April 2024

The April DQB 1.76 release is ready

DQB 1.76 focuses on several enhancements: 

• Adjustments for new taxation protocols   
• Display of both the bill-to and ship-to addresses where needed  
• Addition of pan code to estimate format for cases already already assigned a pan
  
• Ability to create custom menus
  

If you are required to collect taxes, we strongly recommend that you check on the latest requirements and protocols for your taxing authority.   For many years the rates and reporting requirements were primarily based on the bill-to customer's location and cash vs. accrual accounting basis.  For some, there have been changes to base taxes on the ship-to address and to incur liability upon invoicing rather than when paid.    

For the DentalRx web portal: Additional security measures for the registration process.

For highlights of this release, see the article below and the release document in the Support/Quarterly Releases section of our website.

Addressing memory issues

Although the Microsoft Windows operating and network systems are designed to handle a number of concurrent operations at the same time, the number is not unlimited.    This can lead to errors such as "Out of Memory" or "Insufficient Memory" or sometimes a timeout or just an endless spinning while the system looks for resources.   Some of the leading causes we have found in our user group include:  

• Users not using but leaving tasks open for an extended time   
• Background tasks needing a high level of memory   
• Tasks loaded at startup not needed throughout the day. 
• Use of software that does not release memory upon exit.
• Software automatically loaded with updates but not needed.     
• Defective memory that needs replacement.
• Upgrades needed that include additional memory.      
  

If you have been experiencing memory errors and would like to have our technical support remote in, please let us know.   We can explore the possibilities by reviewing the error messages, checking your task manager and startup menu, using the control panel to check your system resources, and reviewing with your users their daily practices in use of the system.

A win-win service for you and your customers

DentalRx has been one of those proven winners for both the lab and its customers. 

It is a win for your customers because it provides an easy convenient way to submit prescriptions as well as the digital files and documents for the case.  The services requested are already part of your DQB tables for standard procedures and items specific to your lab.   The prescriptions are typically easier to read, more accurate and complete.  The dental office can easily add communications specific to the case, instructions for standing preferences and/or enter requests.   Then they can conveniently look up the status of current cases as well as review history cases.    

It is a win for the lab because it is primarily single entry of the case details directly into your DQB case records.   The lab can specify which entries are required for each case submittal.  Typically more than 95% of the case entry process has been performed at the dental office.  Having complete, accurate, easy-to-read prescriptions reduces the possibility of having to do remakes and adjustments.   If the dentist is registered with one of the digital dental providers, the lab can be alerted that a digital file has been transmitted.   Accompanying digital files and documents are automatically named and identified as part of the case record and can easily be retrieved/accessed in the same variety of ways the basic case record can.   They are also easily backed up properly for extra safeguarding.  

In addition, being able to quickly schedule and/or pre-book time for the case adds to the professional stature and premier customer service for the lab. There is a small fee for the work involved in the initial setup to assure adequate security measures to meet HIPAA compliance, but then the ongoing service is included in your DQB service agreements.  You will need to authorize and register each customer to assure they have secured access to submit and to lookup only their own cases.   

To answer your questions....

Q:  What is involved in adding a VPN to our system?  

A:  Adding a VPN (virtual private network) is a very wise choice to protect your information and assure privacy for both yourself and your customers.   You can include both QuickBooks and DQB components.  Our technical support would remote in to install this on your host server and establish the master administrator and the Key Pass to provide VPN security for each of your user stations.  This is a cloud-based service for which you are provided direct control.  It has proven successful and is continually updated to assure a very high level of security.

Q:  We are growing and often get behind on case requests and not sure whether to add staff or first work on improving our workflow.  What are the best ways to track workflow? 

A:  Barcoding is a very proven technology for its accuracy and speed.   This is still the #1 choice in labs that want to track workflow as well as technician productivity.   In most labs, it is a quality control person or supervisor that scans the barcodes as work is accepted.   In addition to the DQB capabilities, you have to purchase one or more barcode scanners, which are relatively inexpensive.  

The DQBT Tablet Workflow App is another very good technology for managing and tracking workflow.  This provides more precise timings as it is the technician who uses the touch technology of the tablet to mark start, pause, restart and finish for each case item. It also provides more features such as viewing case images, documents, case plans and communications to guide the work.  The technician can also enter notes and actions required for the case.    In most labs that use DQBT, they limit the number of tablets placed in the hands of technicians due to the cost involved.  

Keep in mind also that the case and technician reports can be used to monitor and analyze the efficiency of your workflow.             

There is a very good rule in computer systems that whenever possible design for single entry.  Having to enter information more than once is not only time-consuming but also more subject to errors and omissions.   DentalRx provides for very close to single case entry into DQB.  More than 95% of the case entry process is accomplished at the dental office using your own standard procedures and/or product groups already set up in DQB. Typically at the lab, the DRX entry is reviewed and given the go-ahead to be scheduled into the workflow.  

Also adding to better efficiency and workflow is the ability to transmit digital files and documents directly to the case and to have them easily accessible whenever needed.  Communications between the dental office and the lab can also be easily accomplished and recorded, lessening the possibility of misunderstandings and the need for adjustments.

Q:  When looking up case status and history in DentalRx, can the dental office see their cases that were manually entered as well as those submitted via DentalRx? 

A:  Yes they can.   The lab can also customize which fields are shown in the case status/history reports.  This can be a good way to introduce the benefits of the DentalRx service to your customers. 

Highlights of the April release

DQB and DentalRx:  Fundamentals for Compatibility and Security

To maintain compatibility with the latest software from the major providers such as Microsoft for Windows 11 and the .Net Framework and Intuit for QuickBooks, we have applied the technical changes required. In addition, there are continual upgrades to internet security measures that are needed to guard against theft of information, ransomware, and other dangers.

DQB Display and Use of Ship-To Addresses

The protocol for determining taxation has changed in the QB Online versions.  One of the important changes is that taxation is based on the ship-to location.  To help clarify bill-to vs. ship-to locations, the following enhancements have been added.

From QB, the ship-to address marked as the default will transfer from the customer or the job/sub-customer record to DQB. 

For these options, the program will show both the bill-to and ship-to address:

• Basic Lists- Customers
• Material Disclosure Report
• DQB Invoice Print – default version only
• Customer Center
• Customer Profile
• Print List - Customers
• Case Entry – Show Doctor Information
• Case Entry – Outsourced

NOTE: These options can continue to use the ship-to address:

• Packing List
• Pickup & Delivery Report
• Quality Control Report
• Shipping Labels

DQB Estimates

When you create an Advance Bill for a case, you can also print an Estimate to send to the customer and/or have on hand.   We have added the Pan Code for cases already assigned to a pan. 

DQB Custom Menus 

In the standard version of DQB from the Show Full Menu button near the bottom of the menu frame, you can select which menu items you want to have available by station.  The list is initially set to have all items in the menu. 

For your own unique ways of serving your customers

In software systems that serve a wide audience and a variety of business models such as QuickBooks and DentaLab for QuickBooks (DQB), there are typically ways to personalize and adapt the software for your specific business.   In the desktop versions of QuickBooks you can edit a variety of preferences and create selection lists for your entries.   In online versions designed specifically for remote and mobile use, it is typically an icon resembling a gear that leads you to the settings. 

In DQB, it is Options, then Settings by category where you can indicate your choices.  Many of these have a default or startup setting for the most popular choice but you can select or setup another.  In Options/Custom Fields you can add up to 10 custom fields each for cases, customers and items.  In Options/Invoice Settings you can indicate which case fields you want transferred as custom fields for the QB invoice.   

Then it is in DQB Basic Lists that you create your personalized selection lists for various fields related to case management.   The basic customer and item information already set up in QuickBooks is synchronized into DQB, where you can add more specific information for your case management.  For a number of these there are sample entries already available when you first install the software to help get you started.  You can choose to use these samples, overwrite them or delete them. 

In addition to these personalization features already built into the software, you can also request customizations for your unique needs.   It is wise to review from time to time all of the features in both QuickBooks and DQB that provide for personalizing your business.   Because many of the options provide for additional convenience and automatic time-saving actions are based on requests by those using the software, it is also a good idea to review the documentation that comes with each new release.   You may find some very worthwhile new features for yourself.

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