Dentrix is the most widely used dental practice management software in North America, installed in over 35,000 practices. It handles scheduling, charting, billing, and insurance claims with reliability that's earned its market dominance.
But most practices only use a fraction of the data Dentrix collects. The system captures detailed information about treatment plans, insurance submissions, appointment history, and provider production — yet the majority of that data sits untouched unless someone actively pulls reports.
Here are five weekly reports that practice managers should be running to identify revenue leaks before they become permanent losses.
1. Unscheduled Treatment Plan Report
This is the single most important report you're probably not running regularly. It shows every patient who has a treatment plan recommended by a provider but does not have a corresponding appointment scheduled.
Where to find it: In Dentrix, go to Reports → Treatment Manager or pull the Unscheduled Treatment Plan Report from the Office Manager module. Filter by date range, provider, and procedure type.
What to look for:
- Total dollar value of unscheduled treatments — this is the "money on the table" number
- Cases older than 30 days — these are at highest risk of being lost permanently
- High-value procedures (crowns, implants, bridges) that require Pre-D submissions — are those Pre-Ds actually sent?
- Distribution by provider — which doctors have the most unscheduled treatment in their names?
Action: Pull this report every Monday morning. Identify the top 10–20 highest-value unscheduled cases and assign follow-up tasks to staff. For cases requiring Pre-D, verify that the submission has been sent.
2. Insurance Claims Aging Report
This report shows outstanding insurance claims organized by how long they've been pending. It's the closest thing Dentrix has to a Pre-D tracking dashboard — though it requires manual interpretation.
Where to find it: Office Manager → Reports → Insurance Aging Report. Filter by claim type and aging buckets (0–30 days, 31–60, 61–90, 90+).
What to look for:
- Pre-determination claims (Type 1 claims) that are older than 14 days — insurance should have responded by now for electronic submissions
- Total count and dollar value by aging bucket — a growing 60+ day bucket signals a follow-up process failure
- Claims stuck with specific insurance carriers — some insurers are consistently slow and need phone follow-up
Action: Flag any Pre-D claims older than 7 days (electronic) or 21 days (mailed). Contact the insurance company for status. If approved, immediately move to patient contact.
3. Provider Production vs. Scheduled Production Report
This report compares what each provider recommended (treatment planned) against what was actually completed and what is currently scheduled. The gap between "recommended" and "scheduled + completed" is your conversion loss per provider.
Where to find it: Dentrix has procedure log data accessible through the Ledger and through provider production reports in Office Manager. For a true comparison, you may need to pull Treatment Planned amounts and compare against the Production Analysis report.
What to look for:
- Providers with high recommendation volume but low scheduled-to-completed ratios — they may need support on treatment presentation or follow-up
- Providers with strong conversion rates — what are they doing differently that can be replicated?
- Week-over-week trends — is a provider's conversion improving or declining?
Action: Share provider-level metrics in weekly team meetings. Frame it constructively — "Dr. Smith's crown cases have a 62% scheduling rate, let's see what we can learn from her patient conversations" — not punitively.
4. Appointment Status and No-Show Report
Even after cases make it through the Pre-D and scheduling process, no-shows and last-minute cancellations represent the final revenue leak. This report tracks which patients were scheduled but didn't show up.
Where to find it: Dentrix tracks appointment status in the Appointment Book. Generate a report of broken/missed appointments using the Appointment List in Office Manager, filtering by status (broken, cancelled, no-show).
What to look for:
- No-show rate by day of week — some days consistently have higher no-show rates
- No-show rate by procedure type — are high-value procedures (which patients may be anxious about) more likely to result in no-shows?
- Repeat no-show patients — identify patients who have missed 2+ appointments for the same treatment
- Dollar value of broken appointments for the week
Action: Contact every no-show patient within 24 hours to reschedule. Research shows that practices achieving 80–90% reschedule rates on broken appointments do so through immediate, systematic outreach — not by waiting for patients to call back.
5. Pre-Determination Submission Tracking
This is the report most practices don't run at all — and it's arguably the most valuable for high-production cases. It tracks which Pre-D claims have been submitted, which have received responses, and which are still outstanding.
Where to find it: In Dentrix, Pre-Determination claims are stored in the Insurance Claim view (Office Manager → Insurance → Batch Claims or individual patient Ledger). Filter for Claim Type = Pre-Authorization/Pre-Determination. Cross-reference with the document centre for Explanation of Benefits responses.
The challenge: This is the most manual of all five reports. Dentrix doesn't have a native "Pre-D Dashboard" that shows all outstanding pre-determinations with their current status. You need to pull claims data, cross-reference with received documents, and manually track which patients have been contacted about approved treatments.
This is precisely why many practice managers build Excel spreadsheets to track this workflow — and why those spreadsheets break down past 2–3 clinics.
Dentrix captures the data you need to identify revenue leaks, but it requires active weekly reporting to surface that data. The five reports above — unscheduled treatments, insurance aging, provider production, no-shows, and Pre-D tracking — give you a complete picture of where cases are stalling in your practice.
From reports to action
The value of these reports isn't in the data itself — it's in the weekly rhythm of pulling them, reviewing them, and assigning specific follow-up actions. A Monday morning workflow that takes 30–45 minutes per clinic can catch thousands of dollars in cases that would otherwise be lost by week's end.
For multi-location practices, however, running five reports across five or six Dentrix installations every week creates a significant time burden. This is where automated tracking systems add the most value — by continuously pulling this data, synthesizing it into a single dashboard, and proactively alerting staff when action is needed.
Automate your Dentrix reporting
DentaHub pulls treatment, Pre-D, scheduling, and completion data from Dentrix automatically — across all your clinics, updated every 15 minutes.
Book a Free Demo →Making it sustainable
The most common failure mode for weekly reporting isn't that practices never start — it's that they stop after a few weeks because the manual process is too time-consuming. Build the habit by starting with just one report (the Unscheduled Treatment Plan Report is the highest-value starting point), running it consistently for four weeks, and expanding from there.
The practices that run these reports consistently don't just find revenue — they build a culture where nothing falls through the cracks. And that culture is what separates a 35% conversion rate from a 50%+ one.