EDR FAQ

How much does EDR cost?

IHS EDR Program support for new IHS Dentrix EDR implementations:

[updated 02/03/2025]

The EDR Contract has been given additional funding this year [FY 2025] and is again able to provide considerable support for IHS [I/T/U] clinics to implement the IHS version of the Dentrix Enterprise [DXE] Electronic Dental Record [EDR] program. This typically reduces the EDR implementation cost to the clinic to $0.00.

This program includes: [at no cost to the facility]:

1. A fully-configured [physical] server, [if needed for EDR]; [includes SQL, etc., licenses; EDR program software]
   • Dentrix can be installed on a virtual server
   • Configuration and set-up of a virtual server would be the responsibility of the Service Unit.
2. Onsite [or remote] Site Assessment;
3. Dentrix Enterprise EDR installation;
4. RPMS patient registration data push to the Dentrix program [if indicated];
5. MiPACS digital image [x-ray] management software program;
6. 10-day initial EDR training [either onsite or remote];
7. Follow-up training; and:
8. The first year of MiPACS and Dentrix Help-desk support.

The clinic needs to provide the internal network wiring and computers and monitors within the clinic. The dental clinic will also need to provide the digital image [intra-oral x-ray] sensors.

FYI: This year, the IHS Dentrix EDR program is releasing several new developments specifically designed for IHS clinic use:

1. A process to create 837i [billing] forms to meet some states’ specific Medicaid claim filing requirements;
2. A provider Clinical Note review program [built into Dentrix];
3. Document center quality review program [built into Dentrix]; and:
4. Enhancement of the Oral Health Status Measure [OHSM] module
   • New capability to record and document individual patient oral health status
   • This is useful to ensure patients in need of urgent [dental] care can be easily identified by the clinic to expedite follow-up treatment.
   • The goal is to prevent avoidable emergency visits which will save a clinic [and Tribe] considerable costs related to emergency care and or preventable emergency evacuation costs.

[Note: The “IHS version[s]” of DXE EDR are the same version[s] as the commercially available version[s] of DXE EDR. The difference is the IHS DXE EDR versions have multiple enhancements specific for the IHS clinic scenario.]

2nd Note: there are annual [recurring] fees for Dentrix annual support [fee includes help desk support] and MiPACS [digital x-ray program] support. These support agreements provide assistance if the staff has any questions regarding the functions of the Dentrix or MiPACS systems or emergency assistance should the Dentrix system ever fail.

The Dentrix Enterprise annual Help Desk and Support fee includes continual software updates as they are released. These updates provide numerous enhancements and new features to make the operation of the IHS version of Dentrix Enterprise more efficient and effective; provide new IT program security updates; address many common medical agency inspection expectations [Joint Commission or AAAHC]; and functional improvements to support filing claims. Dentrix also creates an [automated] script to update CDT codes each year which is also important for billing.

Attached is a document outlining the process to online ‘register’ for a new IHS DXE EDR implementation. For new construction facilities: If the clinic is not yet physically present and/or is not established within the IHS facility registration system; the step of online [Facility EDR Survey] registration is not applicable. When the facility begins their new construction and/or is registered in the IHS Facility database, we may ask you to complete this step. In the meantime, please keep us informed of clinic construction and staffing progress.

This is truly a great opportunity to implement EDR! To continue the IHS Dentrix EDR program implementation process, please reply to Joel Knutson with your EDR implementation plans at: Team EDR: IHSEDR@ihs.gov.

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