Conversions From Dentrix  

We are the Dentrix conversion experts. We can give you the most complete and accurate conversion available from any software company. Easy Dental for Windows uses the same database as Dentrix, so the following information generally applies to Easy Dental.

Fees:

A Dentrix conversion costs $1000.
An Easy Dental for windows conversion costs $800.

Conversion Details:

All important patient information and family relations are converted. There are approximately 40 fields which include address, phone number, provider, fee schedule, and even the patient note. We can not currently convert billing type.  You may end up with a few duplicate patients if you have left incomplete appointments on your appointment book.  The reason for this is that in Dentrix, new appointments do not actually have patients created until you do it manually.  So if you forgot to do that, and instead created the patient in the database, then you will have both the "new appointment" and the actual patient.  These are converted to two separate patients in Open Dental because that's the only way to do it.

All procedures, payments, insurance payments, and adjustments are converted along with their type, date, amount, note, etc. Since we can export all procedures along with their notes, this means that most of your clinical information will be converted and your treatment plans will remain intact.

Patient balances: While family balances are usually perfect, the individual patient balances within the family might sometimes be wrong.  This happens because patient payments are converted in such a way that they are assigned to the guarantor rather than to the individual patient. Because of this, we sometimes can't split balances properly between patients. This can be adjusted later by the user by making pairs of balancing adjustment entries. All such adjustments must be perfectly balanced by making two matching but opposite entries.  After making each pair of entries, the family balance will remain unchanged.

Insurance plans are converted and attached to the appropriate patient. Insurance information includes name, address, phone, etc. It also includes the annual max and deductible, but does not include percentages. Past and present claims are not converted, although all insurance payments are, as explained above.

Each clinical note is converted into a dated procedure entry for accurate display in the Chart module in Open Dental. Guarantor notes get converted into the very similar Family Financial Note in Open Dental.

Alerts are converted to dated procedure entries to display in the Chart Module.

Appointments including operatory, note, provider, attached procedures, etc. However, the 'initial reasons' in a Dentrix appointment have to be handled slightly differently since they need to be added to the treatment plan before they can be attached to an Open Dental appointment.

Tables we do not convert:

We have never converted these tables, but if you make a request, we will work on them, and we will let you know which ones we can convert and how difficult it will be.

Procedure codes and fees. Open Dental comes preloaded with codes; you will have to enter you fees for new procedures. You may have to edit some of the procedure codes for older CDT-3 codes so that they will display properly in the graphical tooth chart. The changes affect all patients, so it doesn't take long.

Prescriptions.

Claims. (but we can already do insurance payments as part of a standard conversion)

We are aware that there are many Dentrix users, and we are committed to improving and further automating the conversion process to give you more options and choice for what software you want to use. To this end, we are dedicated to deciphering the Dentrix database format in spite of their claims that it is proprietary. We will post updates on our progress.

Specific Details on Mismatched Fields:
In some cases, Open Dental has different fields available than Dentrix. Here is how those situations are handled:

Dentrix has Fax, Pager, OtherPh, TimeToCall, and Ext fields. Open Dental has WirelessPh. In the conversion process, it is assumed that any wireless phone number will be in the OtherPh field of Dentrix, so that field is transferred directly. The other fields get placed in the Phone/Address notes field.

The PatientNote field in Dentrix is converted into the Phone/Address notes field of Open Dental.

Final Note:

Remember that with any conversion, there will be some lost data. You will want to keep Dentrix running on your computers for a year or two to compare data as needed. You will want to compare family balances carefully, and the first few billing cycles will have bills from both systems.