You can add user accounts to your organization's database. User accounts provide secure access to your organization's database. Each person who uses Dentrix Ascend should have his or her own user account.
To create a user account
How to get there
On the Settings menu, under Location, click (or tap) User Accounts.
The User Accounts page opens.
On the User Accounts page, click (or tap) Create New.
Note: You may want to verify that a user account for the person does not already exist. Use the Search box to search for a user account by the user's last name, first name, user name, or email address.
The options for entering user account information become available.
On the Basic Info tab, enter the user's basic information.
Set up the following options:
Name - The first name, middle initial, and last name of the user.
Username - The name that the person must use to log in. Each user in your organization must have a unique user name. Only letters and numbers are allowed; spaces and special characters are not. The maximum allowed length is 56 characters. Also, the user name cannot be "Admin" or "Administrator."
Email - The email address of the user. This is used for administrative purposes and is required for every user account.
Phone 1 - The primary contact phone number of the user (for example, a home phone number).
Phone 2 - The secondary contact phone number of the user (for example, a mobile phone number).
Is Provider - If the user performs dental procedures (such as a general dentist or a hygienist), set the switch to Yes. Otherwise, set the switch to No.
Inactivity Timeout - The length of inactivity (no interaction with the Dentrix Ascend website from your computer or device) after which Dentrix Ascend will log the user out automatically. The recommended length is 10 minutes, but there are also options for 30 minutes, 1 hour, 2 hours, 4 hours, and 8 hours.
Note: If you have Dentrix Ascend open on multiple tabs of your browser at the same time, the inactivity is monitored on each tab separately. For example, if you open Dentrix Ascend on a tab and then later on another tab, continue working on the second tab, and then the first tab does not have any activity for the specified length of time, you are logged out of Dentrix Ascend automatically on that tab but can continue working on the second tab.
On the User Roles & Locations tab, specify the user's security role for your location or, if your organization has multiple locations, for each location that the user should have access to.
Do the following:
Select a User role.
Important: Your organization's business owners, doctors, and office managers should be the only ones who have administrative security roles.
If your organization has multiple locations, select the location that you want to grant this user access to. A user must have access to at least one location.
If your organization has multiple locations, for each additional location that this user should have access to, click (or tap) Add New Role, and then repeat steps a-b. A user must have access to at least one location, and a user can have only one role assigned for each location.
Note: If the user is a provider, the provider will be available for selection within a given location in the following areas of Dentrix Ascend only if the user account has rights to that location: the appointment provider and other/assisting provider on the Appointment Information panel, the providers on the Schedule Peek tab of the routing panel, and the appointment providers on the Search for Openings page.
If the user is a provider, enter the provider's information on the following tabs:
Provider Info (Provider Only)
Provider Info tab
Short Name - An abbreviated name that will be used to identify the provider throughout Dentrix Ascend.
Title - The provider's title (for example, DMD or DDS).
Specialty - The provider's specialty (for example, Dentist).
Provider Appointment Color - The color to use for appointments with this provider as the rendering provider. You can click (or tap) the color swatch to select a different color.
Is a Primary Provider - To allow this provider to be selected as a patient's primary provider and as a billing and/or rendering provider for claims, select Yes. Otherwise, select No.
Signature On File - To put a message on this provider's claims, stating that there is a signature on file for this provider, set the switch to Yes. Otherwise, set the switch to No.
Contact Information - The provider's work address.
Work IDs - The state ID (state license number), TIN (or SSN), NPI (for electronic claims), Medicaid ID, Provider number, Blue Cross/Blue Shield number, DEA number (for prescriptions), CS number (Controlled Substance number for Washington D.C prescriptions), and Blue Shield number of the provider.
Fees (Provider Only)
Fee Schedules - The fee schedule to use for billing patients for procedures performed by this provider.
Contracted With - As needed, expand the sections (for example, A, D, and G) to view insurance carriers with names that start with those letters or numbers, and select the check boxes of the insurance carriers that this provider has a contract with to bill procedures.
Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must return to this Contracted With section and select the check box next to that carrier's name.
Working Hours (Provider Only)
Working Hours tab
If your organization has multiple locations, from the Working Hours for list, select a location. For an organization with only one location, your location appears for your reference.
Note: If your organization has multiple locations, the provider's working hours at other locations appear in pink with gray hatched lines for your reference. The provider's working hours at the location currently selected cannot overlap with the hours at another location.
To navigate between weeks of the working hours, click (or tap) the Previous and Next buttons adjoining the date range, or click (or tap) the date range to select a date from a calendar.
Do any of the following:
A yellow time slot indicates that the provider is available during a time when the office is open. To make the provider not available at that time, click (or tap) it. The time slot turns white. You can click (or tap) the time slot again to make it yellow.
To select or clear multiple time slots at once, drag across the desired time slots. Those time slots turn yellow or white.
A gray time slot with gray hatched lines indicates that the office is closed. If the provider needs to work outside of normal office hours, click (or tap) or drag across the desired time slots. Those time slots turn yellow with gray hatched lines. You can click (or tap) any of those time slots again to make them gray with gray hatched lines.
To reset the provider's working hours to be that of the location's, from the Manage button menu, click (or tap) Use Location Hours.
Note: If the provider's hours have never been customized, they are the same as the location's hours by default.
Any changes you have made will take effect on the next day (as indicated by the red text at the top).
To change when the changes will start, from the Manage button menu, click (or tap) Setup Working Hours. In the Setup Working Hours dialog box, change the Set start day, and then click (or tap) Apply.
By default, the provider's working hours will repeat every week. To change the cycle, from the Manage button menu, click (or tap) Setup Working Hours. In the Setup Working Hours dialog box, select a different option under Define size of week cycle, and then click (or tap) Apply.
Then, for each week in the cycle specify the provider's working hours. Use the navigation buttons in the upper-left corner to navigate between the weeks.
Note: If the cycle is two, three, or four weeks, after you save the working hours and return to the Working Hours tab, as you navigate between the weeks of the working hours, the corresponding week in the cycle appears next to the date range for your reference.
Note: If you are viewing the calendar by provider and attempt to schedule an appointment outside of the provider's working hours, the Select Time Slot dialog box will appear to allow you to keep the appointment scheduled at the original time or move it to an available time slot.
To keep the appointment scheduled at the original time, click (or tap) Save. To move it to an available time slot, select one of the suggested times, and then click (or tap) Save.
To allow the Select Time Slot dialog box to appear or to bypass it every time you attempt to double-book or triple-book a provider, on the Calendar page, from the View button menu, set the Warn when double-booking switch to On or Off.
Click (or tap) Save.
Once you create a user account, the user will receive an email message with a link to create a password that he or she can use to log in to Dentrix Ascend.