Initial Setup Unit 1. Patterson EagleSoft Overview Initial Setup Unit 1 1

Transcription

1 Initial Setup Unit 1 This unit contains the following chapters: Patterson EagleSoft Logging On Security Administration Using Patterson EagleSoft Menu Tour Quick Start Basics Patterson EagleSoft Overview Initial Setup Unit 1 1

2 Patterson EagleSoft Welcome to Patterson EagleSoft! About EagleSoft Welcome to Patterson EagleSoft, the Windows -based dental practice management system. With EagleSoft, your office and operatory are more efficient, more productive and more profitable. EagleSoft has developed a system that takes control of your practice management and leaves you with more time to concentrate on your patients and profits. With EagleSoft, data is automatically updated throughout the system once it is entered; there is no need for constant keying of the same information. Reports are available on most topics and are accessible from several different areas. Employers, insurance companies, service codes and fee schedules can be linked for simple insurance processing. The flexibility of the design enables you to customize EagleSoft to the ultimate benefit of your office. The information within the User s Guide is also available in the online Help. Things to Remember When using this guide, remember: When pointing you to certain areas of the software, the guide is written as if you are viewing the Integrated Mode window. For example, if you are going to set up patients, you need to access the Lists menu, then Practice Management Lists and then choose the Person option. If you are viewing the Practice Management Front Office window, there is one less step involved. For example, to set up a patient, you would go to the Lists menu and select Person Both Practice Management (Practice Management software) and Clinical (Operatory software) instructions are available in the same guide. This enables you to learn the software more quickly and easily 2 Patterson EagleSoft Patterson EagleSoft Overview 15.00

3 Logging On Starting EagleSoft The first step in getting started each day is to log on to the system. The logon process identifies the user and the date that is associated with each transaction. It is recommended that you log off and log back on each time you wish to change users or change the current date. After installing EagleSoft, select the Windows Start button in the lower left-hand corner of your Windows desktop. With your mouse, scroll to the Programs selection. From Programs, go to EagleSoft. You have the option of using EagleSoft or the Assistant. EagleSoft is the option you ll choose to use your live database of patients in the live application of EagleSoft. Assistant is the option to choose if you want to train a new staff person or if you wish to learn a new area of EagleSoft but not on your live database (so any changes you make do not affect your actual database). The Assistant has all of the same features of EagleSoft but with sample/test data. Learn all that you can! If you are using Multi-User EagleSoft, you must first choose Start EagleSoft Server to start the database engine, then choose EagleSoft from this or any EagleSoft workstation. To use EagleSoft or the Assistant, you may: 1. From the Programs menu, select the EagleSoft or Assistant icon. -or- 2. Double-click the EagleSoft or Assistant icon (if you have set up a shortcut on your Windows desktop). Patterson EagleSoft Overview Logging On 3

4 EagleSoft Log On/Off Before you log on, you may want to read the chapter concerning security options and features. Before utilizing the many features of EagleSoft, you need to log on to the system by selecting your name from the list of users, entering your password (if one has been set up) and confirming the date. Logging on to the system with the correct name enables EagleSoft to record your User Name/ID with each patient transaction. Logging On to EagleSoft 1. From the Logon window, choose the user s name in the User field. 2. Enter a Password. A password is only required if the security administrator has set up passwords for the staff members. 3. Verify the Date. If the date is incorrect, you should verify that the system date on your computer is correct. 4. Select Logon. The EagleSoft Integrated Mode desktop is displayed. Viewing Users Logged On There are two ways to view who is logged on to EagleSoft: 1. From the Utilities menu, select User Summary. The user(s) are displayed in this window, including the logon time. Select Exit to leave this window. -or- 2. Simply check the bottom of the virtual screen. The user s initials are displayed next to the day, month, date and year. The Compliance Checker The Compliance Checker informs the user when a machine is out of compliance with EagleSoft s hardware requirements. The Compliance Checker is a diagnostic tool designed to identify potential performance issues before they become problems. The Compliance Checker appears when the EagleSoft program is started on a machine where components do not conform to EagleSoft s specifications. Your options on the Compliance Checker are to Print Report, Report, Save Report or Ignore. Selecting Ignore simply closes the window. 4 Logging On Patterson EagleSoft Overview 15.00

5 Select in the number box and enter a suitable number in the Remind Me Again In _ Day(s) section. The Compliance Checker appears again after the number of designated days has been exceeded. Use the FAQ link on the Compliance Checker to review articles on each incident listed on the Compliance Checker. From here, you can access articles pertaining to the issues stated in the Compliance Checker. Logging Off and Exiting in EagleSoft Integrated Mode Logging Off Use the logoff function when logging off and quitting EagleSoft Integrated Mode. You also need to log off to allow other persons in the office to log on under their name. To log off EagleSoft Integrated Mode: Exiting 1. From the File menu, choose Logoff. The Logon window appears. Select Exit to exit EagleSoft. To exit EagleSoft Integrated Mode: 1. From the Integrated Mode window, select the Exit icon (an exit button in the bottom right of the Integrated Mode window). -or- 2. Select Exit on the toolbar. Exiting EagleSoft Practice Management or Clinical Logging Off Use the logoff function when logging off and quitting EagleSoft Practice Management or Clinical. You also need to log off to allow another person in the office to log on under the user s name. To log off EagleSoft Practice Management or Clinical: From the File menu, choose Logoff. The Logon window appears. Select the Exit button to exit the program. Exiting To exit EagleSoft Practice Management or Clinical: From the Practice Management Front Office or Clinical Operatory window, select the Exit icon. -or- Select Exit on the toolbar. Select File Exit. Patterson EagleSoft Overview Logging On 5

6 Security Administration Security Administration Security is one of the most important features when it comes to ensuring that your data remains protected and accurate. This chapter explains how to utilize the security options in EagleSoft to specify access levels for staff members. Before you set up user profiles for your staff, you need to choose a person or persons to have Security Access rights. This person is usually a dentist or owner of the practice and maintains the passwords and access levels of each person who uses EagleSoft. To use the Assign Provider Security item initially after installing EagleSoft Version 15.00, the current Security Administrator will need to login as usual. The Security Administrator will then need to edit a provider/staff profile to assign administration rights. In the selected profile, select the Security button. 1. Select Provider from the Show Security Zone dropdown list. 6 Security Administration Patterson EagleSoft Overview 15.00

7 2. Scroll the list to locate the Assign Provider Security item. 3. Double-click to enable. Enabled items will have a green x next to them. Administrative User To give a staff member full administrative rights over the entire system, select the Administrator profile. In the Security screen, select Administrator from the Security Profile dropdown list. Security Profiles can be deleted. The Assign Provider Security item is selected by default. You will need to log out and log back in before these changes can take effect. Security Profiles A Security Profile is a set of security access items that can be applied to specific users, positions or as defaults for new employees. Profiles can be centrally managed so a change to the profile changes the access for all users assigned to the profile. Security Zones Security Zones are areas of focus and functionality designed to group protocols into easy to locate groups. Security items may be assigned to multiple security zones. The items should display in any logical zone based on its application. Setting Up Security Profiles The purpose of Security Profiles is they predetermine the security needs of each staff position. Establish basic security profiles for staff positions and change them as needed. Profiles allow you to quickly apply security items to new staff. Four default profiles are provided: Administrator, Basic User, Clinical User and Practice Management User. Patterson EagleSoft Overview Security Administration 7

8 Under Lists Security Profile, select New to create a new profile. Name Enter the desired name for the Security Profile. Reset to Security Profile Use the dropdown menu to select an existing profile from which to start. Show Security Zone Use the dropdown menu to select a Security Zone. Allow All Select this option to allow all available options for the selected Zone. Block All Select this option to block all available options for the selected Zone. Double-click a list item to manually select to allow or block the individual item. The text box located at the bottom of the window briefly explains the selected security item. You must have Administration rights to assign security profiles. Assigning Security Profiles To access the new Security access, go to Lists Provider/Staff. In the Provider/Staff list, select and Edit the desired staff member. Select the Security button to Edit/View Provider Security window. 8 Security Administration Patterson EagleSoft Overview 15.00

9 Creating Passwords 1. In the New Password field, enter the desired password for the selected provider. 2. In the Confirm Password field, reenter the password from the New Password field. 3. In the next section, establish the security questions and answers needed to retrieve this provider s password when lost, forgotten or not established. In the Security Settings section, use the dropdown arrow to change a Security Profile. Current Security Profile Use the dropdown menu to select a Security Profile. Show Security Zone Use the dropdown menu to select a Security Zone. Allow All Select this option to allow all available options for the selected Zone. Block All Select this option to block all available options for the selected Zone. Double-click a list item to manually select to allow or block the individual item. The text box located at the bottom of the window briefly explains the selected security item. Patterson EagleSoft Overview Security Administration 9

10 Using EagleSoft The Virtual Screen The Virtual Screen allows you to move easily between Practice Management and Clinical Functions. Select File on the menu bar. If there is a check mark by Show Virtual Screen, the Virtual Screen window is enabled. To disable it, simply select the option from the dropdown menu, removing the check mark beside it. One of the unique features of EagleSoft is the virtual screen. The purpose of this interface is to provide quick access to the most frequently used areas of Practice Management and Clinical from one window. To view the Practice Management Front Office window, select the Window menu and choose Practice Management Mode. Keep reading to find out more information about the different modes. Viewing the Virtual Screens in Alternate Modes When you first log on to EagleSoft, the virtual screen is displayed in Integrated Mode by default. This window gives you access to several modules in Clinical and Practice Management. The Toolbar and Menu Bar are also available from this window. The following is a picture of the virtual screen in the Integrated Mode: 10 Using EagleSoft Patterson EagleSoft Overview 15.00

11 If you prefer using the Practice Management Front Office, the ESToday or the Clinical Operatory windows, these options are available from the Windows menu. From the Windows menu, you can choose Practice Management, Clinical, the Integrated Mode or ESToday. This same Window menu is available from each module s main window. If you are in Practice Management mode, you can easily flip back to the Integrated Mode by selecting on Window and choosing Integrated Mode. The virtual screen in Practice Management mode: The virtual screen in Clinical mode: Patterson EagleSoft Overview Using EagleSoft

12 The Virtual screen in ESToday mode: To display the labels as shown in the previous images, press the F2 key. Remove the labels by pressing the F2 key a second time. To quickly access one of the areas shown previously, simply select the picture that represen ts the area in which you desire to work. For example, select the printer to the left side of the desk to access your reports. To resize the virtual screen, right-click on the EagleSoft Title Bar and choose Minimiz e. Terminology F5 Key The F5 key enables you to quickly open the ID of the last patient, responsible party or policyholder who was accessed. When you are prompted to key in the ID, press the F5 key or select the button to the left of the name, policyholder or responsible party name. There are Last Policy Holder and Last Responsible Party buttons available when the Person List window is accessed from areas requiring a policyholder or responsible party. Hyperlink A hyperlink is a link from one location to another location or file, typically activated by selecting on a highlighted word or icon at a particular location on the screen. Sort and Search by First Name From the Person List window, choose the option to sort by First Name. The Person List is re-sorted with first names first. Enter in the first name for the patient, such as John or Tammy. Press the Tab key, and the patients with that first name appear in the top part of the list. 12 Using EagleSoft Patterson EagleSoft Overview 15.00

13 Patient List from Activities From any of the Activities windows (Walkout Processing, Receive Payments and so on), enter the last name of the person you want to access. Then, enter a comma followed by the person s first name or an abbreviated form of the first name. This pulls up a window with a list of possible person names based on the name entered. Select a name and select OK. Last Patient Button Select the Last Patient button to perform the same function as the F5 key. Select Last Patient, and the last patient accessed in the system is automatically selected. Active/Inactive Status Specifying an Active status means the patients are currently being used by the system. Inactive means that the patient may have been active in the system in the past and may appear in history and records, but they are not currently being used by the system. For example, if a patient no longer comes into the office, it might be tempting to simply delete him from the system. Because of the importance of maintaining clinical history, EagleSoft allows you to mark the patient as Inactive. If the patient is specified as Inactive, the patient remains in the system to be included in patient and provider history and reports but does not appear in the active patients list; therefore, the patient does not receive letters or postcards. The areas of the software where you can select Active/Inactive: Providers Exploding Codes Service Codes Insurance Companies Show Inactives Referral Sources Payment Types Patients Employer Select the Show Inactive checkbox to display inactive providers, patients, service codes and so on. Reports Reports are available from all quick boxes and many other windows. In addition, you can use the Report button on selected windows to view or print a report. Using Reports 1. From th e menu bar, choose Reports or select the Reports Toolbar item. A listing of specific reports is displayed under the appropriate Report tab. 2. Select the desired tab and Report to preview and print. Choose OK to generate the report. If more information, such as a range of dates, is required, you are prompted to enter that information. The Report Preview window is displayed. Patterson EagleSoft Overview Using EagleSoft

14 Notes The foll owing functions are also available from the right-click menu in the Report Preview window. 3. Select Zoom to view the report at different magnifications. 4. Select Filter to select a group of items to appear in the report. 5. Select Sort to change the order of items in the report. 6. Select Rulers to remove the ruler lines from the window. 7. Select SmartDoc to launch the SmartDoc application. 8. Choose the < button to view the first page of the report. 9. Choose the > button to view the next page of the report. 10. Choose the < button to view the prior page of the report. 11. Choose the > button to view the last page of the report. 12. Choose Print to access more print options and to print the report. 13. Choose Printer to set the printer the report prints on. 14. From th e right-click menu only, choose SaveData As to save the report information as a Text file (*.txt), Microsoft Excel file (*.xls) or a Comma Delimited file (*.csv). 15. Choose Cancel to end the preview and return to the Reports quick box. Notes are available on most windows that allow information entry. You can use notes for almost any purpose. For example, you might want to write notes about patients interests or hobbies. When notes exist for a topic, the Note button displays lines on the notepad. When notes do not exist for a topic, the notepad is blank. This is another of the customizable features of EagleSoft. Using Notes EagleSoft Virtual Screen Toolbar 1. From the Edit Person window, choose Notes. The Notes window is displayed. 2. Type any notes. An example of a person note is: John enjoys playing golf. 3. Choose OK to save the note and return to the Edit Person window. Other frequently accessed options of EagleSoft have been provided on the Integrated Mode toolbar. When you switch modes, a different toolbar is available from each window. The toolbar provides a quick and easy way to access various options in each modu le. You can customize the toolbar with items your office uses the most. Instead of selecting the option from a menu, you may select an item on the toolbar for quick access. To customize your toolbar: 1. Anywhere on the Toolbar, right-click and select Customize. 2. Under Available Toolbar Options, highlight the icon and select Add. 14 Using EagleSoft Patterson EagleSoft Overview 15.00

15 3. If you want to replace current buttons with different features, select another item from the Available Toolbar Options and select Add. If you are not happy with your customization, select the Reset button to change the toolbar button back to its original appearance. Toolbar Buttons Choose: To: Practice Management Functions Open the Person list. Open the Account window. Open the Account Payment window. Open the Insurance Payment window. Open the Walkout Statement window. Open the Treatment Plan window. Open the InContact window. Print, reprint, view and/or close insurance claims. Print or view reports. Open OnSchedule. View Practice Management result totals. Open the Bulk Payment window. Open Clinical, EagleSoft s operatory software (only if installed). Open the Lab Tracking window. View a patient s summary information. View and process payment plans. Open the Rx Writer. Patterson EagleSoft Overview Using EagleSoft

16 Open the Task List. Open the Trends practice management feature. Open the Statements Wizard. Open the Age Accounts module. Open the Process EOD module. Open the Process EOM module. Open the Route Sheets module. Open the Recall Wizard. Open the Revenue Opportunities module. Open the Messenger feature. Open the Web Sync function. Open the SmartDoc function. Open the Post Procedure Notes function. Open the Money Finder feature. Launch the emagine program. Open the Family Appointments scheduler. Open the Track Arrival window Deselect the current Patient Open the ESToday Mode. Open the Integrated Mode. Clinical Functions Open the Chart window. Open the Clinical Exam window. 16 Using EagleSoft Patterson EagleSoft Overview 15.00

17 Open a DenOptix Template. Open ereferral Manager. Open the ereferral Wizard. Open the Medical History. Open the Notes History. Open the Perio window. Open the PSR window. Open the new ScanX template. Open a Scanner template. Open a Sensor template. Open the Time Clock window. Open the Trends module. Open Video Images window. Open the Advanced Imaging window to view images. Open the Advanced Imaging window to acquire a 3D image. Open the Advanced Imaging window to acquire a Ceph image. Exit EagleSoft. Logoff EagleSoft. Patterson EagleSoft Overview Using EagleSoft

18 Customize Select the Customize option on the menu. The following window appears. Adding and Removing To add new buttons to the toolbar, select Available toolbar buttons in the left column. Select Add to transfer the button to the right column. When you select Close, the new button appears on the toolbar. Moving Up and Down To move the buttons to dif ferent locations on the toolbar, select a button and select the Move Up or Move Down button. Drag and Drop The Drag and Drop featur e enables you to select a button, drag it and move it to a different location. Example for the Toolbar (Advanced Imaging Toolbar) Press and hold the Shift key. Select the Spot Color button. Drag the button by holding down the shift key and then the left-select mouse button. Move the feature to another location on the toolbar and press the Shift key and the left-select mouse button to drop the button. Show Text Select this option to show the text on each toolbar button. Reset Select this option to set the toolbar back to its original default state. 18 Using EagleSoft Patterson EagleSoft Overview 15.00

19 Frequently Asked Questions About Initial Setup How do I customize the Toolbar? To customize your toolbar: 1. Anywhere on the Toolbar, right-click and select Customize. 2. Under Available toolbar buttons, highlight the icon and select Add. 3. If you want to replace current buttons with different features, select another item from the Available toolbar buttons and select Add. If you are not happy with your customization, select the Reset button to change the toolbar button back to its original appearance. How do I go from Clinical to ESToday? From the Window menu, you can choose Practice Management, Clinical, the Integrated Mode or ESToday. This same Window menu is available from each module s main window. If you are in Practice Management mode, you can easily flip back to the Integrated Mode by selecting Window and choosing Integrated Mode. Is there a quick way to access list boxes? Select F2 on your keyboard to launch a list box such as Service Code List or Messages. I don t see the Front Office Screen? In the File menu, select Show FrontOffice. Patterson EagleSoft Overview Using EagleSoft

20 Menu Tour Overview EagleSoft, like most Windows software applications, begins with a main menu. The EagleSoft Main menu options are File, Activities, Lists, Reports, Online, Utilities, Window and Help. The File, Activities, Lists and Reports menus are subdivided into Practice Management and Clinical menus. Use Menu Option: To: File Activities Lists Reports Online Configure system preferences for Practice Management or Clinical, show or hide the virtual screen for any mode, set up printers in the printer administration, log off EagleSoft, or exit. Use various features from Practice Management or Clinical. From the Practice Management Activities menu, you can access the Account window, generate a walkout statement, receive payments, process insurance claims and more. From the Clinical Activities menu, you can create record charting, record perio depths and more. Create or modify lists of information necessary for your office or operatory. The Practice Management and Clinical lists include: Patients, Providers, Referral Sources, Insurance Companies, Employers, Image Templates, Fee Schedules, Clinical Exam Types, Insurance Coverage Books, Service Codes, Exploding Codes, Letters, Practice Information, Scheduler and General Setup information. Generate and print reports and graphs for Practice Management or Clinical. Access the Online Center, eclaims, estatements, EagleSoft EveryWare, emagine and World Wide Web Links. 20 Using EagleSoft Patterson EagleSoft Overview 15.00

21 Utilities Window Help Access system summary information, transfer a patient to a different account, reprint walkout statements or generate new claims for patients, change service fees, delete appointments, purge various data and mass updates, validate the integrity of your data, navigate through your database, view a listing of users on the system, view an activity log and access the calculator. Change the mode you are currently viewing. You can switch to Practice Management Mode, Clinical Mode, Integrated Mode or ESToday and cascade, tile or display windows that are currently open. Access the EagleSoft Online User s Guide, EagleSoft Highlights, Frequently Asked Questions, Patient Education information and System Information. Patterson EagleSoft Overview Using EagleSoft

22 Quick Start Basics Learning the Basics This section is provided as a primer of basic everyday functions that can be used as a quick reference source or a training guide for new staff. More in-depth information pertaining to EagleSoft functions is available throughout the rest of this User s Guide. Enter a New Patient In EagleSoft, only a minimum amount of information is necessary to enter a patient into the system. You can always go back later to add or modify the patient s information. Here is a list of the minimum information needed: Patient ID (if Auto Numbering is used, you do not need to enter this information.) First and last name Responsible party designation 22 Quick Start Basics Patterson EagleSoft Overview 15.00

23 Using Quick Setup 1. From the Lists menu, you can choose Person or choose Person from the toolbar. The Person List quick box is displayed. 2. Choose New. The New Person window is displayed. 3. Type the Patient ID. If Auto Numbering is used, an ID is assigned once the patient information is saved. 4. Type the patient s name. (Last name is all that is required, but it would be a good idea to include the first name.) 5. Specify the patient s Responsible Party and Policy Holder status. 6. If the patient is a Patient Only, type the responsible party s ID. The responsible party s name is displayed. 7. Type or select the patient s address, including city, state and ZIP code. 8. Type the patient s telephone number. 9. Choose OK to save and return to the Patient List quick box. Make an Appointment To schedule or modify an appointment: 1. Highlight the appointment slot where the new appointment begins. Select Schedule or double-click in the open appointment slot. You can also right-click in the appointment slot and choose the Schedule Appointment command. 2. Choose a patient name from the Select Patient window by highlighting the patient name and selecting Use. If the patient has an existing treatment plan, you are prompted to utilize the service codes from the treatment plan. If the patient has any alerts, they appear here as well. The New Appointment window is displayed. Confirm Status Patient Photo Family Appointments Patterson EagleSoft Overview Quick Start Basics 23

24 3. Choose the Appt Type from the dropdown list. Appointment types can be set up through Lists OnSchedule Appointment Types. 4. Choose the Primary Provider scheduled for this appointment from the dropdown list box. The patient s preferred provider is chosen by default. 5. Choose the Secondary Provider, if applicable. 6. Enter the duration of the appointment by keying in the number of Time Units. Notice that the Provider Time/Provider ID listing on the right si de reflects the number of time units for the appointment. 7. Enter the Amount of revenue that this appointment is expected to generate for the office. This is automatically entered if you have an amount set up for the appointment type or if you have already entered any services for this appointment. 8. Note: This field is optional in scheduling appointments. You can enter a two-character free-form Prefix for the appointment. This abbreviation appears next to the appointment detail displayed on the main OnSchedule window. Some offices have used this to represent tray setups (for example, T1 for Tray #1), insurance information, user who scheduled the appointment or Appointment Types. 9. Select Service to add services to the appointment. The Service Codes List window appears. Select a service code and select Use. If a service is already attached to the appointment, edit it by selecting the service and selecting Edit. 10. When any services are added to the appointment, the Display Abbreviation for the service is displayed Indicate the time units that the provider is expected to be working with the patient by selecting on the appropriate units in the Provider Time listing. 13. Select OK to save the appointment. Optional Features That Can Be Accessed from the Appointment Select Edit, Delete or Add to Tx plan. Type any free-form Notes for the appointment. If there is room for them in the appointment display, these notes appear in the OnSchedule display and printouts. Select Print Card to print a patient appointment card from EagleSoft. Select Patient to view patient information through the Edit Person window. From this window, you can edit and save information to the patient s file. 17. If Imaging is installed, and this patient has a photo, a patient photo button is available. Select this button to view the patient s photo. 18. Select Lab Case to create a lab case that is attached to this appointment. 19. Select Fast Walkout to process a walkout with any existing services attached to this appointment. You are prompted to save the appointment before continuing. 24 Quick Start Basics Patterson EagleSoft Overview 15.00

25 20. Select Family Appts to view the scheduled appointments for other family members. 21. Select the Appt Queue to save this appointment to the Appointment Queue instead of scheduling. 22. Select Eligibility to view the patient s insurance eligibility summary. Walkout Processing 1. From the Activities menu, choose Practice Management Activities and then Walkout Statement. The Walkout Statement window is displayed (see the following image). Important Things to Remember when Using this Option: The Production goes to the Provider on the service. The Collections and Insurance* go to the selected Provider for Walkout. *Note: Provider on Insurance can be different depending on your preferences If the Provider for Walkout is not set up to receive Collections or Insurance in the Edit Provider window, the provider does not receive the collections or insurance. For more information on Provider options, see the Accounting Preferences section. 2. Type the partial or full last name of the patient and press the Tab key. You can also select Patient to get the Patient List box. When selected, the account and insurance information is displayed. 3. To change the provider for walkout, select the Provider for Walkout dropdown list box. If the patient s preferred provider is not the provider on this walkout, you need to select a new provider. 4. If the patient has services attached to a scheduled appointment, you are prompted to add those items first. Select Yes to use these services and skip to step 7. If you select No, you are then prompted to add any treatment plan items marked Post to Walkout. 5. When you have selected the treatment plan items, select OK to return to the Walkout Statement window. Patterson EagleSoft Overview Quick Start Basics 25

26 6. Under Options, select the checkbox Use Date of Service From Planned Procedure or Use Fee From Treatment Plan (If applicable). 7. The provider automatically appears. (Note: This provider is based on how the service code is set up for the Normally Performed By field under the service code and the preferred dentist and preferred hygienist fields in the patient setup.) 8. If desired, change the provider by selecting the Provider box. A dropdown list box appears. Choose a new provider from those listed. 9. If you are receiving a message stating that the tooth/surface/quadrant is not allowed, edit the service code and modify the Affected Area box to match your requirement for this service. For this change to take effect, you need to cancel the current walkout and start over. 10. To delete a service code from the Walkout Statement window, highlight the service and select Delete. 11. Choose Process to process the walkout statement. The Walkout Statement Processing window is displayed. Entering Payments 1. Under Activities Receive Payment, type the full or partial last name of the patient and press the Tab key, or enter the ID of the patient in the ID field and then press the Tab key. (If more than one patient exists in your database with the same last name, choose the correct name, and select OK.) The account balance information is displayed. 2. In the Date field, you can modify the date of the payment, if necessary. Otherwise, press the Tab key. 3. Select the Payment Type from the dropdown list provided. 26 Quick Start Basics Patterson EagleSoft Overview 15.00

27 4. Type the answer to the Number/Payment Prompt (if a prompt is set up for the payment type). This field usually refers to the check number or credit card number. 5. Enter the Amount of the payment and press the Tab key. This amount is applied to the patients who have balances in the oldest aging categories. 6. In the Distribution section, the preferred dentist is listed in the Provider field. If you wish to assign the payment to a different provider, select the Add button. 7. Select the Print Payment Receipt checkbox to print a receipt for the patient. 8. Select OK to save and enter the next payment. Adding or Editing a New Insurance Company 1. From the Lists menu, choose Insurance Companies. If you are in Practice Management mode, choose Insurance Companies from the Lists menu. The Insurance Companies List is displayed. 2. Choose New or Edit. The New or Edit Insurance Company window is displayed. 3. Enter the information for the insurance company. Name The name of the insurance company. This is the name that appears in the Insurance Company list box. Address, City, State, ZIP Code The address where claims are mailed. Contact The name of a contact at the insurance company. Phones/Fax The phone and fax numbers of the insurance company. Active Select or deselect the active checkbox to indicate the status of the insurance company. Patterson EagleSoft Overview Quick Start Basics 27

28 Pymnt Grp (Payment Group) This is the payment group the insurance company belongs to if you are receiving bulk payments. Since you probably receive insurance payments from more than one insurance company under the same payment group, you need to assign the same payment group name to all insurance companies that fall under this group. For more information on payment groups, see the Receiving Payments chapter in the Account Management unit. eclaim Payer ID Enter your assigned eclaims ID. Select the word eclaims ID to access the eclaim Payer ID Setup window. From this window, you can view, edit and assign IDs to insurance companies. For more information on setting up the eclaims IDs, see the ebusiness chapter in the Daily Procedures unit. Claim Office ID The number assigned for some specific insurance companies. The Payer ID list indicates if a Claim Office ID is required. If needed, contact the EagleSoft ebusiness Department at NEA Payer ID Enter your NEA number for use on insurance claims. Pymt Source (Payment Source) Select the type of payment source. This identifies what type of insurance company it is (for example, Medicare, Commercial Insurance, Self and so on). Mgd Care Number Enter a Managed Care number for this insurance company. 4. Choose OK to save and return to the Insurance Companies List quick box. Additional Options Notes Any notes that pertain to this insurance company. Employer This section displays those employers linked to this insurance company. It does not display data until you have set up this insurance company and returned to this window by choosing Edit from the Insurance Companies List quick box. Associate Companies This section displays those insurance companies with the same payment group name as this insurance company. Label/Env Select Label/Env to print mailing labels for this insurance company. Letter Select Letter to print a letter directed to the insurance company. SmartDoc Select the SmartDoc button to launch the application. Adding or Editing an Employer 1. From the Lists menu, choose Employers/Coverage list. The Employers/Coverage List is displayed. 2. Choose New or Edit. The New or Edit Employer window is displayed. 28 Quick Start Basics Patterson EagleSoft Overview 15.00

29 3. Enter the basic information for the employer. 4. Enter the Group Name and Group Number for this employer. 5. Enter the Deductible, Maximum amount of coverage and the Beginning Month for the insurance company. 6. Enter the Insurance Company or select the word Ins. Company to select an existing insurance company or to set up a new one. 7. Select the Ins. Form. This is the insurance form that is used by default for all patients with this employer. 8. If the employees use fees that differ from your standard fees, select the Fee Schedule, or select Fee Schedule to select an existing fee schedule or to enter a new fee schedule. 9. Select a Coverage Book from the coverage book dropdown list box. Instead of having to set up several coverage books for several companies, you can create one coverage book to be used by multiple companies or select the word Coverage Book to enter a new one. 10. Select an Adjustment Type from the dropdown list. 11. Review and update the Percent covered for each service type and indicate whether this classification should be applied against the deductible. 12. Choose Notes, Prompts, Productivity, Coverage Book or Preferences to add more information to the employer/insurance coverage. 13. Choose OK to save and return to the Employers/Coverage List. Patterson EagleSoft Overview Quick Start Basics 29

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