727 E. Utah Valley Drive, American Fork, Utah 84003
(800) 824-6375
www.easydental.com
User’s Guide
Fifth Edition
June 2009
Copyright
© 1987 – 2009 Henry Schein, Inc. All rights reserved. No part of this publication may be reproduced, transmitted,
transcribed, stored in a retrievable system, or translated into any language in any form by any means without the writ-
ten permission of Henry Schein, Inc.
Licenses and Trademarks
© 1987 – 2009 Henry Schein, Inc. Easy Dental, Henry Schein, and the ‘S’ logo are registered trademarks of Henry
Schein, Inc.
Easy Image is a registered trademark, and exclusively developed by Dexis, LLC. Microsoft is a registered trademark
and Excel, Windows, and Word are registered trademarks of Microsoft Corporation; HP-Laserjet is a trademark and
HP-Deskjet is a registered trademark of Hewlett-Packard Company.
Easy Dental and Microsoft Windows
Easy Dental operates in a graphic environment called Microsoft Windows, created by Microsoft Corporation.
Microsoft Windows gives a standard look and feel to Easy Dental and all other Windows applications. To run Easy
Dental and Microsoft Windows, you need to license and install Microsoft Windows
Easy Dental and Microsoft Word for Windows
Easy Dental can share its database with Word for Windows, a word processing product created by Microsoft Corpora-
tion. To use Easy Dental with Word for Windows, you need to license and install Microsoft Word for Windows.
Table of Contents
Initial Setup ......................................................................................................................1
Transferring Patient Information .......................................................................................................................1
Starting Easy Dental ...........................................................................................................................................2
Practice Setup .....................................................................................................................................................2
Practice Resource Setup ................................................................................................................................2
Procedure Code Setup ..................................................................................................................................2
Explosion Code Setup ...................................................................................................................................3
Recall Setup .....................................................................................................................................................3
Password Setup ...............................................................................................................................................3
Practice Definitions .........................................................................................................................................3
Dunning Messages .........................................................................................................................................3
Practice Defaults .............................................................................................................................................3
Auto Chart Numbering Setup ......................................................................................................................3
Practice Schedule Setup ................................................................................................................................3
Provider Setup .................................................................................................................................................3
Printer Setup ....................................................................................................................................................4
Chart Module Setup ..........................................................................................................................................4
Accounts Module Setup....................................................................................................................................4
Information Verification .....................................................................................................................................4
Patient Data Entry Considerations ...................................................................................................................4
Option 1 ...........................................................................................................................................................5
Option 2 ...........................................................................................................................................................5
Patients .............................................................................................................................7
The Patients Module Window Areas ...............................................................................................................8
Blocks................................................................................................................................................................8
Toolbar..............................................................................................................................................................8
Family Member List ........................................................................................................................................9
Selecting a Patient .............................................................................................................................................9
Adding a New Family (Account) ....................................................................................................................10
Adding Family Members.................................................................................................................................13
Adding a New Patient with an Appointment ...............................................................................................14
Assigning Medical Alerts .................................................................................................................................15
Assigning Employers .......................................................................................................................................16
Assigning an Employer to a Patient ...........................................................................................................16
Changing a Patient’s Employer ...................................................................................................................17
Assigning Recall ...............................................................................................................................................17
Setting Up Recall for a Patient ....................................................................................................................18
Editing an Existing Recall Type ...................................................................................................................19
Clearing an Existing Recall Type .................................................................................................................20
Working with Dental Insurance ......................................................................................................................21
Entering a New Insurance Plan ...................................................................................................................21
Assigning Insurance (For an Insurance Subscriber) ..................................................................................25
Assigning Insurance (For a Non-Subscriber) .............................................................................................27
Assigning Secondary Insurance (For a Subscriber with Dual Coverage) ..............................................28
Assigning Secondary Insurance (For a Non-Subscriber) .........................................................................29
Changing Insurance Carrier Information ...................................................................................................30
Setting Up Provider IDs ................................................................................................................................31
Opening the Provider ID Setup Dialog ................................................................................................31
Adding a Provider ID ...............................................................................................................................32
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Changing a Provider ID ...........................................................................................................................32
Deleting a Provider ID .............................................................................................................................33
Clearing Provider IDs ...............................................................................................................................33
Copying Provider IDs ..............................................................................................................................33
Working With Coverage Tables ..................................................................................................................34
Entering and Editing a Coverage Table ...............................................................................................34
Using Payment Tables ..................................................................................................................................37
Viewing the Payment Table ....................................................................................................................37
Editing the Payment Table......................................................................................................................38
Clearing Insurance Coverage ......................................................................................................................38
Switching Primary and Secondary Coverage ............................................................................................38
Entering Capitation Type Plans ...................................................................................................................38
Option 1 Overview ...................................................................................................................................38
Option 2 Overview ...................................................................................................................................40
Entering Incentive Plans ...............................................................................................................................42
Set up the Subscriber ..............................................................................................................................42
Set Up Dependents .................................................................................................................................43
Deleting Duplicate Insurance Carriers .......................................................................................................44
Working with Patient Notes ............................................................................................................................46
Entering or Editing the Patient’s Notes .....................................................................................................46
Running the Patient Notes Report .............................................................................................................47
Assigning Referrals ...........................................................................................................................................48
Referred By ....................................................................................................................................................48
Entering a Patient Referral ......................................................................................................................48
Entering a Referred by Doctor or Other Listing ..................................................................................49
Adding and Editing Referred By Doctor or Other Listings ................................................................50
Referred To ....................................................................................................................................................51
Entering a Referral to Another Doctor ..................................................................................................51
Adding and Editing Referred To Doctor Listings ................................................................................51
Using Patient Survey ........................................................................................................................................52
Printing a Patient Survey ..............................................................................................................................53
Entering and Editing Patient Survey Responses ......................................................................................53
Using Patient Picture ........................................................................................................................................54
Accessing Patient Picture.............................................................................................................................55
Acquiring Patient Pictures ...........................................................................................................................55
Importing Patient Pictures ...........................................................................................................................56
Using the Patient Picture Copy and Paste Functionality .........................................................................57
Backing Up Patient Pictures ........................................................................................................................57
Using Patient Alerts ..........................................................................................................................................57
Creating a Patient Alert ................................................................................................................................58
Editing a Patient Alert ..................................................................................................................................59
Deleting a Patient Alert ................................................................................................................................59
Suspending Patient Alerts ...........................................................................................................................60
Archiving Patients .............................................................................................................................................60
Archiving a Patient ........................................................................................................................................61
Reactivating a Patient ...................................................................................................................................61
Editing Family Relationships ...........................................................................................................................62
Terms Used ....................................................................................................................................................62
Family Editing Overview ..............................................................................................................................62
Changing a Head-of-House ...................................................................................................................63
Separating or Combining Families ........................................................................................................63
Deleting a Patient .........................................................................................................................................64
Deleting a Family ..........................................................................................................................................65
Handling Unique Family Relations .................................................................................................................65
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Chart ...............................................................................................................................69
The Chart Module Window Areas .................................................................................................................70
Toolbar............................................................................................................................................................70
Graphic Chart ................................................................................................................................................70
Procedure Buttons ........................................................................................................................................71
Procedure Category Buttons ......................................................................................................................71
Toolbar Procedure Buttons ..........................................................................................................................71
Status Buttons ...............................................................................................................................................72
Progress Notes ..............................................................................................................................................72
Progress Notes Control Buttons .................................................................................................................72
Setting Up the Chart ........................................................................................................................................73
Setting Up Procedure Buttons ....................................................................................................................73
Setting Up Chart Colors ...............................................................................................................................74
Selecting a Patient ...........................................................................................................................................75
Entering Treatment ..........................................................................................................................................76
Adding Treatment Using Procedure Buttons ............................................................................................76
Adding Treatment Using Procedure Category Buttons ..........................................................................77
Adding Treatment Using Explosion Codes ...............................................................................................79
Editing and Deleting Treatment .....................................................................................................................80
Editing Treatment .........................................................................................................................................80
Editing Treatment in History ........................................................................................................................81
Editing Surface Painting ...............................................................................................................................82
Deleting Treatment-Planned or Existing Procedures ..............................................................................82
Deleting Completed Procedures ...............................................................................................................83
Invalidating Procedures in History ..............................................................................................................83
Editing or Deleting Procedures Attached to Insurance Claims .............................................................84
Changing View Options ..................................................................................................................................84
Viewing Progress Notes by Status ..............................................................................................................84
Viewing Invalidated Conditions or Diagnoses ..........................................................................................85
Viewing Primary Versus Permanent Teeth for all Teeth ...........................................................................85
Viewing Primary Versus Permanent Teeth for Selected Teeth ................................................................85
Using Notes ......................................................................................................................................................86
Understanding Progress Notes...................................................................................................................86
Using Procedure Notes ................................................................................................................................86
Using Clinical Notes .....................................................................................................................................87
Adding and Viewing Clinical Notes ......................................................................................................87
Appending Clinical Notes ......................................................................................................................87
Reviewing Clinical Notes ........................................................................................................................87
Clearing Clinical Notes ...........................................................................................................................88
Copying Clinical Notes to Other Programs .........................................................................................88
Creating Clinical Note Templates...............................................................................................................88
Using Medical Alerts ....................................................................................................................................89
Generating Chart Reports and Printouts ......................................................................................................90
Using Quick Letters ......................................................................................................................................91
Merging a Quick Letter ...........................................................................................................................91
Adding a Letter to Quick Letters ...........................................................................................................92
Removing a Letter from Quick Letters ..................................................................................................93
Using Quick Labels .......................................................................................................................................93
Printing the Dental Chart .............................................................................................................................94
Printing Progress Notes ...............................................................................................................................95
Using Chart Shortcuts and Tips ......................................................................................................................96
Changing Providers ......................................................................................................................................96
Refreshing the Chart .....................................................................................................................................96
Using the Estimator ..........................................................................................................................................97
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Starting the Estimator ..................................................................................................................................97
Editing Procedures in the Estimator...........................................................................................................98
Working with Treatment Plan Orders .........................................................................................................98
Changing or Assigning the Order of a Procedure ..............................................................................98
Changing the Color of Orders ...............................................................................................................99
Display or Hide Orders..........................................................................................................................100
Deleting Procedures from the Estimator .................................................................................................100
Setting Procedures Complete in the Estimator ......................................................................................100
Updating Fees .............................................................................................................................................101
Setting and Clearing Dental Pre-Estimates.............................................................................................102
Changing the Estimator View ...................................................................................................................102
Printing from the Estimator .......................................................................................................................102
Entering a Default Note .............................................................................................................................103
Using Guru Limited Edition ..........................................................................................................................103
Accessing Guru Limited Edition ...............................................................................................................104
Logging On ............................................................................................................................................104
Managing Users .....................................................................................................................................105
The Guru Limited Edition Window Layout ..............................................................................................106
Viewing the Playlist Content ......................................................................................................................107
Using the Drawing Tools ............................................................................................................................109
Pen Tool ...................................................................................................................................................109
Color Palette ...........................................................................................................................................109
Eraser Tool ..............................................................................................................................................109
Text Tool ..................................................................................................................................................110
Undo or Redo .........................................................................................................................................110
Accessing Patient Records ........................................................................................................................110
Working with Thumbnails ..........................................................................................................................111
Reviewing Thumbnails ..........................................................................................................................111
Saving Thumbnails .................................................................................................................................111
Importing Images .......................................................................................................................................111
Exporting Images ........................................................................................................................................112
Printing Images ...........................................................................................................................................113
Working with Custom Playlists ..................................................................................................................113
Changing Sort Order and Visibility ......................................................................................................114
Creating and Editing Playlists ...............................................................................................................114
Contact and Support Information ............................................................................................................115
Perio Chart ...................................................................................................................117
The Perio Module Window Areas ................................................................................................................117
Data Chart ....................................................................................................................................................118
Tooth Indicator Controls ............................................................................................................................119
Navigation Controls....................................................................................................................................119
Data Entry Controls ....................................................................................................................................119
Setting Up Perio .............................................................................................................................................120
Accessing the Perio Entry Setup Dialog ..................................................................................................120
Configuring Auto Settings .........................................................................................................................121
Setting the Calculation Options ...............................................................................................................121
Setting the Flag Red Limit ........................................................................................................................122
Indicating Script Settings ...........................................................................................................................122
Pre-defined Script 1 ...............................................................................................................................122
Pre-defined Script 2 ...............................................................................................................................122
Pre-defined Script 3 ...............................................................................................................................122
Pre-defined Script 4 ...............................................................................................................................122
Pre-defined Script 5 ...............................................................................................................................123
Pre-defined Script 6 ...............................................................................................................................123
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Skipping Teeth with Selected Conditions ...............................................................................................123
Creating an Exam ...........................................................................................................................................123
Entering Perio Measurement Data ...........................................................................................................123
Entering Perio Data Using the Keyboard ................................................................................................125
Entering Diagnostic (Note) Information ..................................................................................................125
Adding Diagnostic Information to Current Exam .............................................................................125
Customizing the Perio Clinical Notes Dialog Defaults .....................................................................126
Changing the Date of an Exam ................................................................................................................127
Changing the Provider for an Exam .........................................................................................................127
Referencing a Perio Screening Score .......................................................................................................127
Referencing Summary Totals .....................................................................................................................128
Saving an Exam ...........................................................................................................................................128
Understanding View Options .......................................................................................................................129
Viewing the Data Chart ..............................................................................................................................129
Comparing Exams ......................................................................................................................................129
Changing Display Options ........................................................................................................................130
Updating Procedures .................................................................................................................................131
Working with Exams ......................................................................................................................................131
Viewing an Existing Exam ..........................................................................................................................131
Deleting an Existing Exam .........................................................................................................................131
Printing Perio Reports ....................................................................................................................................132
Accounts .......................................................................................................................135
The Accounts Module Window Areas ........................................................................................................136
Toolbar..........................................................................................................................................................136
Transaction Log ...........................................................................................................................................137
Account Detail Information .......................................................................................................................137
Editing Billing Types and Account Information ..........................................................................................138
Showing Transactions Links ..........................................................................................................................139
Setting Up the Accounts Module ................................................................................................................139
Setting Tax and Discount Options............................................................................................................139
Setting Accounts and Treatment Plans Colors .......................................................................................140
Setting Easy Checkout Options ................................................................................................................141
Working with Transactions ............................................................................................................................142
Entering Procedures ...................................................................................................................................142
Attaching Diagnostic Codes .....................................................................................................................144
Entering Procedures Using Explosion Codes .........................................................................................144
Entering Procedure Notes .........................................................................................................................144
Entering Payments ......................................................................................................................................145
Entering Batch Account Payments ...........................................................................................................147
Entering Adjustments.................................................................................................................................148
Entering Taxes and Discounts ...................................................................................................................149
Editing Transactions ...................................................................................................................................150
Editing Procedures Attached to Claims ..................................................................................................150
Invalidating History Transactions ..............................................................................................................151
Entering an Initial Aged Balance ..................................................................................................................152
Understanding the Balance Forward ...........................................................................................................152
Using the Easy Checkout Button .................................................................................................................152
Entering Account Notes ................................................................................................................................153
Printing Accounts Reports ............................................................................................................................154
Printing a Walkout Statement ...................................................................................................................154
Printing a Single Billing Statement ...........................................................................................................155
Printing a Family Account Report .............................................................................................................155
Printing a Patient History Report ..............................................................................................................155
Tracking Accounts ..........................................................................................................................................156
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Contents vii
Printing an Aging Report ...........................................................................................................................156
Printing a Finance Charge Report ............................................................................................................156
Using Dunning Messages for Billing Statements ...................................................................................156
Printing a Late Charge Report ..................................................................................................................156
Printing a Payment Plan Report ................................................................................................................156
Searching for Payments .................................................................................................................................156
Working with Payment Plans ........................................................................................................................158
Setting Up Pre-Defined Payment Plan Types ..........................................................................................158
Editing a Payment Plan Type .....................................................................................................................159
Deleting a Pre-Defined Payment Plan .....................................................................................................160
Working with Payment Plans by Account ................................................................................................160
Creating a Payment Plan .......................................................................................................................160
Deleting a Payment Plan .......................................................................................................................163
Editing a Payment Plan .........................................................................................................................163
Working with Future Due Payment Plans ...................................................................................................164
Adding a Future Due Payment Plan .........................................................................................................164
Posting a Manual Charge to a Future Due Payment Plan .....................................................................166
Clearing a Future Due Payment Plan .......................................................................................................167
Running the Future Due Payment Plans Utility .......................................................................................167
Setting Up Future Due Payment Plans for Alternate Uses ....................................................................168
Processing Insurance Claims ........................................................................................................................170
Creating a Primary Claim ...........................................................................................................................170
Insurance Claim Window Blocks ...............................................................................................................171
Subscriber Information ..........................................................................................................................171
Provider Information ..............................................................................................................................172
Claim Information ..................................................................................................................................172
Diagnosis Information ...........................................................................................................................173
Procedures Information .........................................................................................................................174
Payment and Estimate Information .....................................................................................................174
Claim Status Information ......................................................................................................................174
Insurance Plan Notes .............................................................................................................................175
Remarks for Unusual Services...............................................................................................................175
Claim Attachments ................................................................................................................................175
Sending a Claim ..........................................................................................................................................177
Editing a Claim ............................................................................................................................................177
Entering Insurance Payments ....................................................................................................................178
Entering Insurance Payments for Claims Not Created in Easy Dental ...........................................180
The Advantage of Itemizing Insurance Payments .............................................................................180
Entering Batch Insurance Payments ....................................................................................................181
How to Create a Secondary Claim ...........................................................................................................183
Editing Insurance Payments ......................................................................................................................183
Applying a Deductible Met (With an Insurance Payment) ....................................................................184
Applying Deductible Met (Before a Claim Has Been Received) ..........................................................185
Posting Partial Insurance Payments ..........................................................................................................186
Month End Procedures..................................................................................................................................187
Working with Finance Charges .................................................................................................................187
Applying Finance Charges to just certain accounts ..........................................................................189
Entering Manual Finance Charges ......................................................................................................189
Deleting Finance Charges ....................................................................................................................189
Working with Late Charges .......................................................................................................................190
Manually Entering a Late Charge ........................................................................................................190
Deleting Late Charges ..........................................................................................................................191
Running the Month End Update ..............................................................................................................191
Monthly Routines ........................................................................................................................................192
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Treatment Plans ...........................................................................................................193
The Treatment Plans Module Window ........................................................................................................194
Entering a Treatment Plan .............................................................................................................................194
Attaching Diagnostic Codes.........................................................................................................................195
Managing Pre-Treatment Estimates ............................................................................................................195
Creating a Pre-Treatment Estimate ..........................................................................................................196
Entering Insurance Estimates ....................................................................................................................196
Showing Transactions Links .......................................................................................................................197
Setting Procedures Complete ..................................................................................................................197
Using the Estimator ........................................................................................................................................197
Prescriptions .................................................................................................................199
Adding Prescription Types ............................................................................................................................199
Editing Prescriptions ......................................................................................................................................201
Deleting Prescriptions ...................................................................................................................................201
Selecting a Printer ..........................................................................................................................................201
Assigning Prescriptions .................................................................................................................................202
Printing the Prescriptions Report .................................................................................................................203
Contacts .......................................................................................................................205
The Contacts Module Window ....................................................................................................................206
Tracking Patient Contacts .............................................................................................................................206
Letters ...........................................................................................................................................................206
Billing Statements .......................................................................................................................................206
Appointments .............................................................................................................................................207
Payment Plan Notes ...................................................................................................................................207
Payments ......................................................................................................................................................207
Customizing the Contacts Display ...............................................................................................................207
Changing View Filters ................................................................................................................................207
Viewing More Detail ...................................................................................................................................208
Viewing Family & Patient Contacts ..........................................................................................................209
Working with Manual Contacts Entries .......................................................................................................209
Adding a Manual Entry ..............................................................................................................................209
Editing a Manual Entry ...............................................................................................................................210
Deleting a Manual Entry ............................................................................................................................210
Printing from the Contacts Module .............................................................................................................211
Schedule .......................................................................................................................213
The Schedule Module Window Areas ........................................................................................................214
Toolbar..........................................................................................................................................................214
Date Bar .......................................................................................................................................................215
Easy Provider Tracking Columns ...............................................................................................................215
Day Search Buttons ....................................................................................................................................215
Schedule of Appointments .......................................................................................................................215
Clipboard .....................................................................................................................................................215
Changing Views ..............................................................................................................................................215
Day View .......................................................................................................................................................215
Week View ...................................................................................................................................................215
Month View ..................................................................................................................................................216
Dragging and Dropping Appointments .....................................................................................................216
Setting Up the Schedule ...............................................................................................................................216
Setting Up the Practice ..............................................................................................................................216
Setting Up the Practice Schedule .............................................................................................................217
Setting Up Schedules for Providers ..........................................................................................................218
To Set Provider Vacation Days ..............................................................................................................220
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Contents ix
Setting Up the View ....................................................................................................................................221
Scheduling an Appointment ........................................................................................................................222
Other Appointment Information ..................................................................................................................227
Viewing Other Appointments ...................................................................................................................227
Scheduling the Next Appointment ..........................................................................................................228
Wait or Will Call ...........................................................................................................................................228
Dial ................................................................................................................................................................228
Locating an Existing Appointment ..............................................................................................................229
Moving an Appointment ...............................................................................................................................229
Finding An Available Time ............................................................................................................................230
Using the Auto Dial ........................................................................................................................................232
Using the Schedule Lists ...............................................................................................................................233
Appointments List.......................................................................................................................................233
Set Date ...................................................................................................................................................233
Status .......................................................................................................................................................233
View ..........................................................................................................................................................233
Delete ......................................................................................................................................................233
Refresh .....................................................................................................................................................234
ASAP List ......................................................................................................................................................234
Set Date ...................................................................................................................................................234
View ..........................................................................................................................................................234
Delete ......................................................................................................................................................235
Refresh .....................................................................................................................................................235
Status .......................................................................................................................................................235
Unscheduled List .........................................................................................................................................235
View ..........................................................................................................................................................235
Delete ......................................................................................................................................................236
Purge Appointments .............................................................................................................................236
Refresh .....................................................................................................................................................236
Utilizing Other Schedule Options ................................................................................................................236
Breaking Appointments .............................................................................................................................237
Deleting Appointments .............................................................................................................................237
Posting or Setting an Appointment Complete ......................................................................................237
Status ............................................................................................................................................................237
Refresh ..........................................................................................................................................................237
Alerts and Notes .........................................................................................................................................237
Printing from the Schedule ...........................................................................................................................238
Printing the Schedule View ........................................................................................................................238
Printing Route Slips ....................................................................................................................................239
Easy Day Planning ..........................................................................................................................................240
Customizing Appointment Types .............................................................................................................240
Customizing Procedure Codes .................................................................................................................241
Setting Up Time Blocks ..............................................................................................................................241
Activating Easy Day Planning ....................................................................................................................243
Finding an Available Time Block .