trash can icon to see the history of recently deleted appointments. Note: You

may also drag appointment blocks from the schedule or pinboard to this icon to delete.4. You may drag an appointment from the board to this location as a holding place for an

appointment while advancing the calendar to a rescheduling time. When selecting one of thepreset recalls, a copy of the appointment will be created in this area.



Appointment BladeAn appointment blade contains appoinments for one day for a doctor or operatory. You may changethe order of the blades by grabbing them by the center of the colored area and dragging them to thedesired position on the board.

1. Click on this lock to scroll this blade at the same rate as other blades with the lock iconengaged. Click once to lock it, and once again to unlock it.

2. Use this icon to display the week-at-a-glance for this blade.3. Use this icon to create an identical copy of this appointment on the pinboard.4. The colored area to the right of the appointment represent the status of the appointment. The

colors mean the following: red for unconfirmed, green for confirmed, yellow for message left,and black for a broken appointment (No Show.)



Know Your Chart Module

For information about the Main Navigation Bar and Costume Shelves, check the Axex DentalAppointments help file.

Axex Dental Charts

Axex Dental Charts Page 1

Quick Navigation Slide

Click on this icon located on the upper left corner of the chart panel to quickly navigate to a newsection of the chart. Note: If you do not remember what a an icon does, place the cursor over theicon in question, and wait for a short description of that item to popup.

1. Patient Information2. Medical History and Prescriptions3. Fast Chart4. Progress Notes5. Treatment Plans6. Insurance7. X-Rays8. Documents

Axex Dental Charts


Patient Basic Info Side Panel

This is the area for the patient's basic infromation. This area will remain the same irregardless of thesubsection you are viewing. As with other image sections, click the image to add a picture of thepatient. Note: You take a picture of a patient by tapping the picture area in an iPad web browser.This area also displays the prefered name of the patient and current age. Tap the colored circle tothe right of the "Last visit:" date to see a complete history of patient visits to the practice. The coloredcircle to the right of the "Last Visit" button displays the number consecutively-missed appointments.This area will change to red after three consecutive misses.

1. Select the question mark icon for a quick help overlay. Place the mouse or touch those areashighlighted with a blue bounding box for an explanation as to the use of that item.

2. Select this icon to trigger a do-not-schedule warning on this patient. Note: If do-not-schedulebutton has been selected, the patients name will appear surrounded by a red haze in searchresults.

3. This button will display this patient's emergency contact infromation.4. This section will open patient's labwork information. It will change to yellow if undelivered lab

work is present.5. Select this icon to open the prescription section under medical section of charts. This button

will change to blue if an uncalled appointment is present.

You can also find in this area the patient's preferred contact number and if the patient allows formesssages to be left at that number.

Also in this section is the alerts table. To add a new alert, click on the plus sign next to the title andstart typing. You may choose from suggested alerts or simply press the check-it icon to add newalert to the list.

Axex Dental Charts


Axex Dental Charts


Patient Information

This section of the chart contains all of the patients demographics. The section for spouse orguarantor will appear only if the Martial Status dropdown contains married or child parameters. Usethe print button on the top roght corner of the area to print a hard paper copy of this information.

Axex Dental Charts


Medical History

This section contains a patient's medical and prescription history. In this area you will find thepatient's most recent vitals, answers from the medical questionnaire, and a history of prescriptionscalled-in for that patient on behalf of your practice.

1. This is the edit button. By default, this section will only display questions where the patienthas given a yes answer. To see all the questions, press this button.

2. This area contains the patients most recent vitals for the selected patient. To see a history ofthe patients vitals click on the "i" button at the end of the bar.

3. Select this button to create a new prescription.4. Click on a gray prescription to see and edit it. Once a prescription has been called or

submitted electronically, it is no longer editable.

Axex Dental Charts


Medical History- Patient Vitals

Enter data in the appropriate fields and press Update button at the buttom left of the dialog box toadd current vitals to the history. Only the most recent vital will be displayed on the main patienthistory page.

Axex Dental Charts


Medical History- Add Prescription

To create a new prescription, select the provider from the dropdown menu on the top left of thedialog box. Enter the name of the medication on the leftmost box on the gray area. You may select amedication from the list provided or write in your own. Enter the amount of the medication todispense on the next box. The last box will be prefilled with the most common instructions for thatmedication if it can be found in the database. This note can be added to or simply replaced with yourown instructions. Select the check box at the end of the row to add it to the prescription and it willclear the box for a new medication. You may enter the name of the pharmacy on the bottom left ofthe dialog box, and it will search though those used in the past. If the one you need is not available,you can create a new one in the dialog box presented when calling in the prescription or sending itvia Surescripts.

Axex Dental Charts


FastChart

This section allows you to quickly enter patient tooth, gum, and intraoral/extra oral exams. Clickingon the "FC" FastChart button will open a new window. DO NOT RESIZE THIS WINDOW. Thewindow must remain at the preset size to function correctly.

1. Use this button to return to the patient chart proper.2. Use this menu to navigate through the different sections of the exam chart.3. Click on this information icon button to see a quick sheet for the operation of this feature.4. Use this button to toggle between the primary and permanent teeth.5. Swich between Competed/Present (Blue,) To Be Completed (Red,) and Both. Note: Both is

the default value.

Axex Dental Charts


Fast Chart- Tooth Exam

This is the instrument tray. Use this to enter information about a tooth after selecting one from upperor lower arches. You may see the lower or upper arches by sliding the tray up or down with the sidearrows. Tap with one finger for "to be completed" procedures and two fingers for completed/pressentprocedures. Note: You may use the right and left mouse click to achieve a similar result when notusing a tablet.

1. This is the number of the tooth selected.2. Tap on this tooth to get options, such as: Root canal, post, sealants, or implants. Swipe from

root to crown to mark extractions, and from crown to root to denote impactions.3. The center area of the circle is used for recording conditions and treatments on tooth

surfaces. Surfaces will change to fit the tooth that has been selected.4. Tap on the outer ring for crown-related conditions and treatments.5. To edit what has been done, press this button.

Axex Dental Charts


Fast Chart- Perio Exam

This area allows you to keep track of the patient's gingival health.

Axex Dental Charts


Fast Chart- Intraoral/Extraoral Exam

This is the intraoral and extraoral exam for the patient.

1. These buttons allow you to indicate if there are problem present in that particular area of theexam. The default is always set to "No."

2. Click on this button to type a quick note on the problem present.3. Warning: This button will reset all data entered on this section of the exam.

Axex Dental Charts


Progress Notes

This is the area where procedures are recorded. Procedures must be entered here in order tocharge insurances or patients. One card will be created per day.

1. Use this button to create a new progress note.2. This will allow the user to create a printed hard copy of the progress note diplayed here.3. Use this button to edit a progress card.4. Use this button to see the note card on a full screen. Note: Once in full screen mode, you will

be able to browse from side to side by swipping or clicking on the edge of the screen toadvance.

5. This button will display blue if a prescription was called on the date of the note.

Axex Dental Charts


Progress Notes- Full Screen

This section allow you to look through cards in large easier to see view.1. This indicates how many progress note there are and what number the one currently viewed if ofthe total.2. Use this button to navigate the cards without exiting the mode. Note: You may also use theswipping motion on an iPad to navigate the cards.

Axex Dental Charts


Progress Note- Add

This dialog box is divided into two sections: a data entry section to the left and a staging area to theright. You may add notes to individual procedures in this section of the dialog box. When thatprocedure is completed select the add process button (3) to move the procedure to the staging area.Save the note after all procedures are added.

1. This are will default to current date.2. Select the tooth you wish to use from the dropdown menu or type the number by hand. Note:

You may enter more than one tooth number in this area, as long as you separate them with acomma and a space.

3. Enter the a procedure code here. Once entered, the appropriate procedure descriptionshould appear on the area bellow.

4. Select the surfaces of the teeth involved in this procedure.5. If you do not know the procedure code, you may search by description in this area.6. Press this button to add the current procedure to the staging area.7. This is the area for your extensive notes. Use this area to comment on patient behavior,

notes to self, and any other inforamtion related to this visit but not associated with a specificprocedure.

8. You may delete a procedure from the staging area by selecting this button.9. Click here to add any notes that doctor finds necessary. Can be added when editing a

progress note.

Axex Dental Charts


Treatement Plan

Use this are to create treatment plans and estimates. Treatment plans will be stacked by date.Create as many plans as necessary for that date.

1. Have patient click on this star when selecting the desired treatment plan. Selecting the starwill display a disclosure statement the patient may sign to verify their agreement to the plan.

2. From left-to-right the options are: Print- Create a hard printed copy of selected plan; Edit-Modify current plan, and; Full Screen.

3. Use this button to create a new treatment plan.

Axex Dental Charts


Treatment Plan- Add

This dialog box is divided into two sections: a data entry section to the left and a staging area to theright. You may add notes to individual procedures in this section of the dialog box. When thatprocedure is completed, select the add process button (3) to move the procedure to the stagingarea. Save the note when all procedures has been added.

1. This are will default to the current date.2. Select the tooth you wish to use from the dropdown menu or type the number by hand. Note:

You may enter more than one tooth number in this area, as long as you separate them with acomma and a space.

3. Enter the procedure code here. Once entered, the appropriate procedure description shouldappear on the area bellow.

4. Select the surfaces of the teeth involved in this procedure.5. If you do not know the procedure code, you may search by description in this area.6. Press this button to add the current procedure to the staging area.7. You may delete a procedure from the staging area by selecting this button.

Axex Dental Charts


Insurance Information

Use this area to attach insurance carrier to a patient. Use this area to add all pertinent information forthe carrier.

1. Use this dropdown to select between insurances, primary, secondary, etc. The name of theinsurance will appear on top of the colored benefit blades.

2. Use this button to add an insurance plan.3. This will allow you to edit the current insurance plan.4. This section contains blades for additional insurance information, such as: histories,

frequencies, and benefits.

Axex Dental Charts


Insurance Information- Add

Use this dialog to add insurance to the patient. However, for better results, start from top to bottom.Following this schema, you will be less likely to create duplicate plans for carriers and save precioustime in filling fields.

Axex Dental Charts


X-Rays

Use this section to acquire and view x-rays. The left area hold stacks of xrays organized by date.Place your mouse cursor over the stack to leaf through the images in the stack. Click on the stack tomove the stack to the filmstrip at the bottom of the screen. Scroll through x-rays and place those youwant to see on the light box for side by side comparison by dragging images to the area. You maysee an x-ray full screen at any time by clicking or taping on the image.

1. Use this button to acquire an xray via DiCOM device.2. Export those pictures currently in the light box.3. Remove items on the light box. Note: This will not permanently delete x-rays from your

library.4. Import x-rays from your computer.

Axex Dental Charts


X-Rays- Take

Select the unit where you want to take an x-ray. Once selected, click the "Activate" button. Youshould now see an activity bar below the select area. Go to the x-ray unit and take as many x-raysas necesary. The dialog box will close when incoming x-rays are detected.

Axex Dental Charts


Know Your Accounts ModuleFor information about the Main Navigation Bar and Column Shelves, check the Axex DentalAppointments help file.

Know your Accounts Module

Know your Accounts Module Page 1

Accounts Side BarThis section helps you make manage your finances:1. Clicking this question mark will give you a general help screen with the different sections ofaccounts.2. Clicking the money bags will give you a pop up for payments.3. Clicking this briefcase will open a pop up for patient statements.4. Clicking this icon will open a pop up for adjustments.5. Clicking this document will create a claim.6. Clicking this icon will give a warning throughout the software that the patient has an excessiveamount due.7. This shows the total due after insurance pays, clicking this will show a pop up with the total dueminus the estimated insurance payments.



Accounts LedgerThis is the account ledger for the patient selected.

1. Red rows represent procedures completed.2. This is the amount section of the ledger. Numbers with red borders represent debits, money

that is owed to you. Green represents credits, money you have received. Click on the pricenext to procedure to modify them.

3. This is the edit button.4. This is the delete button.5. Yellow rows represent adjustments. These are credits or debits not related to procedures,

such as late charges, return check charges, and refunds.6. Green rows represent payments. This can come from individuals or insurance companies.7. Orange rows represent claims. Use the arrow on the left to hide or show the procedures

attached to that claim.8. These are the procedure grouped and attached to the claim above.



PaymentsPayments pop up: In this pop up you are able to apply payments to the account. The differentsections include:

1. Who the main provider of payments being made is.2. Who is making the payment.3. How much is the payment.4. When the payment was entered into the system.5. When the payment was made/received (In most cases #4 and #5 will have the same date).6. Payment type: Cash, Credit Card, etc7. Check number (when it applies), this will say Claim # when number 6 is insurance.8. Where the person/insurance making the payment is banking.9. Any additional notes associated with this payment.



Patient StatementsStatements: This pop up allows you to create a patient's statement with the option for 1: addadditional family members such as a guarantor or other patients with the same guarantor.It allows you to create a statement:2. To give in person, via email, or by mail3. By range of today, last 45 days, last 90 day, or all days.4. By letting you choose the start and end datesClicking create statement (#5) will give you a pop-up letting you know if may take 60 seconds toproduce a statement. MAKE SURE POP-UPS BLOCKER IN THE BROWSER IS TURNED OFF. Ifthe pop-ups blocker is on, statements cannot be created. Statements are created on a seperatewindow. (See Printing section). Once you have turned off the pop-up blocker, click the CreateStatement (#5) again, and another window will open with the printable statement.



AdjustmentsAdjustments: This pop up will allow you to make any needed adjustments to the balance of apatient's account. This section includes:

1. The provider.2. Amount that needs to be adjusted.3. The date the adjustment was entered.4. The date the adjustment was made (In most cases, #3 and #4 will have the same date).5. Presets, adjustments that are frequently made, for example, write-offs, returned checks,

broken appointments, etc. There are both charges and credits under presets.6. Create a custom preset of your own choosing.7. Any additional notes attached to that particular adjustment.



Create a ClaimCheck all of the boxes of the procedures you wish to bill insurance on a claim. Then press the claimicon under the patient photo.



Claim Forms- ClaimNow that an insurance claim has been created, let's take a look inside.1 and 2: View the status of your claim whether it be "Sent" or "Received".3 and 4: View that your Billing and your Treating Dentist are correct, if you have multiple dentists inyour practice.5 and 6: Payment Total equates to the amount your insurance company paid compared to Total Paidthat you entered during receiving in of the claim. This allows you to compare the two totals to be surematch.7: In this area you can view your procedures that were included in the claim, the amount billed,allowed, any deductible applied, insurance estimate, insurance payment, write off, and payment.8: When finished with data entry, save and close the screen. You may print the claim as well.



Claim Forms- GeneralThe general section of the claim form contains information that will show in different areas of yourADA claim form.1. If you are treating for a crown, bridge, or denture, you will need to indicate if it is an initialplacement or a replacement. If it is a replacement, you will need to indicate the date of initialplacement.2. Tell the insurance company if this visit is related to an accident.3. Indicate if the visit is ortho related.4. You can place the method by which an attachment was sent.5. Indicate if there is a referring provider and the number associated, if any.6. Where was this service performed? It defaults to "Office" unless otherwise specified.7. If this visit is Employee Related you may indicate so in this section.8. Type any notes associated with this claim in this section.9. If there is an Attachment ID Number, type it in this box. For example, an NEA number.



Claim Forms- AttachmentsThis area of the Claim Form is used to show any x-rays or documents associated with the claim. Youcan drag and drop attachments as indicated below.



Claim Forms- Medical

Printing- Disable Pop-up BlockersWhen clicking the "Create Statement" button will give a pop up letting you know that it may take 60seconds to produce the statement. If your pop blocker is on, the following icon will appear to the rightof your browser. Click here and follow the instructions, select "Always allow pop-ups fromaxexdental.local" and click done.



Know Your ReportsFor information about the Main Navigation Bar and Costume Shelves, check the Axex DentalAppointments help section.

Axex Dental Reports (1.0)

Axex Dental Reports (1.0) Page 1

Reports- AgingIt's a snap to find any outstanding balances due to your practice or money that you may owe yourclients. Simply follow these steps:1. Choose an "As of Date". This will typically be at the beginning of each new month.2. Pick one or more Providers from the list.3. Choose whether you want to view balances that are due to the patients in your Aging Report.4. Choose any Exclusions that you may not want in the report.5. Choose a Billing Type from the list.6. Pick the Age of Account that you want to view. Pick "Any Balance" and the report displays anybalances 0-90+ days outstanding. Or choose any of the 3 types below Any Balance.7. Click "Generate Report" for a clear and simple report.



Reports- Claims Not SentWe all have claims that fall through the cracks and are not sent to the insurance company. No needto worry with Axex Dental's "Claims Not Sent" report.1. Select a "Start Date" and2. "Select End Date".3. One more click on "Generate Report" and you will have any claim not sent appear on your screen.We suggest running this report weekly or monthly.



Reports- Daily PaymentsKeeping track of your daily payments received is a breeze. With a few simple clicks you have anaccurate report.1. Choose one or more providers. If you do not choose any, the report will show monies collected forall.2. Pick the Payment Types that you want to see. If you do not choose any, the report willautomatically default to show all.3. "Select Start Date".4. "Select End Date".5. Choose "Generate Report".



Reports- Daily ProceduresAlong the same lines as the Daily Payments you can show all of the procedures performed quicklyand simply based on the date range that you choose.1. Choose one or more providers. If you do not choose any, it will automatically default to show all.2. Pick your "Type".3. Pick a start date.4. Choose an end date.5. Click "Generate Report".



Reports- Procedures Not Billed To InsuranceNever lose money again with procedures not being billed to insurance and discovering it when toomuch time has lapsed. Axex's "Procedures Not Billed to Insurance" report will display all proceduresthat have not had a claim created for them and then sent to the corresponding insurance company.1. Pick your start date and2. Choose an end date.3. Lastly, generate your report.Axex Dental suggests running this report weekly or monthly.



Reports- Production and IncomeSee it all in one report with Axex's "Production and Income" report. With this report, you will see howmuch production your practice has achieved along with any writeoffs or adjustments.1. Choose a "Report Style", time period.2. Pick one or more Providers. If you do not choose any, it will default to all.3. View your writeoffs.4. Choose a start date and5. Select an end date.6. Generate your report.



axex dental practice management system manual (v.1.0)

Self Improvement