Diamond Dental includes a collection of very powerful reports. Each report has a number of built in filters which extends the reports usefulness and flexibility. For example, the Patient Report contains numerous filters. Printing an unfiltered Patient Report simply gives you a sorted listing of all your patients. However, if you use the Last Visit Date Range filter and set the range from the beginning of the year through today’s date, you now have a list of patients who have been in for an appointment this year. You can also mix and match filters. For example you can apply the Last Visit Date Range filter and add the Patient Type filter and set it to “Cash Patient” and also add the Time Payment Accounts Only filter. You now have a report that lists patients who have had an appointment this year who are on time payments and are uninsured cash patients. The possibilities are endless. More Report Details.
Diamond Dental Software is multi-user capable and can be placed on a common Windows pier to pier network. Diamond Dental itself has no limit as to the number of users allowed on the network. That limit is a function of the version of Windows that you are using.
Diamond Dental prints the latest ADA Dental Claim form. As soon as a new claim form is released, we program it into Diamond Dental. Currently that is still the 2012 Dental Claim form. It can generated completely from blank plain paper, or it can fill in a pre-printed claim form. It can also print all earlier versions of the ADA dental claim forms going back to 1994. We also print the California Dentical form. The latest medical claim form can also be printed. Diamond Dental also integrates with clearing houses to generate electronic dental claim processing.
The Diamond Dental Recall module is extremely powerful and flexible. The program has the capability of generating recall postcards, mailing labels, or a telephone listing if you prefer to do recall by phone. Recall can also be sent out via email. You may also generate recall merge letters in conjunction with Microsoft Word. You will have the capability of setting recall by a specific date and time which will be integrated with the Appointment Scheduler, or a more general future month eligibility method. The recall system allows for repeat mailings if there is no response, and the program also performs automatic messaging. You can preset specific messages to print based upon the attempt that is being printed. A patient’s first attempt might have one message, and the second attempt could have a different message, and so on.
Diamond Dental includes a robust Appointment Scheduler with multiple features and associated reports. The schedule presents with columns. Each provider has their own column. Different versions of the schedule allow for 3, 5, or 7 column formats. The columns are divided into time increments of either 10 or 15 minute blocks. Each appointment is user defined color coded and will vertically expand to the length of the appointment. For example using 10 minute increments, a 40 minute appointment will take up 4 increments. Each column can have up to 3 appointments per time increment. Therefore a provider can be scheduled with three simultaneous 9:00 o’clock appointments if desired. The appointment scheduler will arrange the colored appointment blocks into a jigsaw type arrangement to give a visual representation of the schedule. Email confirmations can be generated from the scheduler for the next day’s appointments.
Monthly billing to your patients is very easy with Diamond Dental. Essentially just set a few options and click Print and everyone that should have a billing statement generated will have one printed without any further intervention from the operator. A very attractive billing statement is generated. It displays the patient’s total balance and the amount of that balance that they are expected to pay now. A detailed listing of charges, payments, adjustments, and insurance claims that have been mailed is also displayed. Account Aging is displayed as well. Diamond Dental Billing allows for customizable automatic message generation based upon account aging. Patients who are Current could receive one message, while patients who are Over 30 days past due could receive an alternate message and so on.
Billing statements can now be sent via email. Email Billing has many advantages. Besides its faster processing time and instantaneous delivery, it saves you the trouble of printing, folding, stuffing envelopes, stamping, and mailing. It also saves you the associated costs involved in time and materials. The billing process is exactly the same as it is for paper statements except you will click the Email Billing button at the bottom of the “Billing Parameters” screen. All the options and parameters that work for Paper Billing, such as Automatic Billing Messages, also are available for Email Billing. The billing program is multi-functional in that it is designed to send email statements to those patients who want them and paper statements to those who prefer a paper statement. The email statement looks exactly like the statement that Diamond Dental prints to paper. The statement is incorporated into the email itself and is not sent as an attachment. This allows the statement to be seen as soon as the patient opens the email, without the additional step of opening an attachment, which is difficult for some people.
Each year the American Dental Association updates the dental procedure codes that dentists and insurance carriers use with a new version of the CDT (Current Dental Terminology) procedure codes. Most insurance carriers require dentists to use the latest codes when processing insurance claims. Diamond Dental contains an easy to run update wizard that will update your procedure file to the latest CDT standard. This update is retroactive, so if you have missed some CDT updates from the past, those updates will also be included when you run the update wizard. It is important to keep your procedure file up to date so you can take advantage of the new procedures codes that have been introduced. It is equally important to prevent claim rejection by not continuing to submit claims containing procedure codes that have been removed from the current CDT standard.
Diamond Dental now integrates full procedure code descriptions along with their associated explanation narrative, directly from the latest CDT code book from the American Dental Association. Diamond Dental has been licensed by the ADA to allow this copyrighted information to display on Diamond Dental screens. Reading through these explanations can be an education for any practitioner. Make sure you are picking the correct code. Make sure you are charging everything you have a right to charge. The CDT Code Book is the dental code “Bible” that insurance carriers use, and it is to your advantage to see the procedure code descriptions that the insurance carriers see. Procedure Code explanations can be very helpful and can be anywhere in length from a few words to several paragraphs.
Now any Diamond Dental Report can be saved as a PDF document. PDF (Portable Document Format) is a universal file format that can be viewed from any computer operating system. Every Diamond Dental Report screen contains a “Print” button to print the report to your printer. Now you will also see a “PDF” button. This will allow you to save the report as a PDF file to any drive, folder, or memory stick on your computer. After the report is saved it will open in Adobe Reader for your inspection. Adobe Reader is a free download from Adobe and is probably already on your computer. You will see that the PDF document will look on screen exactly like the Diamond Dental report appears on paper. The PDF document can be multi-paged and it is searchable. Adobe Reader has a search function where you can enter any string of text characters and you will be brought right to that page in your document with those characters highlighted. PDF documents are the preferred format for attaching to emails as well.
The latest version of Diamond Dental will operate under ALL Microsoft Windows versions including the Windows 10 operating system. It also operates with XP, Vista, Windows 7, 8, and 8.1. Diamond Dental is also fully functional with Windows 8 and Windows 10 Tablets.
Diamond Dental prints a standard prescription form that is legal in most states. However, there are several states that require a special format. Diamond Dental prints these special formats. These states include: California, Missouri, South Carolina, Texas, and Washington state.
Electronic prescriptions (ePrescriptions) have become popular in recent years and some states (such as New York) have passed regulations requiring doctors and dentists to use electronic prescriptions exclusively. While Diamond Dental does not transmit ePrescriptions directly, it does provide tools that will greatly facilitate your use of ePrescriptions. When you register with an ePrescription company, none of your patient data is in the ePrescription company’s database. This means that every time you write a prescription you would need to retype the patient’s name, address, phone number, birth date, gender, etc. This is information you already have entered into Diamond Dental. Fortunately, Diamond Dental can create a file that is specifically designed to be uploaded to your ePrescription company. This file contains all the pertinent patient information needed for ePrescription writing. The file can be uploaded to your ePrescription company in seconds, thus saving you many hours of monotonous data entry. The file can be re-uploaded over time to include changes to existing patients and to add new patients. You can open your ePrescription program without ever leaving Diamond Dental. There is an ePrescription button on the Posting screen and another on the Utility Menu that will take your directly to your ePrescription program’s Login screen.
Diamond Dental directly bridges to many digital X-ray programs. We also bridge to a product called “Data Grabber” by Apteryx. Data Grabber bridges to virtually all digital X-ray programs including the ones for which Diamond Dental has no bridge. The bridge essentially makes the X-Ray program part of Diamond Dental. You will click a link button inside Diamond Dental at a patient’s Posting screen. Diamond will launch the X-ray software and pass to it necessary information about the patient. You will then be inside the X-ray program at that patient’s screen. You will do what you need to do inside the X-ray program and when you are finished you close the X-ray program and you are back in Diamond Dental where you left it. It is all one integrated seamless operation without ever leaving Diamond Dental or performing any extra searches inside the X-ray program.
Now it is easy to hand your patients attractive appointment cards as they leave your office. This new feature will print an appointment card from a Dymo LabelWriter printer. Just keep your Dymo printer loaded with Dymo Appointment Card rolls (#30374). These are not labels but non-adhesive 2” x 3.5” card-stock cards on a continuous roll. They will conveniently fit into your patient’s wallet. Since they are thermal, there is no ink to dry and it will not smear. If you have the Dymo LabelWriter Twin Turbo, you can keep Address labels (which Diamond Dental also prints) on one side and Appointment Cards on the other.
You can now generate professional looking Excuse Slips for your patients. The Excuse Slip can be generated from the Appointment Scheduler, in which case the appointment date and time will be entered for you. It can also be generated from the Reports menu, in which case the date and time will simply be the current date and time. The doctor’s name, patient’s name, date, and time can all be edited before printing if desired.
You will notice a Lock Box button in the lower left of most Diamond Dental screens. Its purpose is to put aside (in a lock box) the account you are currently working on so you can perform some other task. The alternate task can be anything, such as posting a different account, running billing, etc. When you are ready to resume working on the account that you put aside, you can retrieve it from the Lock Box and you will be back, right where you were when you left off. The Lock Box can also be used to transfer work from one user to another since an account in the Lock Box can be retrieved by any computer on the network. So if one user is called away to take an impression, a co-worker on a different computer can retrieve that account from the Lock Box and continue where the previous user left off. The dental office is often a frantic place with phones ringing and patients going in and out. The Lock Box will be an invaluable tool to allow you to triage the multiple tasks placed upon you.
Having a full schedule with as few gaps as possible is essential for any successful dental practice. However, in the real world, patients may cancel, reschedule, and sometimes they may not show up at all. This of course is damaging to your practice and your production. To overcome this unfortunate reality, Diamond Dental now has the Standby Appointment Scheduling tool. Patients who have indicated they would welcome the opportunity to come in sooner if an opening becomes available can quickly be found and re-scheduled into the available spot.
You can now send email directly from your Diamond Dental Software program with the new DDS Emailer module. With the convenience of email, the DDS Emailer module allows you to send emails for all these practice building actions: patient appointment confirmations, recall reminders, birthday and holiday greetings, new patient welcome letters, monthly newsletters, dormant patient reactivation, email billing statements, and more. You can create an Email Message Library where you will save messages that can be used over and over again. Messages can be embedded with customized data fields to personalize your message. Using the Email Batch Generator you can send out customized multiple emails at once. For example, here is a simple birthday greeting in its raw form showing the embedded fields:
We see you're having a birthday on [BirthDOW], [BirthMON] [BDayth]. All of us at Green Valley Dental would like to wish you a very happy birthday and best wishes for the upcoming year.
When the email blast (multiple emails) is run, the embedded fields for each email will be filled in with the appropriate data as seen in the example below:
We see you’re having a birthday on Monday, January 16th. All of us at Green Valley Dental would like to wish you a very happy birthday and best wishes for the upcoming year.
Besides “Email Blasts” where multiple emails are sent at once, you may also send individual emails to patients, responsible parties, insurance subscribers, Diamond Dental Phone Book entries, insurance carriers, employers, and referral sources. This email button is seen on numerous screens throughout the program. Click it to send an email to the person or entity of the current screen.
Multiple emails are generated through the Patient Report, Accounts Receivable Report, Schedule Report, and the Print Recall module. For example, the Patient Report has many options with many filters. Use whatever combinations of filters you want to limit the emails to just the people you want to reach. For instance, use the Last Visit Date Range filter in conjunction with the new Exclude if Patient has Future Appointment filter to send emails to patients who have not been in for a while and do not have an appointment scheduled. Running emails through the Print Recall Module can replace your current post card printing method of recall, or use it in addition to your post card printing to make sure your patients really get the message.
Type your treatment notes directly into the computer with Diamond Dental’s Treatment Progress Notes module. Click the Treatment Notes button on the patient’s Posting screen to open the Treatment Progress Notes screen. This is a word processing like screen with functions such as Search, Replace, Undo, Redo, Copy and Paste. In addition to freely typing unlimited notes for the patient, the Treatment Notes program offers several features to automate and improve your treatment note writing. These include Treatment Note Snippets, which are customized pre-set notes that can quickly be pasted into the patient's record. They can be of any length and will save you hours of time since you will not have to re-type repetitive comments, over and over again.
Employees can now clock in and out using Diamond Dental’s Time Clock program. Time Clock will also calculate employee wages based upon regular and overtime hours. Time Clock also displays the current status of employees; who’s in, who’s out, who’s on break, who’s at lunch, and who’s busy and can’t be disturbed. For those employees who are currently out, Time Clock displays when they are due back. Time Clock tracks five different time categories. There are three “IN” categories and two “OUT” categories. For the IN category, there is simply IN, BREAK, and BUSY. Break time is considered an “In” time. Employees still receive wages for the time they are on break. However, the program will track how much break time they take. Busy is another “In” type designation. It is used if an employee has been given an assignment and is not available for regular duties. Busy might be used if an employee is running an errand, in a meeting, or doing a special assignment like cleaning the stock room. The two out categories are simply OUT and LUNCH.
Post-It Notes are those handy little yellow notes that you can stick anywhere to remind you of things. Diamond Dental now has an electronic Post-It Note available for each patient. If you write a Post-It Note for a patient, the Post-It Note will pop up every time you access the patient. The Post-It Note will continue to pop up until the note is deleted. If there is important information you want to be reminded of concerning a particular patient, write a Post-It Note. There will be no way to miss this reminder.
Full lab tracking is integrated into the Diamond Dental Software program. With Lab tracking you can know exactly how many lab cases are out, to what labs they went, what lab services are being performed, and when the cases are due back. You may view lab cases for individual patients or print a Lab Tracking Report for a practice-wide lab status overview.
Diamond Dental has teamed up with X-Charge to bring you fully integrated credit card processing from Diamond Dental’s own Payment Entry screen. You can either swipe the card or process it from credit card data that can now be securely stored in the patient’s record. Diamond Dental follows the PCI Security regulations by not storing the actual card on your computer. Instead an ""alias"" is stored on your computer and the actual card number is securely stored on X-Charge's protected server. When the alias is passed to X-Charge they know which card matches that alias. Pick one of the two processing methods and process the card without ever leaving the Diamond Dental program.
The Treatment Plan Worksheet module allows you to enter up to 3 alternate Treatment Plans for a patient. These proposed plans are stored as Plan 1, 2 and 3, and you can flip back and forth among them. Each plan can be printed out for patient presentation. The procedures are listed showing the fee, primary and secondary insurance benefit, and the patient portion for each procedure. Plans can be copied to other plans. For example, you can copy Plan 1 to Plan 3. Then modify Plan 3 to make it unique. When you have decided which Treatment Plan you are going to use, the entire plan can be exported to that patient’s Posting screen. The procedures are recorded into the Posting screen as Proposed, ready for insurance printing for Pre-Determination.
Diamond Dental Software integrates with the Trojan Benefit Service Program from Trojan Professional Services. As a Trojan client you will have access to the largest Employer and Insurance Benefit database in the country. Trojan also acts as an extension of your office staff. If you can’t find a plan in the Trojan database, call them and they will help you find it. If the plan is not in the database, Trojan will do the research for you and quickly get the plan information back to you. That plan will then be added to Trojan’s database, which means it’s added to your database. Trojan is a great service. Besides all the benefits of being a Trojan client, we have closely integrated the Trojan Benefit Service Program into Diamond Dental Software.
Diamond Dental now integrates with the famous Florida Probe program for computerized perio charting. Receive a $200 Discount by Mentioning You Use Diamond Dental! Florida Probe acts as your computerized assistant for the periodontal exam – only one examiner required. Use your own manual probe or Florida Probe’s Constant-Force Electronic Probe which allows measurements to be consistent between examiners who likely probe with different amounts of force (which could mean different readings for the same patient). The probe’s precision is 0.2 mm, which is superior to manual probing. Besides being more accurate, probing is also easier. Instead of having to try and read the thin bands on a regular periodontal probe and estimate pocket depth, just bring the blue sleeve of the Florida Probe Handpiece down to the gingival margin, tap the Footswitch, and your numerical data is recorded. The perio exam can be customized to record all or some of the following information: dentition, medical history, risk assessment, recession and hyperplasia, gingival attachment, pocket depth, bleeding, suppuration, furcation, plaque, mobility, MGJ, and diagnosis. Visit them at www.floridaprobe.com.