Dentrix has somewhere around sixty reports in the Office Manager. An office manager who tries to run all of them runs none of them well. Seven cover almost everything an owner will ask about, and each has a day it belongs on.
How do reports work in Dentrix?
Nearly every report starts in the Office Manager under the Reports menu, which is split into sections: Reference, Ledger, Management, Lists and Billing, plus Analysis reports on the Analysis menu. You pick a report, set its options, and it lands in the Batch Processor at the bottom of the Office Manager window. From there you preview, print, or save to PDF.
Two habits make this painless. Set options once and leave them. Save the PDF with the date in the file name, because the question “what did the aging report say on the first?” comes up more than you think.
The seven reports and when to run them
| Report | Menu | Cadence | What it answers |
|---|---|---|---|
| Day Sheet | Reports, Management | Daily | What was charged, paid and adjusted today |
| Aging Report | Reports, Ledger | Monthly, plus the over 90 bucket weekly | What is owed, and how old it is |
| Unscheduled Treatment Plans | Reports, Lists | Monthly | What has been diagnosed and not booked |
| Continuing Care list | Appointment Book, Continuing Care | Weekly | Who is overdue for hygiene |
| Practice Analysis | Analysis menu | Monthly | Production, collections and adjustments by provider |
| Practice Advisor | Analysis menu | Monthly | The same figures against goals, with suggestions |
| Audit Trail Reports | Reports menu | Weekly | What was changed after posting, and by whom where recorded |
Daily: the Day Sheet
Run it at close, before the deposit is counted. The Day Sheet (Charges and Receipts) lists every procedure, payment and adjustment posted that day with the patient, provider and amount, and totals at the bottom. The patient payments total should equal the cash, checks and card receipts in hand. If it does not, the difference is the first thing to resolve, because tomorrow it gets harder.
Weekly: Continuing Care and the Audit Trail
The Continuing Care list, with a view set to overdue patients who have no appointment, is the hygiene call list for the week. Full steps are in the Dentrix recall report guide.
Audit Trail Reports for the previous week, ledger changes only, take ten minutes to read against the day sheets. Deleted payments, edited amounts and procedures removed after posting should each match a correction you can explain.
Monthly: Aging, Unscheduled Treatment and the analysis reports
On the last working day of the month, run the Aging Report before statements go out. Read the over 90 column first. Then run Unscheduled Treatment Plans with a $500 minimum and patients with no future appointment, and hand the top of the list to the treatment coordinator.
On the first working day of the new month, run Practice Analysis for the month just closed. It gives gross production, adjustments, net production, collections and new patients by provider.
A worked example from a two-doctor office. Practice Analysis for the month shows net production of $142,000 and collections of $131,500. Collection rate is collections divided by net production: $131,500 divided by $142,000, which is 92.6%. Production per hour for Dr. A, at $71,000 net over 118 scheduled hours, is $602. Those two numbers go on the one-page monthly summary.
Practice Advisor puts the same month against targets and prior months and flags what moved. It is worth reading once a month and not more; its suggestions do not change week to week.
What should I stop running?
Anything you print and file without reading. If a report has not changed a decision in three months, drop it from the schedule. The seven above are enough for a single-location general practice.
What Calibic adds
Reports and Dashboards are LIVE for Dentrix. Calibic reads the same tables over read-only SQL and keeps the seven answers on screen all the time: today’s production and collections, the aging buckets, the unscheduled treatment total, the overdue recall count, net production by provider, and a Protect digest of ledger changes with the before and after values kept. Each number opens to the rows behind it, and each shows when it was last synced. The reports you run in Dentrix remain the record you reconcile against.
Calibic does not write to Dentrix and cannot change a report or a ledger entry.
Start with the Reports product page to see the library. For the single most useful monthly report, read the Dentrix aging report guide. Everything Calibic reads from Dentrix, and what it cannot, is on the Dentrix integration page.