Please review this document prior to upgrading to Eaglesoft 18

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Linette Craig
8 years ago
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1 Please review this document prior to upgrading to Eaglesoft 18 The Accounting Upgrade The 18 upgrade to Line Item Accounting allows you to apply a payment to a specific line item in the patient s history. As a result, you can see at a glance the account and patient balance, line by line, and also see which services have or have not been paid in full. Question: Why was the decision made to transition to Line Item Accounting instead of the previous accounting model? Answer: Line Item accounting allows for better accuracy and more flexibility when it comes to accounting. This was a frequent customer request. This document will explain how the database prioritizes the distribution of your current transactions to the new line item model during the upgrade. How the Account Transitions to Line Item Accounting Account Balance: The Account Balance WILL NOT CHANGE. Provider Balance: The Provider Balance WILL NOT CHANGE.. The total Provider Accounts Receivables balance can be found on the Accounts Receivables by Provider- Summary Report. Patient Balance: The Patient Balance MAY change based on how credits are applied to debits. As a result aging balances may change as well. The order in which Credits are applied to Debits is as follows: Deletions: Any time a transaction in Eaglesoft is deleted, a deletion adjustment is created to offset the exact amount of that transaction. These transactions are matched up during the upgrade. Insurance payments: The upgrade looks at the claim id number assigned in the database and matches the insurance payment to the services with that same claim id number. In the event that you have claims that were closed and recreated in version after a payment was entered, this claim and payment record will have different transaction numbers and will not be paired by the upgrade. Credit Adjustments: The upgrade looks for any Credit Adjustments with a claim id and matches these adjustments to any services with that same claim id. Printed copies of this document are considered uncontrolled. 1

Question: Why was the decision made to transition to Line Item Accounting instead of the previous accounting model?

2 Remaining Transactions: The upgrade then looks for the oldest credit per provider and applies it to the oldest debit for that same provider until all credits have been applied to debits. For more details on how each of these items can affect the Patient balance, please see the rest of this document. Unassigned Credits & Unpaid Debits after upgrade Because the upgrade does not change provider balances, some transactions may be left as unassigned credits or unpaid debits after the upgrade. An Unassigned Credit is a credit transaction (Account Payments, Insurance Payments, or Credit Adjustments) that is not assigned to any specific service within the Account; however it is assigned to a Provider and a Patient. An Unpaid Debit is a debit transaction (Services or Debit Adjustment) that have not been paid in full. Icons( ) will appear along the left margin of the Account to show the user Unassigned Credits and Unpaid Debits. Assigning Unassigned Credits Assigning these unassigned credits will change your accounts receivable assignments. If you have unassigned credits and are not sure how they should be handled, please contact support at for assistance. Changes to Account Aging Amounts in different aging categories after upgrade Account Payments - The upgrade is applying the oldest credits per provider to the oldest debits per provider in order from the oldest credit to the newest credit. By forcing credits to be attached to a debit you are creating a more accurate age of the account balance. Insurance Payments - The upgrade is applying past insurance payments to services tied to the same claim id. In v18, the insurance payment is applied directly to services attached to that same claim id. The Account Aging process can affect how the account balance appears after an insurance payment due to the way insurance payments were previously applied to balance categories instead of specific line items in the account. These differences can result in variances from version to version in the account aging. Since the upgrade does not change Provider Balances, there may be times when you will find a service in Printed copies of this document are considered uncontrolled. 2

Unassigned Credits & Unpaid Debits after upgrade Because the upgrade does not change provider balances, some transactions may be left as unassigned credits or unpaid debits after the upgrade.

3 90 days for Provider A left as unpaid and a payment in current for Provider B left as unassigned. These can be applied to each other so that there are not amounts in the different aging categories, however this would change Provider Collections and Provider Accounts Receivables. Patient Transfer Adjustment Patients that were previously transferred without history will upgrade with an adjustment added to their account labeled as Miscellaneous Adjustment: Adj. for patient transfer w/out history in order to keep their account balance the same as prior to the upgrade. In the scenario illustrated below, the adjustment created by the upgrade will be assigned to the Practice Preferred Dentist by default with an aging date of 91 days before the date of the upgrade. Patient Transfer without History Original Account Before Transfer Alice Adams was transferred to her own account without history. An Adjustment is created to carry her balance over to her new account of her own. All history and transactions are left on account for Adam, her previous Resp. Party. Printed copies of this document are considered uncontrolled. 3

Patient Transfer Adjustment Patients that were previously transferred without history will upgrade with an adjustment added to their account labeled as Miscellaneous Adjustment: Adj.

4 Alice Adams account after the upgrade to v18. Her transaction history is now on this account with her. The transaction history + the adjustment made at the time of the Patient Transfer make her account balance more than it really is. The upgrade recognizes this and creates another adjustment so the Account Balances is the exact same as before. Original Account after transfer, before upgrade. Alice was transferred to her own account without history, leaving all her transactions on this account. Since the transactions were left here and her balance was forwarded to a new account, the system created an adjustment for the amount of Alice s balance. Original Account after transfer, after upgrade. The Transaction history for Alice is no longer seen here on her original Resp. Party s account. Since the transactions are gone, but the original adjustment made at the time of the Patient Transfer remains, the upgrade created a new adjustment to have the history match balance. Adjustment is distributed to the default Preferred Dentist for the practice. Printed copies of this document are considered uncontrolled. 4

The upgrade recognizes this and creates another adjustment so the Account Balances is the exact same as before. Original Account after transfer, before upgrade.

5 For more information about paying Providers on Collections, please consult FAQ Please see the New Features Guide for more information on Line Item Accounting in Eaglesoft 18. Printed copies of this document are considered uncontrolled. 5

Submit Employee Time Section

Submit Employee Time Section Located under the Actions section (Employee Home page), the options that allow employees to enter work time transactions in Paychex Time and Labor Online are listed below.