Eaglesoft, a Patterson Technology. New Features Guide. Eaglesoft New Features Guide 16

Transcription

1 Eaglesoft, a Patterson Technology New Features Guide Eaglesoft New Features Guide 16 Contents i

2 Volume XVI 2010 Patterson Dental Supply, Inc. All rights reserved. Microsoft and Windows XP are trademarks of Microsoft Corporation. All other trademarks, which appear in these pages, are the property of their respective owners. Adobe and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Subject to the terms of our Agreement, Adobe is distributed through a non-exclusive, non-transferable, worldwide, royalty-free license to reproduce and distribute the software Althoff Drive P.O. Box 1267 Effingham, IL Corporate Sales Fax Technical Support Technical Support Fax Web Site Address: ii Contents Eaglesoft New Features Guide 16

3 Contents Overview 1 Eaglesoft, a Patterson Technology... 1 The Database Icon... 1 FAQ Help... 1 Identify your Security Administrator... 1 Customizable Windows... 2 The Patient Bar... 5 Message Icons... 5 New Security Item... 6 OnSchedule... 6 A New Look... 6 Toolbar Right-Click Menu... 7 Time Unit Changes Chair/Provider View Provider Hours Before After Custom Hours Custom Goals Create Appointment Create a Quick Fill Appointment Double-Book Appointments Schedule a Block OnSchedule Dockable Panels Find Free Time Go To Appointment Search Quick Fill List Schedule Notes Schedule Family Appointments Appointment Queue OnSchedule Audit Trail Real-Time Claims ereminders Accounting Anatomy of the Account Window The Patient Bar Tabs Action Items Line-Item Distribution Filter Ledger Smart Claim Eaglesoft New Features Guide 16 Contents iii

4 Smart Invoice Walkout Processing Provider for Collections/Provider on Claim Add Payment to Walkout Family Walkout Account Payment Insurance Payment Adjustment Age Accounts Reports Bulk Payments Medical History Date-Based Reporting Digital Discontinued Features Index 47 iv Contents Eaglesoft New Features Guide 16

5 Overview Eaglesoft, a Patterson Technology Introducing the future of modern dentistry: Eaglesoft 16. To help you navigate the many enhancements in Version 16, we will include a before and after comparison. The Database Icon When you start the new Eaglesoft 16 database, a new icon will appear on your task bar. The new Patterson database icon is a circular symbol. When the server is running, the icon appears in green. When the server is not running, the icon appears in red. The following is an example of the database server icon. Server on Server off FAQ Help Patterson Eaglesoft s Help has been upgraded to FAQ. Use the Help menu in Eaglesoft to access a wealth of searchable knowledge. To use FAQ, select Help on the toolbar. Use the drop-down arrow to select a Patterson Product. Enter keywords or phrases into the Search By Keyword field and select Search. Selecting F1 in OnSchedule, Account and Clinical areas will open the FAQ focused to the area of the software from which it was summoned. Identify your Security Administrator Easily identify which person in your Provider/Staff list has been designated as the Security Administrator. Now, the Provider/Staff member with Security Admin rights will appear on the list in bolded text. Eaglesoft New Features Guide 16 Overview 1

6 Customizable Windows Customize your windows using any of the following options: Sort Columns Filter Columns Dockable Panels Tabs Sort Columns Sort columns in most lists and ledgers by selecting the column heading. An arrow will appear on the column heading once a column has been sorted. All columns in the Account module can be sorted. Filter Columns Filter the ledger items displayed within the columns using the column heading. Select the icon located on the upper corner of the column header. A list of available filter options appears. Select an item from the list to narrow your ledger display. The ledger will be filtered based upon your selection. Select All and use the icon to restore your ledger to its original view. To clear filters, select the x in the lower left corner of Account. Dockable Panels are available in Account and OnSchedule. Dockable Panels Dockable panels are miniature windows that can be opened, closed, moved and attached to different areas of the existing screens. An open panel that has not been docked is considered a floating panel. Floating panels can be placed anywhere on the window. To open a panel, select an action button located on the right of the screen. Select an Action button to open a panel. 2 Overview Eaglesoft New Features Guide 16

7 Dockable Panels are workstation specific. The following is an example of the Account Action buttons. The following is an example of dockable panels in the Account window. Title Bar Floating Panel Drag and drop anywhere! Move dockable panels by clicking the title bar and dragging the panel to the desired location. Close panels by selecting the X button. Choose which panels display by selecting the desired action buttons. How to Dock a Panel Click the title bar and drag it to the docking helper icons. Docking Helper Icons 1. When moving a panel, the docking helper icons appear. 2. Grab the title bar of the panel and drag it to the desired docking icon. When you have located the desired icon, a blue bar will appear. Eaglesoft New Features Guide 16 Overview 3

8 Blue bar appears. 3. Release the docking panel title bar. The panel now appears at the selected location. For our example, the panel has been docked at the bottom of the window. Push Pin button 4. Select the Push Pin button located next to the X button to tab the dockable panel. 5. Click and drag the edges of a panel to resize. A panel can be docked within another panel. Pinned, the tack is vertical. Unpinned, the tack is horizontal. Tabs 6. Unpinned, a Tab will appear in the location where the panel has been docked. Hover over the tab to open the panel. A panel must be pinned to be dragged to another location. Tabs are located at the bottom of most windows and allow you to open additional processes within the current window. The following is an example of the Walkout Tab in the Account window. 4 Overview Eaglesoft New Features Guide 16

9 View the Account summary while using Tabs Dockable panels Tabs open in the ledger area. Tabs By selecting the Walkout Tab, the Account ledger is replaced by the Walkout panel. From here, you can walkout a patient and then use the Account Payment, Insurance Payment and Adjustment Tab panel to apply payments. For more information on Walkout Processing, see the Account section of this document. Tabs are also used to include more information such as the tabs in the Appointment window. Docked panels also become tabs that can be opened or pinned. The Patient Bar A new toolbar known as the Patient Bar has been added to patient windows. This toolbar allows you to quickly access patient-specific functions such as Alerts and Treatment Plan. For more on customizing the Patient Bar, see the Toolbar section of this document. Message Icons Icons appear next to fields containing missing or inaccurate information. Hover over the icon to reveal a tool tip explanation. Eaglesoft New Features Guide 16 Overview 5

10 Additional information is available Invalid entry Information is required Changes have been made by another user A non-critical warning has occurred Last Patient/Change Patient The Last Patient button and the Change Patient button now share the same space next to the Patient hyperlink. Before a patient has been selected, the Last Patient button is enabled. Last Patient button After a patient has been selected, the Change Patient button is enabled. Change Patient button New Security Item In the Security Profiles, you will now have the following options: Allow fee change in Treatment Plan This allows you to make fee changes to the Treatment Plan. Edit Credit Distribution This allows you to edit the distribution of credits already posted to the patient s account. OnSchedule Changes have been made to OnSchedule to enhance your scheduling experience. A New Look New icons, new features and a fresh design make OnSchedule the heart of Practice Management. 6 Overview Eaglesoft New Features Guide 16

11 New Toolbars Hover over buttons to view Tool tip information. Provider View Customize your tool bar using the right-click menu to add or remove text descriptions of menu options. Toolbar Right-Click Menu The right-click menu on the Toolbar allows you to use the following options: OnSchedule Select this option to display the OnSchedule toolbar. Activities Toolbar Select this option to display the Activities Toolbar. Show text on OnSchedule toolbar Select this option to display the text beneath the icon on the OnSchedule toolbar. Show text on activities Select this option to display the text beneath the icon on the Activities toolbar. Reset toolbars Select this option to restore toolbars to their default settings. Customize Select this option to manage your toolbar options. Eaglesoft New Features Guide 16 Overview 7

12 Toolbars Tab In the Toolbars tab, select from the following options: New Select this option to create a new toolbar. Toolbars are workstation specific. Enter the Toolbar Name and select OK to save. Rename Select this option to rename the selected toolbar. Delete Select this option to delete the selected toolbar. Reset Select this option to restore the default settings for the selected toolbar. Commands Tab Categories Select the desired toolbar to display the available options in the Commands window. Commands Select the desired toolbar option and drag it directly to the toolbar. 8 Overview Eaglesoft New Features Guide 16

13 Drag it from the Command tab and Drop it onto the Toolbar. The above is an example of dragging a toolbar option. Options Tab Under Personalize Menus and Toolbars, select Always show full menus or Show full menus after a short delay. Select the Reset my usage data button to restore your frequency to zero when using the Show full menus after a short delay option. Under Other, select from the following options: Show OnSchedule toolbar text Show activities text Show ScreenTips on toolbars Menu Animations Select from the available options to determine how the toolbar displays. Menu Animations determine how your toolbar will appear. Select from the available options: System Default, None, Slide, Fade, Unfold, Random. Close Select close to exit the Customization window. To view a legend of new icons, see FAQ Eaglesoft New Features Guide 16 Overview 9

14 Before After Items are moved back and forth and positioned with arrows. Drag and drop directly onto the toolbar. Time Unit Changes Change the time units at any time in the OnSchedule Preferences. Select File Preferences OnSchedule. Use the up and down arrows to select from the following incremental time units: five, ten, fifteen, twenty, thirty and sixty. Assigned time units on appointments will be preserved whenever you change OnSchedule Time units. Before After Changing Time Units required multiple steps including deleting appointments. Toggle Time Units at will. Change as often as needed. Chair/Provider View Use the Chair/Prov button to toggle OnSchedule between viewing Chair information and viewing Provider information. Provider View In the Provider View, each provider will appear in his or her own column. Scheduled appointments in Provider View will display the appointment on all Providers that are attached to that appointment. 10 Overview Eaglesoft New Features Guide 16

15 The following is an example of one appointment with time units assigned to both Debra Davis and George Young, DDS. Blocks cannot be scheduled in Provider view. Double-book information will show when chairs/locations are double-booked. You can still right-click on columns to Show, Hide and Move columns in Provider view. Right-click on a provider column name to edit provider hours. Chair View In the Chair View, that same appointment appears in the assigned chair only. Primary and Other Provider indicators appear on the right edge of the appointment. The following is an example of the same appointment from the above example in Chair View. Right-click on the chair name to Hide, Show, Move or Close Chair or Close Day. For more information on Close Chair and Close Day, see the Custom Hours section of the New Features Guide. Provider/Chair: Moving Appointments In Provider view, moving an appointment to another column will reassign the provider on the appointment. For example, moving the above appointment from Dr. Young s chair to Dr. Morgan s chair will reassign the appointment to Dr. Morgan. In Chair view, moving an appointment to another chair will change the chair on appointment but not the provider. Provider Hours Provider Hours have replaced Chair Hours in OnSchedule. Office Hours and Custom Hours will no longer be assigned to Chairs/Locations. Chairs/Locations are opened in the times that Providers Hours are assigned to them. Lunch times display on Chair/Location only when the Providers attached have designated the same lunch hours. Eaglesoft New Features Guide 16 Overview 11

16 Enter Provider Goals Assign Chairs Assign Hours/Days Assign hours to a Provider in Provider/Staff. In Provider Hours, use the dropdown arrow to Assign Chair/Location(s) to the selected provider. Select the days, times, lunch hours and goals for the selected provider. In the Goals column, highlight the desired chair and click on the amount and enter the Provider Goals. Select the Custom Hours button to create a Custom Hour. Use the Also apply changes to chairs section to apply the selected hours to additional chairs assigned to the Provider. Before After Provider Hours and Chair Hours were kept separate. Provider Hours and Chair Hours are combined for increased accuracy. 12 Overview Eaglesoft New Features Guide 16

17 Custom Hours Select the Custom Hours button at the bottom of the Provider Hours screen. To create a new Custom Hour, select New. Changes to Custom Hours are applied instantly. To create a new Custom Hour, enter a name in the Description field. Select a frequency radio button for Daily, Monthly, One or More Days, Weekly or Yearly. Based upon the selected frequency, select the Starting on and Ending on dates. Select the No Ending Date checkbox to designate a recurring Custom Hour as unending. Setup hours according to the options selected. Select the Provider is out of office checkbox to close provider hours for the selected custom hour. In the This Should Be Scheduled section, select the specifics assigned to the chairs selected on the right. Custom Hours Close Day Right-click on the chair name to Close Chair or Close Day. A prompt will appear asking you to provide a description for the Close Day/Chair Custom Hour. Select OK to save. Select Cancel to close the screen without saving. Eaglesoft New Features Guide 16 Overview 13

18 Custom Goals Select from the following options: Use default goals Select this option to apply the existing chair goal to this custom hour. Calculate goals based on provider hours Select this option to set goals based upon the hours assigned. Set new provider goals (all chairs) Select this option to enter a new goal to be assigned to all chairs. Before After Wizard takes you through multiple screens. All options are on one screen. Accomplish more in fewer clicks. Create Appointment Select the Create Appt drop-down list to select from the following options: Create Appt, Create Block, Create Quick Fill, Family Appt and Create Unscheduled 14 Overview Eaglesoft New Features Guide 16

19 Appt. The toolbar will remember the last option selected and display the corresponding button. New Appointment Select Create Appt to create a new appointment in OnSchedule. Select the patient from the Patient hyperlink or use the Last Patient button. Customizable Patient Bar Action buttons Patient Information Tabs Use the Patient Bar to open other features such as Alerts and Treatment Plan. Insurance Information Patient Information Patient Photo Select the Patient Information drop-down arrow to view the Patient Details and Insurance Information. Patient Details Floating Patient Information Want to see the Patient Information every time you make an appointment? Float the Patient Information panel. In the Appointment, select the Patient Information header, select the Float Panel button and drag it to the desired location. Save and close the appointment and the floating panel closes as well. Open a new appointment to schedule and the Patient Information panel for the currently selected patient will float in the same location. Insurance Information Select the Insurance Information tab review the Primary and Secondary information. Eaglesoft New Features Guide 16 Overview 15

20 The Save button is disabled until changes have been made to the appointment. Appointment Entry Use the arrows to select the date and time at which the appointment begins and ends. Select the duration of the appointment. You can also enter the desired time and duration directly. Use the drop-down arrows to select the Appointment Type and Chair. Enter the Amount and Prefix desired. Use the drop-down arrow to select the Confirmation Status and enter the Confirmation Note if desired. Provider Time on Appointment The Provider Time on an appointment can be set to any five-minute increment. In the Provider Time area, select the down arrow to select Provider, Hygienist, Service Providers, Staff or Delete. Toggle between Preferred Provider and Preferred Hygienist or change Providers and staff. Changing the Provider on the appointment will change the Provider assigned to the services on the appointment. Select Staff to assign a staff member to an appointment. Select the Provider/Staff color in the Edit Provider window. If no provider is assigned, time on the appointment will appear as tan. Provider Time defaults to the provider information on the Appointment Type and the patient s Preferred Provider. Click and drag in the Provider Time area to change the time allotted per provider. 16 Overview Eaglesoft New Features Guide 16

21 Schedule multiple providers at the same time. Double-click or right-click on an empty space to add another provider on the same appointment. Resize the Provider Time to designate when multiple providers are scheduled. Goal Amounts on Appointments The Goal Amount on an appointment that has multiple providers but no service codes assigned will default to the provider in the first position (the farthest left or top). Send to Queue Select the Send to Queue button to send the selected appointment to the Appointment Queue. Drag and drop appointments into the Appointment Queue as well. Adding an appointment to the Queue will change the appointment to unscheduled. Services Select the Services button to pin the Services window to the bottom of the Appointment. The Service window defaults the Provider attached to the appointment and the time units selected above. Use the Add Services button to add more service codes to the current appointment. Select Add Tx Item to select an item from an existing Treatment Plan. To delete a service, select the checkbox and select Delete. Edit the Provider on individual services by selecting the provider field. Providers and Service Codes When adding service codes to an appointment, the provider attached to each service will default to the Normally Performed by provider as designated in the Service Code setup. If multiple providers have been added to the appointment, the service code will default to the first provider added based on the normally performed by setting. Eaglesoft New Features Guide 16 Overview 17

22 If no Provider with the correct position for the service code is entered, the Patient s preferred Provider will default. The OnSchedule preference for Always Use Provider on Appointment when the Provider on Appointment does not match the Provider on Treatment Plan items will designate the default Provider using planned services on an Appointment. When this preference is selected, the provider attached to an appointment will override the provider attached to planned services. When this preference is unselected, the Provider attached to planned services will be added to the appointment, if not already present. Other Appointments Select the Other Appointments button to pin the Other Appointments window. View appointments for other family members. Tabs Use Tabs to access Other Appointments and Services within the Appointment window. Hover over Tabs to view a pop-up of the tab. Select the tab or corresponding action button to pin the tab open on the Appointment screen. Create a Quick Fill Appointment To create a Quick Fill appointment, select Create Appt and Create Quick Fill. You can also add an appointment to the Quick Fill list by changing the Schedule Entry type in the drop-down menu on the appointment. 18 Overview Eaglesoft New Features Guide 16

23 Before After View cannot be customized. Information cannot be prioritized. View the information that you deem necessary. Provider View Double-Book Appointments Chair View Double-book appointments with ease. Appointments that have been double-booked will appear side by side in the same column. Schedule a Block Note: Blocks can only be scheduled in Chair view. Eaglesoft New Features Guide 16 Overview 19

24 Schedule a smarter block. In OnSchedule, select Block. In the Block window, enter the date, time range, duration, description and any notes that apply. The Description appears on the block but notes appear when the cursor is placed over the block. OnSchedule Dockable Panels The following panels are dockable in OnSchedule: Go To Day Appointment Search Find Free Time Find Free Time Results Appointment Queue Schedule Notes Find Free Time Find Free Time is easier and more productive than ever before. Dock Find Free Time in the OnSchedule window. Once opened, the Find Free Time window can be docked for quick reference. This will allow you to easily change search criteria and search again. Additionally: Search criteria is saved and restored each time the search window is opened from the view menu. Select a patient in the Find panel before searching to allow filtering for preferred provider, cleaning time units, etc. Double-click on a result to schedule an appointment on the desired time and date. 20 Overview Eaglesoft New Features Guide 16

25 Before If more than 100,000 results are found, a message will appear asking you to narrow your search criteria. After Window must be opened and reopened during multiple finds. Windows are dockable in OnSchedule. New Search by Patient feature gives you more control. Go To Select the Go To icon to open the Go To Day calendar. Eaglesoft New Features Guide 16 Overview 21

26 Push Pin Select the date on the calendar directly or use the menu buttons to move back six months, back three months, today, forward three months or forward six months. Use the Push Pin button to dock the Go To Day calendar anywhere in OnSchedule. View multiple months at the same time when pinned. Select the X to close the Go To Day calendar without selecting a date. Before After Limited navigation. Window must be opened and reopened to make multiple selections. View multiple months at once. Pin the Go To window to make multiple selections. Appointment Search Select the Appointment Search button to locate any type of appointment. Dock this window to save search criteria. 22 Overview Eaglesoft New Features Guide 16

27 Columns can be sorted by selecting the column headings. In the Appointment Search, enter the Patient name or number or select the Patient hyperlink. Use the Last Patient button to use the information pertaining to the last patient that was used in Eaglesoft. Selecting a Patient is optional. Alternatively, you can use the Search Criteria drop-down list to select from the available search options. The Search Criteria is also available in Quick Fill and Find Free Time. Under Classification, select Patient Appointment, Block, Unscheduled, Family, Quick Fill Patient, Sooner If Possible, Failed, Cancelled and Neither. Site Select a specific site or All Sites. This option is only available for offices using nsite. Provider Select a specific Provider or All Providers. Chair Select a specific chair or All Chairs. Appt Type Select a specific appointment type or All Types. Eaglesoft New Features Guide 16 Overview 23

28 Date Select the From and To dates to search by a date range. Duration Select the From and To time units to search by a length of time. Amount Select the From and To amounts to search by a monetary range. Confirmation Select from the available confirmation statuses. AM/PM Select the radio button Prefers AM, Prefers PM or Any. Select the Patients on Short Notice checkbox to search by that criterion. Select the Include Family Members to add family member information to your search criteria. Select Apply to filter by the selected criteria. Before After Limited options for searching. No filtering options. Search Criteria allows for greater control. Add to InContact option. Current and Past Appointments are separate. Color Legend To view the Color Legend for Providers and Appointment Types, select Tools Legend. Select the Provider Colors tab to view the colors associated with providers. Select the Appointment Type Colors tab to view the colors associated with Appointment Types. 24 Overview Eaglesoft New Features Guide 16

29 Columns can be sorted by selecting the column headings. Quick Fill List Improved search features make the Quick Fill list an invaluable tool. This window can be docked for reference. Select the Search Criteria drop-down list to select from the available options. Under Classification, select Patient Appointment, Block, Unscheduled, Family, Quick Fill Patient, Sooner If Possible, Failed, Cancelled or Neither. Site Select a specific site or All Sites. Provider Select a specific Provider or All Providers. Chair Select a specific chair or All Chairs. Eaglesoft New Features Guide 16 Overview 25

30 Before Appt Type Select a specific appointment type or All Types. Date Select the From and To dates to search by a date range. Duration Select the From and To time units to search by a length of time. Amount Select the From and To amounts to search by a monetary range. Confirmation Select from the available confirmation statuses. AM/PM Select the radio button Prefers AM, Prefers PM or Any. Select the Patients on Short Notice checkbox to search by that criterion. Select the Include Family Members to add family member information to your search criteria. Select Apply to filter the Quick Fill list by the selected criteria. After Limited filtering capabilities. Full Search Criteria allows you to see only what you need. This window can be docked for reference. Schedule Notes In the new Schedule Notes window, you can preview, view or create notes. The Note icon changes based upon the existence of notes for the selected day. This window can be docked for reference Note List The notes appear in chronological order and cannot be re-ordered. New Note Use the following steps to create a new Note in OnSchedule. The following is an example of a new note. 26 Overview Eaglesoft New Features Guide 16

31 Note Select the body of the note and enter the desired content. Standard text can be copied and pasted into the Schedule Note. Save Select this button to save your note. The following is an example of a saved note. Cancel Select this button to exit the note without saving. New Select this button to create a new note after saving a note. Before After Multiple steps required to add and save notes. Type and save notes efficiently. Eaglesoft New Features Guide 16 Overview 27

32 Schedule Family Appointments Easily schedule Family Appointments from OnSchedule. In any blank time unit, right click and select Schedule Family or select the Schedule Family icon on the Toolbar. Appointment Queue Now, the Appointment Queue can be floated anywhere on the schedule or docked to the top, bottom or sides. OnSchedule Audit Trail OnSchedule Audit Trail is now available for all appointments. View Patient ID, Name, action taken, the type of entry, user, workstation, date, Chair/Location, Appointment Type, Primary Provider(s) and Other Provider(s) as well as what the information was before and after changes to the appointment. Filter for Site (nsite users only), date or date range, workstation, Chair/Location, Appointment Type and action taken. To retrieve past appointment information, use the Recover OnSchedule Audit Trails option on the machines on which the most recent end-of-day was performed. Real-Time Claims Real-time claims are now available for specific insurance companies. For more information, contact your eservices Sales Specialist at Overview Eaglesoft New Features Guide 16

33 ereminders ereminders are streamlined to better serve your office s needs. These new features include: Appointments can be confirmed via and text message. Designate the address for and text messages to be delivered. ereminders will be sent to the responsible party phone or . Each family member s appointment will be listed in the reminder message. Similar to how Sundays are handled, you can now choose to designate a different day in place of Saturdays. This allows you to send ereminders during the work week only. Eaglesoft New Features Guide 16 Overview 29

34 Accounting Dockable panels and tabs give you more flexibility in your accounting processes. Make payments, walkout patients and create adjustments without ever leaving the Accounting window. Anatomy of the Account Window Dockable Panels Tabs Before Multiple clicks to make payments and adjustments. 30 Overview After Dockable panels allow you to customize. Walkout, Adjustments and payment tabs built into Account. Eaglesoft New Features Guide 16

35 The Patient Bar The Patient Bar is a toolbar of patient-specific functions. To show text on the new icons, right-click on the toolbar and select Customize. Select the Options tab and select the checkbox Show Toolbar Text. For more information on toolbar options, see the OnSchedule toolbar section in this document. Tabs Use the tabs at the bottom of the Account screen to access Walkout, Account Payment, Insurance Payment and Adjustment. Move between tabs without losing entered information. The following is an example of the Walkout Tab in Account. Eaglesoft New Features Guide 16 Overview 31

36 Account information Walkout Processing Tabs let you do more without leaving the Account window. Action Items Balance Select this option to display the Balance panel. Activity Select this option to display Activity panel. Acct Alerts Select this option to display the Account Alerts panel. Preferences Select this option to display the Account Preferences panel. Report Select this option to display the Account Report filter. This panel is not dockable. Smart Claim Select this option to submit a claim based on the patient s most current submittable service information. Smart Invoice Select this option to view an invoice tied to this patient s most current payment information. 32 Overview Eaglesoft New Features Guide 16

37 Accounts will now age automatically. Line-Item Distribution Line-Item accounting makes your Account ledger easier to manage. Select the Line- Item radio button when making an Account payment or credit adjustment to distribute the amount by individual service performed. The following is an example of line-item distribution. Offsetting debits and credits now assign unassigned credits to unpaid debits. No adjustment will display on the Account ledger. In the above example, payment is being distributed to individual services for three family members. The icons along the left margin of the Account display any unassigned credits and unpaid debits. Hover over icon for more information. Double-click the icon to distribute unassigned credits or apply payments to unpaid debits. A new security setting called Edit Credit Distribution has been added to security access. This setting defaults as blocked for all users. Unassigned credits are credits that have not been assigned to existing debits. Filter Ledger Select the Filter button to customize the information displayed in the Account ledger. Eaglesoft New Features Guide 16 Overview 33

38 Use the drop-down list to select a Provider and View. Select the checkbox Display Full Name to display the provider s entire name. To view unpaid transactions in the ledger, select the checkbox Show Unpaid Transactions Only. Under Display Ledger Entries Classifying As, select from the available checkboxes. Choose Select All to select all the available options. Select Clear All to deselect all of the available options. Select Apply Filter to save your filter selections. Select Reset Filter to restore default filter options. Filter directly from the ledger using the right-click menu. Right-click on the Unpaid Transaction icon to filter for Unpaid Transactions. Use the right-click menu to View Distributions. Right-click on View Distributions again to remove prior distributions. In the Utilities menu, a new mass update has been added to Fix Unassigned Credits. This Utility will apply any unassigned credits to any outstanding debits. Using this mass update may change the Provider balances on your A/R reports. Smart Claim Smart claims allow you to re-create a claim quickly from the Account screen. Smart Claim Process Highlight the desired transaction(s) and select Smart Claim. The Re-create Claim window appears with the highlighted transaction selected. If no line-item has been highlighted before selecting Smart Claim, a list of today s transactions without attached claims will appear. Smart Invoice Use Smart Invoice to access a report of Today s Receipts. Preview the Walkout Statement. Highlight multiple items in the Account and select Smart Invoice to create a customized invoice. 34 Overview Eaglesoft New Features Guide 16

39 Walkout Processing To process a Walkout, select the Walkout Tab at the bottom of the Account screen. If Planned Services exist for the selected patient, the Treatment Plan Items screen appears. Select the checkbox associated with any planned services desired. Select the Use Selected Planned Services button to add the selected services to the current walkout. In the Options section, select the checkbox Use Date of Service from Planned Procedure to affect the Walkout date or Use Fee From Treatment Plan to use the fee from treatment plan rather than the current standard fee. Add Service If Planned Services do not exist for this patient, use the add services drop-down arrow to the walkout. In the Service section, enter the service code number or select the Service field. Eaglesoft New Features Guide 16 Overview 35

40 The Service Code drop-down window appears. Select the desired code. To add additional service codes or treatment plan items, use the action buttons provided. Edit Service and Show Estimation buttons are available below Services. Show Estimation Show Estimation is also available by selecting the drop-down arrow next to the amount in the Ins column or selecting the Show Estimation button. The following is an example of the show estimation window. Tooth Select the drop-down arrow to use the Tooth Selector to select a tooth or teeth attached to the service code. 36 Overview Eaglesoft New Features Guide 16

41 Surface Select the drop-down arrow to use Detailed or Summary Surface chart to assign surfaces to the service code. Provider for Collections/Provider on Claim Designate a different provider for collections and provider on claims. In the Accounting Preferences, select the checkboxes for Provider For Collections and Provider On Claims. In the Walkout, use the drop-down to select Provider For Collections to use a provider other than the Preferred Provider. When the claim form information appears, select a different provider on claim if desired. Add Payment to Walkout To add a payment to a walkout, select the Add Payment button. In the Payment area, enter the desired payment options. Eaglesoft New Features Guide 16 Overview 37

42 The payment information will appear in the Walkout alongside the services. Apply multiple payments to this walkout. For example, apply a cash payment and credit payment to the same walkout. Select the Apply button to add the payment. Unassigned credits are applied to current Walkout items by default. Select the I informational warning icon to choose which payments not to apply before saving. Use the Edit Payment or Delete Payment buttons to make further adjustments to an added payment. Use the checkbox to automatically distribute credits made at the time of the walkout to the items on the walkout first. If you do not select this option, payments made at the time of the walkout will apply to the oldest balance. 38 Overview Eaglesoft New Features Guide 16

43 Family Walkout Walkout multiple family members at the same time. To add another patient to a Walkout, highlight a different patient and select Add Service. Select the Patient Name field. Select a family member from the drop-down list. Add service code, tooth and summary information as needed. Review the Primary and Secondary Insurance information. This Walkout View Previous Balance and Amount Due. Recall/Appointment Select the drop-down arrow to enter New Recall Date, Recall Frequency and Update Today s Appointment(s) as Completed. Select the W drop-down list to go to OnSchedule. Print Options Select the drop-down arrow to Print Walkout Statement, number of copies and message. Select the Quick Walkout checkbox to use the Quick Walkout processing. Select Save to process Walkout information. Select Cancel to exit without processing. Eaglesoft New Features Guide 16 Overview 39

44 Before After Multiple clicks needed to process a walkout. Tabbed to the Account window, walkout services with one click. Account Payment Select the Account Payment Tab to apply an Account payment without exiting the Account window. In the Receive Payment On section, select Patient Account or Payment Plan. In the Payment Information section, enter the Date, Payment Type, Number and Amount. Select the checkbox Print Payment Receipt and enter the number of desired Copies to print a receipt. Select the Distribute button to distribute the payment among multiple Providers, multiple Patients or services. Select Oldest Bal. First or Oldest Non-Ins. Bal. First to distribute payments according to those criteria. Select the Assigned To drop-down arrow to assign a provider to any remaining unassigned amount. Select the Save button to save and apply the payment. Select the Cancel button to exit the payment without saving. 40 Overview Eaglesoft New Features Guide 16

45 Before After Multiple windows must be opened to perform task. Tabbed to the Account Screen, chose the view you desire. Insurance Payment Select the Insurance Payment Tab to apply Insurance payments without exiting the Account Window. In the Open Claims area, select View Claim to review the specifics of the selected claim. Select Coverage Book to add the claim information to a coverage book. From the Open Claims section, select the claim or claims that you wish to use. Under Payment Information, enter the Date, Payment Type, Number and Amount. Select Final Payment to close the claim after applying this payment. Select the Assigned To drop-down arrow to assign a provider to any remaining unassigned amount. Select the Note button to add a note to this Patient. Select the Save button to save and apply the payment. Select the Cancel button to exit the payment without saving. Eaglesoft New Features Guide 16 Overview 41

46 Before After Multiple clicks required to achieve goals. Tabbed to the Account screen; use fewer clicks to accomplish goals. Adjustment Select the Adjustment Tab to apply Adjustments without exiting the Account Window. Select from the available radio buttons: Credit Adjustment, Debit Adjustment, Returned Check, Write-Off Account, Billing Charge and Finance Charge. Under Impacts, select Adjustments, Production or Collections. Enter a Note and Amount. Select the Adjustment Type drop-down arrow to select an existing type or select the hyperlink to create a new Adjustment Type. Select the Provider drop-down list to select an existing provider or select the hyperlink to create a new provider. 42 Overview Eaglesoft New Features Guide 16

47 Credit Adjustments Under Distribution, select Line-Item, Patient or Provider. Use the Add Provider or Remove Provider buttons to adjust the Provider information when distributing by Provider only. Add Provider and Remove Provider to distribute to any Provider in the practice. Select Oldest Balance First or Oldest Non-Insurance Balance First to distribute the Adjustment automatically. Select the Assigned To drop-down arrow to assign a provider to any remaining unassigned amount. Before After Multiple clicks must be used in multiple screens. Streamlined process requires fewer clicks. Age Accounts Changes to the Accounting model have eliminated the need for aging accounts. All aging is now done automatically. Reports Additional accounting reports have been added to Eaglesoft. Credit Distribution Audit Trail Use this report to generate an audit trail of credits and their distribution. Unassigned Credits Use this report to generate a list of credits that have not been assigned to a Provider. This report is also available in the End-of-Day process. Unpaid Services Use this report to generate a list of unpaid services. This report is also available in the End-of-Day process. Eaglesoft New Features Guide 16 Overview 43

48 Bulk Payments Bulk Payments have been refined. In addition to the View Claim button, you can now select the View Account button to open the Account for the selected patient. To sort columns, select the column header. Use the Insurance Company Details drop-down list to view the address of the selected insurance company. Use the Distribute button to define the distribution amounts. A Refresh icon will appear when there are additional open claims that can be added to the current Bulk Payment batch. Select the refresh icon to add them to your batch. 44 Overview Eaglesoft New Features Guide 16

49 Medical History Medical History has been updated to better suit your needs. Date-Based Reporting New fields have been added to Medical History to help you track patients using osteoporosis medications: Fosamax, Boniva and Actonel. Additional fields have been added pertaining to Sulfa drug allergies and conditions such as high blood pressure and osteoporosis. Additional medical information has been made available as well to help your office track all important medical information. Generate reports by chosen Transaction Range or chosen Date Range. Eaglesoft New Features Guide 16 Overview 45

50 In the Primary Report Filter, select Other Range Of Dates in the Dates dropdown list. Use date-based reporting in the following reports: Date-based reporting allows you to generate a report for transactions entered today that will not include any backdated transactions. Deposit Report Deposit Report with Itemized Cash Day Sheet Production Reconciliation Performance Summary Adjustments by Type Secondary Deposit Report Provider Productivity Collections Reconciliations Adjustments Reconciliation Daily Production/Collection Summary Payment Reconciliation Digital Discontinued Features The following digital enhancements are now available for Eaglesoft 16: The Air Techniques Polaris camera is now available for a direct integration with Eaglesoft. For more information on integrating your Polaris camera, please contact your Eaglesoft Technology Representative. The Schick USBcam integration is now available for use on a terminal services network setup. Improvements to Eaglesoft have rendered some legacy features obsolete including the following: ES Today Auto dialer ES Remote Everyware for the Palm Manual Account Aging 46 Overview Eaglesoft New Features Guide 16

51 Index A Accounting Account Payment 40 Adjustments 42 Filter Ledger 33 Insurance Payment 41 Line-Item 33 New Look 30 Smart Claims 34 Smart Invoice 34 Walkout Processing 35 P Appointment Search 22 Audit Trail 28 Chair/Provider 10 Color Legend 24 Create Appointment 14 Family Appointments 28 Find Free Time 20 Go To 21 New Look 6 Quick Fill List 25 Schedule Notes 26 Time Units 10 Toolbars 7 Patient Bar 5 Push Pin 4 R Reports Accounting 43 Date-Based 45 T Tabs 4 C Customize Windows 2 D Discontinued Features 46 Dock a Panel 3 F Family Walkout 39 FAQ 1 M Message Icons 5 N Navigation Dockable Panels 2 Floating Panels 2 O OnSchedule Appointment Queue 28 Eaglesoft New Features Guide 16 Index 47

52 48 Eaglesoft New Features Guide 16