Axex Dental Practice Management System Manual (v.1.0)

Access Axex Dental Page
To access our page enter the following into the address bar of a Google Chrome web browser:
"http://axexdental.local", after setting up your SmartJobsQ server in your office.
Inital Setup- Login Screen
This will be the first screen you will see. Select user "Administrator" and enter password
"axexdental1".
Inital Setup
Inital Setup Page 1

Intial Setup- Settings
Do NOT add an operatory yet. We will leave that for last. Click the gear between the portait icon and
the online support button. Select the single gear icon on the popup menu to enter the settings area.
Inital Setup
Inital Setup Page 2

Initial Setup- Providers
Open the Add Providers screen by clicking first on the providers buttons on the left (1), and the Add
Providres selection on the top (2). A provider is a person that will be preform billable procedures on a
patient, such as dentist and hygienist. Under Suffix enter the letters associated with providers tittle
such as DDS or DMD for dentist and RDH for hygienist. Click on the "Submit" button at the bottom of
the screen to complete the provider information, such as name of the practice, DEA license number,
etc.
Inital Setup
Inital Setup Page 3

Inital Setup- Provider Basic Info
Enter additional information in this section. The information here is required to idenitfy your practice
on printed documents and correspondence.
Inital Setup
Inital Setup Page 4

Inital Setup- Provider Advance Info
This is the information required for filing claims, writing prescriptions, etc. As a general rule this
information needs only be filled for the billing dentist.
Inital Setup
Inital Setup Page 5

Inital Setup- Fee Schedules
Before most of the functionlity of the software is availalbe your will need to create a fee schedule. Do
this by clicking on Fees & Schedule buttons on the left where you see the number 1 and then in the
Add Schedule button along the top (2). Enter a name and then a select the blue Submit button to
add it to the list.
Inital Setup
Inital Setup Page 6

Inital Setup- Schedule
Make sure to select check the Default box on the rightmost cell of the newly created schedule. Then
click on the Edit button to edit your fees for the new schedule.
Inital Setup
Inital Setup Page 7

Inital Setup- Edit Fees
Select the first code you wish to edit by clicking the cell under the Amount column for that code.
Enter the desired fee in dollars and cents (0.00) then press the Tab or Enter key to proceed to the
next one. Do this for all fees you wish to place a price on remembering that there may be many
pages for codes depending on how many are diplayed per page. Note: Codes not assigned a value
will default to a fee of $0.00.
Inital Setup
Inital Setup Page 8

Inital Setup- Add User
Open the Add User screen by clicking first on the "Administrator Dashboard" buttons on the left (1),
and the "Add User" selection on the top (2). Even if you have created a provider, you will still need to
create a User for that provider to be able to log in and out of the program. Click submit to add user to
user list under "Users."
Inital Setup
Inital Setup Page 9

Inital Setup- Shelves
This are will allow you to create shelves for office organization. Look at the ones listed on the image
for examples of possible shelves.
Inital Setup
Inital Setup Page 10

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

Intial Setup- Add Operatory
Now you may create an operatory by clicking the Add Operatorory blade.
Inital Setup

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

Know Your Settings
Use this section to specify user and software settings. If you do not see the options bound by the red
box, your user account does not have administrator privileges. You should ask your software
administrator (i.e., the doctor) to add administrator privileges to your account.
Know Your Settings (1.0)
Know Your Settings (1.0) Page 1

User Profile- Basic
You may use this section to change your photo/avatar. Click or tap on the picture to change it. Enter
name and email of user for services such as password reset or intra-office communication. Note:
Don't forget to press update after making changes to save them.

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

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

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

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

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

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

Fees & Schedules
Use this area to create, edit, and manage your fee schedules. Without one of these, you will be
unable to create progress notes, treatment plans, produce claims, and statements. Note: Select a
default fee schedule that will be assigned automatically to clients with or without insurance. You can
always select a different fee schedule when adding insurance to a patient.
1. Use the "Add Schedule" option to create a new schedule.
2. Use this option to create custom codes for internal office use.
3. Use this option to select how many items will be displayed per page in this table. This is
especially useful to take advantage of larger monitor by displaying more editalbe items per
page.
4. Click one of the buttons on this column to edit the schedule on that row.
5. For reasons of data integrity, fee schedules cannot be deleted from our software. Use the
hide option to remove a fee schedule from an internal list of schedules selectable throughout
the software.
6. IMPORTANT: Without a default schedule, you will not be able to use most of this
software functionality.

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

Fees & Schedules- Add/Edit Fees
This is where fees are assigned to procedures. Areas left blank can will assume a value of $0.00.
1. Use this option to select how many items will be displayed per page in this table. This is
especially useful to take advantage of larger monitors by displaying more editable items per
page.
2. Limit the items on the list by entering a search term.
3. Click on the last cell of the row under "Amount" to edit or change a fee. Pressing the tap or
enter keys to save the value and move to the next amount on the list.

Admin Dashboard- Users
Use this area to access all the administration processes of the software. These settings are global
settings that will affect all users equally.
1. Add and remove shelves in this section of the software. You may also change the order of
shelves in this area.
2. Edit the global office hours.
3. Use this section when instructed by tech support technician to give the Axex Dental support
team access to the inner workings of your SmartJobsQ server.
4. Add, remove, and edit operatories in this area.
5. Click one of the buttons on this column to edit the user on that row.
6. For reasons of data integrity, users cannot be deleted from our software. Use the hide option
to remove a user from an internal list of users selectable throughout the software.

Admin Dashboard- Edit User
Use this area to edit user information and settings.
1. This area controls the time before the software will log out the user and force the user to
enter the password once more. Enter time in minutes (eg. "60" minutes for an hour, or "100"
minutes for 1h 40m).
2. Select between staff and administrator settings as user roles.
3. This resets the user password to the default password. Consult the installation instructions
for this password.
4. Remember to click the update button when you are finished changing a setting on this dialog.

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

Admin Dashboard- Edit Shelves
Use this to create, organize, and remove the shelves that will appear along the bottom of the screen
in every page of software.
1. Use this field to create a new shelf.
2. Move these around to organize the order of the shelves. You may also completely remove a
shelf from the list using the so named button.

Admin Dashboard- Operating Hours
Use this section to enter the earliest hour your will ever see patients and the time after wish you'll
never schedule a patient. If your office has odd hours, select times that will encompass all operating
hours expected to be available.
Admin Dashboard- Remote Support
For your safety and that of the your patient data, your SmartJobsQ server is closed to outside
access. By selecting "Start Connection" you create a secure tunnel between your server and our
computers. This way we will be able to perform any mantainance as needed to our software and
your database. WARNING: Make sure and close the connection in this area after receiving support.

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

Know Your Appointments Module
Axex Dental Software-Appointments
Axex Dental Software-Appointments Page 1

Main Navigation Bar
This bar can be found on all sections of the software. It contains the main navigation for the program.
1. Click on the small picture on the left to add or replace the picture connected to your account.
Note: This is your pictoral identity and will be used whenever your User is represented,
including on the log-in screen.
2. The gear icon opens the option to log out signified by a door and an arrow or to modify
settings on the account.
3. To the right of the gear icon is a button for "Live Support". This area lets you know if is
someone is available online to give you immediate tech support via text.
4. The three buttons to the right of "Live Support" represent the three major sections of the
software: "Appointments", "Charts", and "Accounts".
5. To the right of the "Accounts" button is "Reports". This button will navigate you to the dialog
for creating and printing reports.
6. The search bar allows you to quickly find patients by entering a person's first or last name in
any order. Note: You can create an appointment by dragging a name from the search results
and dropping it in an empty schedule slot.
Custom Shelves
Use this area to assign patients to provider operatories, or tasks. Drag and drop an appointment
from the schedule to this area to assign the appoinment. The numbers beside shelves show how
many patients have been assigned to the shelf. An orange number area signifies a new patient has
been added to the shelf since last viewed from your station. Use the arrow on the right to expand the
shelf to full view and see its contents.

Custom Shelves (Open View)
The shelf with the white text and darkened surrounding is the selected one. Patient labels are
organized in the order they were put in the shelf with the first placed in on the left and progressing to
the right. Each of the labels represent a patient and appointment.
1. Selecting the letter "C" on the left hand of the label will direct you to that patient's chart.
2. In the same way, selecting the letter "A" on the right will take you to Accounts.
Note: You may move patient labels from one shelf to another. To completely remove a patient from
the list, drag and drop it outside the shelf system.

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

New Appointment Dialog Box
Use this dialog to quickly create a new appointment.
1. Change appointment specifics in this area. Note that this area is prefilled to the doctor, time,
and date from the time slot selected on the schedule.
2. Enter a patient's date of birth in here to narrow your search. You can also use this field to
verify that the patient selected is the correct one.
3. Enter patient name or last name here to search for a patient. If the patient is not found, use
the addition button that will apear to right of the field to create a new patient for this
appointment.
4. Just as in the previous box, begin entering a name or last name to search for a referral. If the
referring provider is not found, use the addition button that will appear to right of the field to
create a new referral source for this appointment.
5. Select save to complete your appointment.

Appointment Info Pop-up
This is the Appointment Information pop-up. It can be accessed by clicking or tapping any
appointment once. This pop-up neatly organizes most of the information and actions that can be
taken with respect to an appointment. To close this pop-up, click or tap on the appointment once
more.
1. Select from the dropdown menu, the status of an appointment, such as "Unconfirmed" or
"Confirmed".
2. Displays the balance of the account. A red overlay indicates this patient owes money to the
practice.

Appointment Pop-up (Upper Navigation)
This this is the main navigation area for the info pop-up.
1. This icon indicates that the patient has a medical warning, such as allergies. Click on this to
see more details.
2. This icon indicates the patient has an uncalled prescription waiting in queue.
3. This icon takes you back to the basic info section of this pop-up.
4. This icon reveals the recall and history section of the pop-up.
5. This icon reveals the "Send To" section of the pop-up.
6. This icon reveals the Appointment Modification section of the pop-up.

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

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

Appointment Modification
Change the basic information for an appointment such as date, time, and duration. Note: This is
mostly used for tablet operation.
Appointment Pop-up (Lower Navagation)
The lower navigation bar contains important actions for the appointment and the patient.
1. The first button will create the registration for the patient named on the appointment to be
filled out by the patient or representative.
2. The second button will take software directly to the patient's chart as signified by the chart
icon.
3. The next button can be used to print an appointment reminder card to be sent home or
mailed to patient.
4. Use this button to delete an appointment. Note: You may also delete an appointment by
dragging and dropping that appointment to the trash can icon under the calendar.

Calendar and Pinboard
This section allows you to select the date for the schedule to modify. Use the back and forth arrows
to change months and years consecutively. The date of the displayed schedule is highlighted in bold
lettering.
1. Select the question mark icon for a quick help overlay. Place the mouse or touch those areas
highlighted with a blue bounding box for explanation as to the use of that item.
2. Click on the calendar icon to return to today's date.
3. Click on the trash can icon to see the history of recently deleted appointments. Note: You
may also drag appointment blocks from the schedule or pinboard to this icon to delete.
4. You may drag an appointment from the board to this location as a holding place for an
appointment while advancing the calendar to a rescheduling time. When selecting one of the
preset recalls, a copy of the appointment will be created in this area.

Appointment Blade
An appointment blade contains appoinments for one day for a doctor or operatory. You may change
the order of the blades by grabbing them by the center of the colored area and dragging them to the
desired position on the board.
1. Click on this lock to scroll this blade at the same rate as other blades with the lock icon
engaged. Click once to lock it, and once again to unlock it.
2. Use this icon to display the week-at-a-glance for this blade.
3. Use this icon to create an identical copy of this appointment on the pinboard.
4. The colored area to the right of the appointment represent the status of the appointment. The
colors mean the following: red for unconfirmed, green for confirmed, yellow for message left,
and black for a broken appointment (No Show.)

Know Your Chart Module
For information about the Main Navigation Bar and Costume Shelves, check the Axex Dental
Appointments help file.
Axex Dental Charts
Axex Dental Charts Page 1

Quick Navigation Slide
Click on this icon located on the upper left corner of the chart panel to quickly navigate to a new
section of the chart. Note: If you do not remember what a an icon does, place the cursor over the
icon in question, and wait for a short description of that item to popup.
1. Patient Information
2. Medical History and Prescriptions
3. Fast Chart
4. Progress Notes
5. Treatment Plans
6. Insurance
7. X-Rays
8. Documents
Axex Dental Charts

Patient Basic Info Side Panel
This is the area for the patient's basic infromation. This area will remain the same irregardless of the
subsection you are viewing. As with other image sections, click the image to add a picture of the
patient. Note: You take a picture of a patient by tapping the picture area in an iPad web browser.
This area also displays the prefered name of the patient and current age. Tap the colored circle to
the right of the "Last visit:" date to see a complete history of patient visits to the practice. The colored
circle to the right of the "Last Visit" button displays the number consecutively-missed appointments.
This area will change to red after three consecutive misses.
1. Select the question mark icon for a quick help overlay. Place the mouse or touch those areas
highlighted with a blue bounding box for an explanation as to the use of that item.
2. Select this icon to trigger a do-not-schedule warning on this patient. Note: If do-not-schedule
button has been selected, the patients name will appear surrounded by a red haze in search
results.
3. This button will display this patient's emergency contact infromation.
4. This section will open patient's labwork information. It will change to yellow if undelivered lab
work is present.
5. Select this icon to open the prescription section under medical section of charts. This button
will change to blue if an uncalled appointment is present.
You can also find in this area the patient's preferred contact number and if the patient allows for
messsages to be left at that number.
Also in this section is the alerts table. To add a new alert, click on the plus sign next to the title and
start typing. You may choose from suggested alerts or simply press the check-it icon to add new
alert to the list.
Axex Dental Charts

Axex Dental Charts

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

Medical History
This section contains a patient's medical and prescription history. In this area you will find the
patient's most recent vitals, answers from the medical questionnaire, and a history of prescriptions
called-in for that patient on behalf of your practice.
1. This is the edit button. By default, this section will only display questions where the patient
has given a yes answer. To see all the questions, press this button.
2. This area contains the patients most recent vitals for the selected patient. To see a history of
the patients vitals click on the "i" button at the end of the bar.
3. Select this button to create a new prescription.
4. Click on a gray prescription to see and edit it. Once a prescription has been called or
submitted electronically, it is no longer editable.
Axex Dental Charts

Medical History- Patient Vitals
Enter data in the appropriate fields and press Update button at the buttom left of the dialog box to
add current vitals to the history. Only the most recent vital will be displayed on the main patient
history page.
Axex Dental Charts

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

FastChart
This section allows you to quickly enter patient tooth, gum, and intraoral/extra oral exams. Clicking
on the "FC" FastChart button will open a new window. DO NOT RESIZE THIS WINDOW. The
window must remain at the preset size to function correctly.
1. Use this button to return to the patient chart proper.
2. Use this menu to navigate through the different sections of the exam chart.
3. Click on this information icon button to see a quick sheet for the operation of this feature.
4. Use this button to toggle between the primary and permanent teeth.
5. Swich between Competed/Present (Blue,) To Be Completed (Red,) and Both. Note: Both is
the default value.
Axex Dental Charts

Fast Chart- Tooth Exam
This is the instrument tray. Use this to enter information about a tooth after selecting one from upper
or lower arches. You may see the lower or upper arches by sliding the tray up or down with the side
arrows. Tap with one finger for "to be completed" procedures and two fingers for completed/pressent
procedures. Note: You may use the right and left mouse click to achieve a similar result when not
using a tablet.
1. This is the number of the tooth selected.
2. Tap on this tooth to get options, such as: Root canal, post, sealants, or implants. Swipe from
root to crown to mark extractions, and from crown to root to denote impactions.
3. The center area of the circle is used for recording conditions and treatments on tooth
surfaces. Surfaces will change to fit the tooth that has been selected.
4. Tap on the outer ring for crown-related conditions and treatments.
5. To edit what has been done, press this button.
Axex Dental Charts

Fast Chart- Perio Exam
This area allows you to keep track of the patient's gingival health.
Axex Dental Charts

Fast Chart- Intraoral/Extraoral Exam
This is the intraoral and extraoral exam for the patient.
1. These buttons allow you to indicate if there are problem present in that particular area of the
exam. The default is always set to "No."
2. Click on this button to type a quick note on the problem present.
3. Warning: This button will reset all data entered on this section of the exam.
Axex Dental Charts

Progress Notes
This is the area where procedures are recorded. Procedures must be entered here in order to
charge insurances or patients. One card will be created per day.
1. Use this button to create a new progress note.
2. This will allow the user to create a printed hard copy of the progress note diplayed here.
3. Use this button to edit a progress card.
4. Use this button to see the note card on a full screen. Note: Once in full screen mode, you will
be able to browse from side to side by swipping or clicking on the edge of the screen to
advance.
5. This button will display blue if a prescription was called on the date of the note.
Axex Dental Charts

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

Progress Note- Add
This dialog box is divided into two sections: a data entry section to the left and a staging area to the
right. You may add notes to individual procedures in this section of the dialog box. When that
procedure is completed select the add process button (3) to move the procedure to the staging area.
Save the note after all procedures are added.
1. This are will default to current date.
2. Select the tooth you wish to use from the dropdown menu or type the number by hand. Note:
You may enter more than one tooth number in this area, as long as you separate them with a
comma and a space.
3. Enter the a procedure code here. Once entered, the appropriate procedure description
should appear on the area bellow.
4. Select the surfaces of the teeth involved in this procedure.
5. If you do not know the procedure code, you may search by description in this area.
6. Press this button to add the current procedure to the staging area.
7. This is the area for your extensive notes. Use this area to comment on patient behavior,
notes to self, and any other inforamtion related to this visit but not associated with a specific
procedure.
8. You may delete a procedure from the staging area by selecting this button.
9. Click here to add any notes that doctor finds necessary. Can be added when editing a
progress note.
Axex Dental Charts

Treatement Plan
Use this are to create treatment plans and estimates. Treatment plans will be stacked by date.
Create as many plans as necessary for that date.
1. Have patient click on this star when selecting the desired treatment plan. Selecting the star
will display a disclosure statement the patient may sign to verify their agreement to the plan.
2. From left-to-right the options are: Print- Create a hard printed copy of selected plan; Edit-
Modify current plan, and; Full Screen.
3. Use this button to create a new treatment plan.
Axex Dental Charts

Treatment Plan- Add
This dialog box is divided into two sections: a data entry section to the left and a staging area to the
right. You may add notes to individual procedures in this section of the dialog box. When that
procedure is completed, select the add process button (3) to move the procedure to the staging
area. Save the note when all procedures has been added.
1. This are will default to the current date.
2. Select the tooth you wish to use from the dropdown menu or type the number by hand. Note:
You may enter more than one tooth number in this area, as long as you separate them with a
comma and a space.
3. Enter the procedure code here. Once entered, the appropriate procedure description should
appear on the area bellow.
4. Select the surfaces of the teeth involved in this procedure.
5. If you do not know the procedure code, you may search by description in this area.
6. Press this button to add the current procedure to the staging area.
7. You may delete a procedure from the staging area by selecting this button.
Axex Dental Charts

Insurance Information
Use this area to attach insurance carrier to a patient. Use this area to add all pertinent information for
the carrier.
1. Use this dropdown to select between insurances, primary, secondary, etc. The name of the
insurance will appear on top of the colored benefit blades.
2. Use this button to add an insurance plan.
3. This will allow you to edit the current insurance plan.
4. This section contains blades for additional insurance information, such as: histories,
frequencies, and benefits.
Axex Dental Charts

Insurance Information- Add
Use this dialog to add insurance to the patient. However, for better results, start from top to bottom.
Following this schema, you will be less likely to create duplicate plans for carriers and save precious
time in filling fields.
Axex Dental Charts

X-Rays
Use this section to acquire and view x-rays. The left area hold stacks of xrays organized by date.
Place your mouse cursor over the stack to leaf through the images in the stack. Click on the stack to
move the stack to the filmstrip at the bottom of the screen. Scroll through x-rays and place those you
want to see on the light box for side by side comparison by dragging images to the area. You may
see an x-ray full screen at any time by clicking or taping on the image.
1. Use this button to acquire an xray via DiCOM device.
2. Export those pictures currently in the light box.
3. Remove items on the light box. Note: This will not permanently delete x-rays from your
library.
4. Import x-rays from your computer.
Axex Dental Charts

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

Know Your Accounts Module
For information about the Main Navigation Bar and Column Shelves, check the Axex Dental
Appointments help file.
Know your Accounts Module
Know your Accounts Module Page 1

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

Accounts Ledger
This is the account ledger for the patient selected.
1. Red rows represent procedures completed.
2. This is the amount section of the ledger. Numbers with red borders represent debits, money
that is owed to you. Green represents credits, money you have received. Click on the price
next to procedure to modify them.
3. This is the edit button.
4. This is the delete button.
5. Yellow rows represent adjustments. These are credits or debits not related to procedures,
such as late charges, return check charges, and refunds.
6. Green rows represent payments. This can come from individuals or insurance companies.
7. Orange rows represent claims. Use the arrow on the left to hide or show the procedures
attached to that claim.
8. These are the procedure grouped and attached to the claim above.

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

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

Adjustments
Adjustments: This pop up will allow you to make any needed adjustments to the balance of a
patient's account. This section includes:
1. The provider.
2. Amount that needs to be adjusted.
3. The date the adjustment was entered.
4. The date the adjustment was made (In most cases, #3 and #4 will have the same date).
5. Presets, adjustments that are frequently made, for example, write-offs, returned checks,
broken appointments, etc. There are both charges and credits under presets.
6. Create a custom preset of your own choosing.
7. Any additional notes attached to that particular adjustment.

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

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

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

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

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

Know Your Reports
For information about the Main Navigation Bar and Costume Shelves, check the Axex Dental
Appointments help section.
Axex Dental Reports (1.0)
Axex Dental Reports (1.0) Page 1

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

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

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

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

Reports- Procedures Not Billed To Insurance
Never lose money again with procedures not being billed to insurance and discovering it when too
much time has lapsed. Axex's "Procedures Not Billed to Insurance" report will display all procedures
that have not had a claim created for them and then sent to the corresponding insurance company.
1. Pick your start date and
2. Choose an end date.
3. Lastly, generate your report.
Axex Dental suggests running this report weekly or monthly.

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

Axex Dental Practice Management System Manual (v.1.0)

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Axex Dental Practice Management System Manual (v.1.0)