EagleSoft Money Finder, Trends, Snapshot User Manual

Money Finder

The Money Finder is appropriately named, as it does just that - finds the hidden money in your practice. It performs this function by accessing a variety of areas in your system, including appointment status, insurance status, recommended work and planned treatment status, and completed service status. Depending on the parameters you determine, The Money Finder queries your patient base and produces a concise list of patients who fit your practice's particular needs at any given moment.

To Get to the Money Finder:

Go to Activities | Practice Management Activities. Choose Practice Management and then The Money Finder.

Or

Add it to your toolbar. Right click on the toolbar. Then click on customize. On the left are all of the items available to you to add to the toolbar. Highlight Money Finder and click on add. Move up to move the money finder icon to the left of the toolbar and move down to move the icon to the right. Then click on close.

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Categories You Can Use

The Categories drop-down list box enables you to access a variety of preset patient base queries. To view these preset categories, click on the down-arrow at the end of the

Category’s box. To choose a specific category, click on one. When you choose one of these preset queries, the related information necessary to run the query is automatically placed in the appropriate field boxes for you. You can modify any of the preset information as you see fit.

Customize your own or use a category from the list below:

Maximize Insurance - Filters for patients with insurance who have more than $200.00 in benefits remaining and who have been seen in the last 2 years

.

Master List – All patients seen in the last 2 years

Short Notice VIP – Filters for patients on short notice, with insurance, $200+ remaining benefits, and has been seen in the last 2 years (Brings up patients on the maximize insurance list who are marked short notice).

Short Notice Master – Patients seen in the last 2 years who are marked short notice.

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Dual Insurance List – Filters for patients with both primary and secondary insurance who have been seen in the last 2 years

Treatment Plan VIP’s – Filters for patients with insurance, $200+ in benefits, seen in the last 2

years, and have a specific planned service in a tx plan.

Treatment Plan Master – Filters for patients seen in the last 2 years and have a specific planned service in a tx plan.

Treatment Plan Short Notice List – Filters for patients with insurance, $200+ in benefits, seen in the last 2 years, marked as short notice, and have a specific planned service in a tx plan.

Treatment Plan Dual Insurance – Filters for patients with dual insurance, $200+ in benefits, seen in the last 2 years, and have a specific planned tx plan service.

Complete Short Notice List – with insurance, $200 benefits, seen in the last 2 years,

marked short notice, has any planned service

Scheduled Short Notice List – Filters for patients on short notice, seen in the last 2 years, and who have a scheduled regular appointment during the next 30 days

Past Due VIPs – Past due recall date, seen in the last 2 years

Past Due Master – Filters for patients who have been seen in the last 2 years but have a recall date in the past.

Past Due, Dual Insurance – Filters for patients with dual insurance, seen in the last 2 years, and have a recall date in the past.

Current Due, Unscheduled – Filters for patients seen in the last 2 years, due for recall in next

30 days, but who have not scheduled a preventive appointment.

Scheduled Prophy – Filters for patients seen in the last 2 years, due for recall in the next 30 days, and have a scheduled preventive appointment in the next 30 days.

Current Monthly Call List – Filters for patients seen in the last 2 years

Past Due Call List – Have cancelled/failed appointments, regular scheduled appointment, seen in the last 2 years

Failed and Cancelled Appointments – Filters for patients seen in the last 2 years who have a failed/cancelled appt. on record.

Sealants List – Filters for patients between the ages of 6 and 18 who have been seen in the last

2 years. You can change the age to 14 or to whatever age you want to filter to.

Last Visit Date – Filters for patients who have been seen in the office prior to a year ago, but haven’t been seen in the last year.

Customize your own by selecting appointment status.

Patients who have a certain insurance status or who have no insurance.

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Time Preference.

Provider preference.

Or use your recall note to group patients together for marketing purposes.

Select Only Patients Who: this section is split into check box options, drop- down list boxes, and an entry field. Click the Select Only Patients who check boxes to search for patients who:

• Are on short notice

•

Deductible does not apply to preventive

•

Have cancelled or failed appointments

•

Have appointment time preference

•

Have insurance status

•

Have preferred dentist of

• Recall Note Includes

Recall Note

You can group any patients that you want to educate or market to within the Edit Patient

Screen.

Example: If you’re planning on using Invisaline in your office at a certain point and you know of patients who might benefit from this service. Put the entire name Invisaline or

INV as an abbreviation in the patient’s recall note area of the Edit Patient Screen.

Other Suggestions: Type in the type of patient they are such as HMO, Ortho, Perio, or you can enter the type of insurance they have. For example enter X-mas under the recall note and at the end of November go to the Money Finder to get a list of all of the individuals with that recall note and send them at Christmas time.

Definitions

NRA stands for Next Regular Appointment which is any services/treatments that don’t include cleanings that update the patient’s recall.

NPA stands for a cleaning that will update the patient’s next cleaning. A few NPA’s are adult prophylaxis, child prophylaxis and periodontal maintenance . A Planned Service is a service code that has been entered into the treatment plan.

Adding Service Codes For Efficiency

You can add service codes to the system to help you with tracking a patient’s status.

For instance, you can add a service code that represents each specialist you might refer to. You can walk out a service code when the letter of completion arrives at your office.

You can use this information one of several ways:

A. It can help you visually see what you are accomplishing and what a specialist is accomplishing within your patient’s chart.

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B. It can help you bring up a list of patients that you have referred to a certain specialist but have not completed your recommended treatment.

C. It can help you bring up a list of patients that have completed treatment with a specialist but still have needed unscheduled treatment with you.

Tracking Treatment/Maximizing Treatment Plans

Please note the following possible treatment search options:

Has a planned service

Lacks a planned service Has a completed service Lacks a completed service Has any planned service Lacks any planned service Has any completed service Lacks any completed service

You can click F2 to bring up your service code list if you don’t have all the service codes memorized.

You can also use the F5 key to repeat the last code. For instance, you may wish to search for someone who has had a periodontal prophy six months ago who is not scheduled and lacks a proposed periodontal prophy.

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The above scenario is looking for all patients in the practice who have

had a completed root canal but have not been scheduled for a crown.

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Scenarios for using The Money Finder:

Patients that have not been seen in the last year

A. Check patients not scheduled for NRA (Next Regular Appointment) NPA (Next

Preventive Appointment)

B. You can pull up a list of patients who have cancelled or failed appointments or just a list of patients who have not been seen in the last year.

C. Leave appointment time preferences as all.

D. Leave insurance status as all.

E. Mark the preferred Dentist as all or customize.

Click on OK

**Please note that if you are walking out a code for patients who fail or cancel appointments this will not pull from the code the information is being pulled from the scheduler when you delete the appointment and then choose Failed, Cancelled, or

Neither.

1. Your office wants to increase the treatment plan acceptance rate. How can you get a list of all patients who have planned crowns but have not yet scheduled an appointment?

2. Check for patients scheduled tomorrow in hygiene who are due for a Panorex. or an FMX. a. NRA: not scheduled b. NPA: scheduled c. Next Preventive Date To: Enter date scheduled d. Next Preventive Date From: Same date e. Lacks a Completed: 00330 f. Lacks a Completed: 00210 g. From: 3 years before current date h. To: No Date

Please note: you can add a service code to walkout on patients that you get a pan or FMX from a previous dentist so you can track these also, or just use this list as a starting evaluation for patients who might need a n FMX, Pan and research from

each person on the list.

3. Send a letter to Patients who came in for an emergency exam, never had a prophy within the last 2 years a. NRA: Not Scheduled b. NPA: Not Scheduled c. First Visit Date To: 2 years ago d. First Visit Date From: No Date e. Has a Completed Service: 00140 f. From: No Date g. To: No Date h. Lacks a Completed Service: 01110

4. Patients who are on short notice with a treatment plan to fill in scheduler

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a. NRA: Scheduled & Unscheduled b. NPA: Scheduled & Unscheduled c. Are on Short Notice: Checked d. Has any Planned service

Please note the Quick Fill List capabilities

5. Patients who haven’t completed Perio Tx a. NRA: Not Scheduled b. NPA: Not Scheduled c. Has a Completed Service: 04341 d. Has a Planned Service: 04910

6. Patients who have come in for an emergency appointment but have not scheduled for a complete exam. a. NRA: Not Scheduled b. NPA: Not Scheduled c. First Visit Date To: 2 Years ago d. First Visit Date From: No Date e. Have a Completed 00140 f. Lacks a Completed a 00150 then enter that date frame that you are searching for

7. How can I get a list of all patients who have not been in the practice in the last year?

Click on the radio buttons that state not scheduled for either NRA or NPA

and then fill in the date range on the right that says Last Visit Date.

8. The office wants to increase the treatment plan acceptance rate. How can you get a list of all patients who have planned crowns but have not yet scheduled an appointment?

Click on the radio button that says not scheduled for NRA and include patients that match the following enter patients that have a

planned 02750 or a patient that has a planned 02740 and so on.

9. Patients that are scheduled for a 00120 that have not Had a Completed 00210 in the last five years.

10. Bring up all patients that Has Any Planned Service.

Once the search information is completely entered for the type of search you want to make, click OK. At this point, the Print Options box appears.

In the Print Options box, you can choose:

Report – Print a report of the patients who match the criteria.

Letters – Select and print a letter for the patients who match the criteria.

Label – Print mailing labels for the patients who match the criteria.

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Laser Label – Print laser-mailing labels for the patients who match the criteria.

Postcard – Print postcards for the patients who match the criteria.

Laser Postcard – Print laser postcards for the patients who match the criteria.

Export To Incontact – Exports the lists of patients who match the criteria to your Incontact contact list.

Envelopes – Print envelopes for the patients who match the criteria.

Sort By – Make the choice from the Print Options drop-down list box for your particular needs by clicking on the desired radio button in the Method box. You can also sort any of these printout formats by patient name, next preventive appointment, next regular appointment, next recall date, or zip code by clicking on the radio buttons in the Sort By box.

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Description to Appear on Report – Enter a description for the report.

Once you have selected your choices for the printout format, simply click OK, and The

Money Finder query starts searching your patient base and subsequently issues the chosen output.

You can now send this information to Smart Doc. You can add a document group that is based on the type of custom reports you are creating on a monthly/qrterly/yrly basis.

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Trends is a practice management feature in EagleSoft that allows you to view office totals according to specified criteria. From Trends, you can import and enter data according to month, year or any other date range you want. Then you print the information that represents those chosen dates. Trends is a perfect example of how

EagleSoft helps you manage your office.

Trends is located under Activities/Practice Management/Trends.

Trends can be added to your toolbar by right clicking on the toolbar and then clicking on customize. On the left are all of the items available to you to add to the toolbar. Find Trends, highlight it, and click on add. Move up to move the Trends icon to the left of the toolbar and move down to move the icon to the right. Then click on close. Below is an example of what the customized of the toolbar would look like.

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To update the data in Trends, first select the month and year for the current Trends data. This is how your Trends data is saved. For example, if the user clicks Saves with the month of

August and the year 2004 like the example below they will be able to pull that report up in the future under Reports, Trends Practice Management. If you forget to do the Trends for a month you can go back and update the information, however, the system will only bring in the

current A/R. You can not delete a Trends report once it has been saved. It will always

be available for future reference. When the Trends data is saved you can print the Trends.

You can also save the Trends data into Smart Doc under Practice Information or under

Provider.

1. To update this information click Import

The following window will appear

2. From the drop-down list box, select the range for your data.

3. When you have selected the range of dates that you would like ,click OK.

4. If you want to save the data in Trends as-is, be sure to click Save before you exit.

Note: Trends information cannot be printed unless it is first saved.

There are 46 indicator fields: Total Office Production, Adjusted Production, Production-

Hygiene, and others. These indicators display the goals, actual, variance, year-to-date actual, and year –to- date goal. Importing changes the data according to the field.

The column fields display the calculated totals according to the name in the field.

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There are two types of data in Trends: data imported from EagleSoft and

data overwritten by the user. The fields keyed in by the user are used for calculation of the other fields. To update the imported fields, just click Import.

The different types of fields are displayed in different colors: Green - Data imported directly from EagleSoft

Fuchsia - Data imported from EagleSoft but overwritten by user.

Total Office Production

The user keys the Goal of the practice and YTD Goal. The total office

production = (doctors and hygienists) using your standard fee (ideal full fee.) These items are imported from the selected time frame. Adjustments are not made to this figure unless for the purpose of correcting a posting error or adjusting work that was never delivered or completed. If the patient is set up to get a discount, it will not come off the doctors production because discounts can not be set to come off production. (If a service is deleted, it is taken from the

Total Office Production.) GOAL: Determined by the Annual Plan and by monthly forecasting.

The example below shows the production for the month was around $92,213.75.

Adjusted Production

The user keys the Goal and YTD Goal. This would be needed ONLY if the practice uses a reduced fee for service schedule (PPO or HMO/Capitation Fees). This will

illustrate what the practice produces under a reduced fee program compared

to what it produced, which would be the Total Office Production. When imported, these totals coincide with the Production Reconciliation and Day Sheet

Production columns. The adjusted production will also be affected if an

adjustment is set to impact production. The adjusted production will also be affected by discounts. The Day sheet will show other items that are subtracted out of the total production such as discounts and deleted services.

The adjusted production is due to the offices fee schedules and adjustments set to impact production. The office was at 81.67% of its goal.

Number of Doctor Days – Total Office

The number of DAYS this month that dentist(s) are scheduled to receive patients

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(regardless of the number of dentists working). Do not count days that hygiene is performed without a dentist present (if applicable in your state). Count only the days that dentists treat patients. GOAL: Determined by Annual Plan and monthly forecasting. (This field is keyed by user)

Average Daily Production – Total Office

Total office production (in Trends, we use Adjusted Production) divided by

number of days of dentistry performed equals average Daily production.

GOAL: Determined by Annual Plan and monthly forecasting.

In the below example, the doctors had a possibility of 20 days; they worked only

18. Trends calculated that the daily goal would have been $5,000 a day.

Because the office worked only 18 days, the daily average was $4537.12.

Number of Doctor Hours – Total Office

The number of hours this month that dentist(s) are scheduled to receive patients (regardless of the number of dentists working), plus any overtime

actually worked on patients (per day, not per dentist). No-shows or other openings in the schedule count as hours available to patients. Time

purposefully taken away from patients does not count as hours worked.

(e.g. ,staff meetings, administrative time, long lunches, shortened days) Do not count hours that hygiene is performed without a dentist present (if applicable in your state). Count only hours with dentists seeing patients. GOAL:

Determined by Annual Plan and monthly forecasting.

Production per Hour – Total Office

Total office production (in Trends we use Adjusted Production) divided by

Number of Dentist Hours (Total Office) equals production per hour. GOAL:

Determined by Annual Plan and monthly forecasting.

In the example below, if the ideal number of hours worked it would have been 160. However, the office was open only 18 days not 20 and four hours were used for staff meetings. This explains the 140 hours worked vs. 144 hour

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Production – Hygiene

The user keys the Goal and YTD Goal. This is the total production for all hygienists who work in the practice. Actual and YTD Actual are imported as production for all hygienists in the selected time frame. This includes fees for routine prophylaxis, root planning, periodontal maintenance, fluoride treatment, and hygiene products that hygienists have discussed with the patient (E.g. Rotadent, Sonicare, and all other hygiene related items.) When imported, this amount coincides with Hygienist

Production totals in the Production Reconciliation reports.

Number of Hygiene Days

Fields are keyed in by the user. This is the number of days this month the office was open to receive hygiene patients (regardless of the number of hygienists working). GOAL: Determined by Annual Plan and monthly forecast.

Production per Day – Hygiene

Hygiene total production divided by number of hygiene days equals

PRODUCTION PER DAY (hygiene department). GOAL: Determined by Annual Plan and monthly forecast.

In the example below, the goal for the Hygiene Department is $12,000 for the month. Actual dollars produced was $11,272.05. The goal was to work 12 days, and the office worked all 12 days. For the office to reach $12,000 they would have to produce $1,000 a day. Actual production was $11,272.05. The daily production was $939.34.

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Collections – Adjusted

The user keys the YTD Goal. Actual and YTD Actual are imported as the total of all collections for the selected time frame. When imported, this amount coincides with

Collection Reconciliation or Day Sheet Collection column. This is Defined as

“corrected” Collections, or the total collection figure LESS any patient refunds

due to overpayment or adjustments made for patients whose checks are drawn

against accounts with insufficient funds. This can vary depending on how you set

up your adjustments for Patient Refund and Insurance Refund. GOAL: Determined by

Annual Plan and monthly forecasting.

Collections – Percentage %

CORRECTED (Actual) COLLECTIONS divided by TOTAL OFFICE (Adjusted)

PRODUCTION. GOAL: A trend should be established (three month or annual average) of 98% or better.

In the example below, the office is at 92.55%.

Accounts Receivable

Actual is calculated as the current accounts receivable (Current, 30, 60 & 90 days) for the selected time frame. When imported, this includes all monies owed to the dental

office, not including credits. In most cases the dentistry has been performed, but the money has not been collected. Occasionally, offices pre-charge entire cases

(prosthetics and orthodontics); therefore, some of the money in the Accounts Receivable has not yet been earned by the dental team. When imported, this amount coincides with the Day Sheet and the Accounts Receivable by Responsible Party. Goal , Variance,

YTD Actual and YTD Goal are not used for this field.

As you can see, the number also includes the contracts.

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Accounts Receivable Ratio

The user keys the Goal and YTD Goal. The relationship between TOTAL OFFICE

PRODUCTION (or ADJUSTED PRODUCTION) and the monies carried on the books in the form of ACCOUNTS RECEIVABLE. ACCOUNTS RECEIVABLE divided by

PRODUCTION equals ACCOUNTS RECEIVABLE RATIO. GOAL: As a guideline, in a growing practice should have an accounts receivable ratio of1.5%-3.0% of Total Office

Production (or Adjusted Production) on a three -month average. In a practice attempting to limit growth the ratio should be less than 1.5%.

The below example is showing how badly this office is doing on their accounts receivable

.

Credit Adjustments

The user keys in the YTD Goal. When imported, this amount is the total of all credit

adjustments, regardless of production, collections or adjustment impactions.

Credit Adjustments %

The user keys the Goal and YTD Goal in. Actual and YTD Actual are calculated in Trends as Credit Adjustments divided by Adjusted Production. The variance is calculated as

Actual % - Goal %. Some consulting firms recommend an average of 2% or less.

Accounts Receivable 0-30

This shows the current accounts receivable with aging from 0-30 days for the current month. When imported, this amount coincides with the A/R by Responsible Party report

(Current A/R 0-30–estimated insurance column.)

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Below is the accounts Receivable Report. Current is $8,208.58 minus $4,190 which is estimated to be paid by the insurance. This produces a total in the Trends of

$4,018.58 in Accounts Receivable 0-30, the amount that the office should have collected from the patient.

Goal, Variance, YTD Actual, and YTD Goal are not used for this field. Note: This is based on the current month and year selected in Trends.

Current Collections %

The user keys the Goal and YTD Goal in. Actual and YTD Actual are calculated as Accounts Receivable 0-30/Adjusted Production. The variance is calculated as Actual %-Goal %

Accounts Receivable 90+Days

These are monies owed to the practice based on production that occurred three months ago. When imported, this amount matches with the A/R by Responsible party report (90

Days column). Goal, Variance, YTD Actual, and YTD Goal are not used for

this field. Some consulting firms recommend that aging be done from the

point of

production rather than from the point of delinquency. EagleSoft allows you to choose either way. This amount is imported based on the current month and year selected in Trends. You may also choose your insurance preference do

you age from date of service or date of payment.

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Accounts Receivable % - 90+

The user keys the Goal and YTD Goal in. This percentage is calculated by taking the

ACCOUNTS RECEIVABLE 90+ DAYS divided by total ACCOUNTS RECEIVABLE

equals ACCOUNTS RECEIVABLE OVER 90 DAYS PERCENTAGE. (In Trends we use A/R 90 + /Adjusted Production.) GOAL: 18-20% of total ACCOUNTS

RECEIVABLE owed to the practice (definitely no more than 40%!).

In the above example ,the office has more than 86% of the A/R 90 days outstanding.

Accounts Receivable –Insurance

The total of estimated insurance for the current month. When imported, this amount coincides with the A/R by Responsible Party report (estimated insurance column). Goal,

Variance, YTD Actual, and YTD Goal are not used for this field.

Accounts Receivable % Insurance

The user keys in the Goal and YTD Goal in. Actual and YTD Actual are calculated as

Accounts Receivable – Insurance/Accounts Receivable. The variance is calculated as

Actual % - Goal %.

New Patients – All New Patients Entered

The user keys the Goal and YTD Goal in. Actual and YTD Actual are calculated as all new patients with a Date Entered (when the patient was first entered into the system) for the

Trends timeframe. The total is the number of new patients calling the dental practice requesting a new patient exam, prophylaxis or emergency care. EagleSoft counts all new patients entered into the system. The patient is counted whether or not they keep the appointment. GOAL: Some consultants recommend between 15-25 patients per month.

Note: This amount does not tie with the coinciding New Persons report (unless filtered to include only patients), because that report is all new persons, and the Trend total is only for those marked as active patients.

New Patients – Internal

The user keys the Goal and YTD Goal in. The Actual and YTD Actual are calculated as patients referred by other patients with a date entered (when the patients were first

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entered into the system for the Trends timeframe. These are new patients referred to

the practice by an existing patient. GOAL 80% of new patients.

Prosthodontic 60% Oral Surgery 20% Pedodontic 50%

Periodontic 20% Endodontic 10% Orthodontic 25%

New Patients – External

The user keys in the Goal and YTD Goal. Actual and YTD Actual are calculated as new patients referred by the dentist and staff members.

New Patients - Advertisement

These are new patients resulting directly from advertising efforts. Advertising includes telephone book, sign on building, location of building, newsletter, articles in newspaper or magazine, advertisement in publications, direct mail, and electronic media advertisements and dentist who have been marked as both a recipient and a

source. GOAL: 5% of new patients.

Prosthodontic 0% Oral Surgery 0% Pedondontic 5%

Periodontic 0% Endodontic 0% Orthodontic 5%

Amount Diagnosed – New Patients

The total value of ideal care presented to new patients during the month. IDEAL

CARE is defined as specific dentistry presented by the dentist to the patient for immediate acceptance or rejection the dentistry can be total treatment or phased treatment; however phasing must be determined by the dentist based on the patient’s clinical needs, not by the patient due to financial concerns. This is the total for treatment plan items that have a date planned that falls within the Trend month and year chosen. The Detailed Treatment Plan

Report can be used along with the date entered field for each patient to verify these totals.

Amount Accepted –New Patients

The total dollar value of the treatment accepted by new patients during the month

(the dollar value of treatment for which financial arrangements have been made).

This is the total for all treatment plan items that have a status of accepted or

completed by the date planned that falls with the Trend Month and Year chosen. The

Detailed Treatment Plan Report can be used along with the date entered field for each patient to verify these totals.

Acceptance Rate – New Patients

The percentage of treatment accepted by new patients during the month. Calculated monthly with the New Patient Monitor. AMOUNT ACCEPTED (NEW PATIENTS) divided

by AMOUNT DIAGNOSED (NEW PATIENTS) equals ACCEPTANCE RATE (NEW

PATIENTS) GOAL: 85% acceptance rate.

New Patient Potential

This is the average dollar potential of diagnosed treatments for new patients during the month, calculated monthly with the New Patient Monitor. AMOUNT DIAGNOSED (NEW

PATIENTS) divided by TOTAL NUMBER (NEW PATIENTS) (this number would include those patients who have never been seen but have a date entered during the time

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frame) equals NEW PATIENT POTENTIAL. GOAL: This will vary depending on fee schedules, the number of children in the practice and the practice’s ability to motivate new patients toward comprehensive treatment plans; however it should average of $750-$1,500

(or higher) depending on the variables listed above.

New Patient Value

The patient value is the average dollar value of accepted treatment with new patients during the month. This is calculated monthly with the New Patient Monitor. AMOUNT

ACCEPTED (NEW PATIENTS) divided by TOTAL NUMBER OF NEW PATIENTS

(include only the new patients who have either accepted or rejected treatment, do not count those who are undecided.) equals NEW PATIENT VALUE. GOAL: 75-80% of

NEW PATIENT POTENTIAL.

Amount Diagnosed – New Patients

The user keys in the Goal and YTD Goal. When imported the amount is the total for all

planned treatment plan items within the selected Trends time frame. The patients also must have been walked out within the selected Trends time frame. The total dollar value of ideal care (the necessary, diagnosed dentistry) presented to patients of record during the month

Amount Accepted – New Patients

The total dollar value of the treatment accepted or completed by patients of record during the month (the value of the treatment for which financial arrangements have been made). This is to be determined monthly with the Patient Monitor. GOAL: 90% of

AMOUNT DIAGNOSED. This is the total for all treatment plans items that have a

status of completed and a date planned that falls within the Trend month and year and the patient is not considered a new patient for the same Trend Month and year

chosen. The Detailed Treatment Plan Report can be used along with the date entered for each patient to verify totals.

Acceptance Rate – New Patients

The percentage of treatment accepted by patients of record this month. AMOUNT

ACCEPTED (PATIENTS OF RECORD) divided by AMOUNT DIAGNOSED (PATIENTS

OF RECORD) equals ACCEPTANCE RATE (Patients of record). Goal:

90% or better of amount diagnosed.

New Patient Potential

The average dollar potential of diagnosed treatment for patients of record for the month, calculated monthly with the Patient Monitor. AMOUNT DIAGNOSED (PATIENTS OF

RECORD) divided by PATIENTS OF RECORD (SIGNIFICANT DIAGNOSIS) (these should be the patients of record who have actually been seen and diagnosed; do not count patients who have not yet received diagnosis) equals PATIENT OF RECORD

POTENTIAL.

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New Patient Value

The average dollar value of accepted treatment per patient for patients of record

during the month, calculated monthly with the Patient Monitor –AMOUNT ACCEPTED

(PATIENTS OF RECORD) divided by PATIENTS OF RECORD (SINCE DX) include only the patients of record who have either accepted or rejected treatment; do not count those who are undecided) equals PATIENT OF RECORD VALUE. GOAL: 85-95% of PATIENT

OF RECORD POTENTIAL

Production – Doctor

This is calculated as revenues generated by a dentist’s production for the month.

This figure does NOT include hygiene. GOAL: Determined by Annual Plan and monthly forecasting.

(The amount should tie in with the Production Reconciliation Report for each individual provider.)

Number of Doctor Days

This is figured as the total number of days worked by the dentist for the month.

Recommendation: If the dentist works a half day, it is recorded as a half day, not a full day. (One to five hours worked equals a half day, over five hours equals a full day. These should be patient hours only. It should include overtime hours for direct patient care but should not include administrative time or staff meetings.) GOAL: Determined by Annual

Plan and monthly forecasting.

Production per Day – Doctor

This Dentist’s PRODUCTION for the month divided by the total NUMBER OF DAYS he

or she worked during the month. GOAL Determined by Annual Plan and monthly forecasting.

Number of Doctor Hours -

Doctor

The number of hours that this dentist was scheduled to work on patients, plus any

overtime actually worked on patients. No-shows or other openings in the schedule count as hours worked. Time purposefully taken away from patients does not count as hours

worked. (e.g. ,staff meetings, administrative time, long lunches, shortened day.)

GOAL Determined by Annual Plan and monthly forecasting.

Production per Hour – Doctor

This dentist’s PRODUCTION for the month divided by the total NUMBER OF HOURS

he or she worked during the month. GOAL Determined by Annual Plan and monthly forecasting.

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Monthly Production

The user keys in the Goal and YTD Goal. This is revenue generated by this individual

hygienist’s production for the month, and includes fees for routine prophylaxis, root

plannings, periodontal maintenance and fluoride treatments. The total amount coincides with the Production Reconciliation report Goal: Determined by Annual Plan and monthly forecasting.

The example below represents the Goal of $5,000 for DCM and a Goal of $7,000 for DFD.

It clearly shows the amount of days worked and the average dollars produced per day and per hour.

Number of Days Worked

This is the total number of days worked by this individual hygienist this month. If the hygienist works a half day, it is recorded as a half day, not a full day. (One to five hours worked equals a half day, over five hours equals a full day. These should be patient hours only, including overtime hours for direct patient care but should not include administrative time or staff meetings.) GOAL: Determined by Annual Plan and monthly forecasting.

Production per Day

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This individual hygienist’s PRODUCTION for the month divided by the total

NUMBER OF DAYS he or she worked during the month. GOAL: Determined by

Annual Plan and monthly forecasting.

Snapshot

Snapshot is a great way to see how your practice is doing at any given time of the month.

You will be able to see graphs of certain areas of your practice such as Current Monthly

Totals, Production/Collections, Patient Production and the Accounts Receivable Totals.

Within SnapShot you have the capability to graph all of the below items and you can even graph comparisons of a monthly segment or a past trend.

To find Snapshots, go to Activities/Practice Management/Snapshots, or click on

Snapshots from your shortcut on the toolbar. The totals for the current month are listed from this screen.

The Graph What tab allows you to graph information regarding a certain provider once you have clicked on Patient Production or Production/Collection. If you click on Accounts

Receivable or Current Monthly Totals, it shows totals for all Providers.

Current Monthly Totals allows you to graph the current Account Receivables. When you select current monthly totals and then click on Show What, you can view and

graph the Total Accounts Receivable, Production vs. Collections, and Patient

Production and detailed current monthly totals. Example Below: Notice the Graph

Method is disabled.

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Production/Collections: when you select Production/Collection you can view different

providers or the whole practice from the Graph What area. Click on Show What and

view Production/Collection, Production Only, Collection Only and Adjustments.

Remember, this can be graphed for an individual provider or the practice. The below example is for George Young. Each time you make a selection, choose Graph to

view that selection.

After you have viewed everything under the Show What, go to Graph Method to compare

last year at the same time to this year. This will help show how your practice is doing.

There is an example below that shows this. Another feature allows you to view items over

a period of time. You can pick from the date range you want to show.

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Patient Production: Under Graph What You can view the whole practice or the

production for an individual provider. Click on Show What and you can view items such as total patient visits, new persons, production per visit, and collections per

visit (the graph will only show what the collections are, if that particular provider is marked to receive collections). Below is an example of dollars produced per visit for Dr. Young.

Graph the total accounts receivable (A.R.) that are 90 days overdue, and A.R. ratio. This graph shows the accounts receivable is in the 30, 60, 90 day categories, (not the current

due), and the collection ratio. The total accounts receivable for the practice is

$117,964.18. Clicking on Accounts Receivable gives you the totals for everything

except the current due.

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The Graph Method tab allows you to graph the trend of certain months or a comparison of two months, by simply clicking on the radio button and choosing the appropriate months from the drop down menus.

Below is a graph that shows a trend. This is a great before and after view.

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Above is a graph that compares two months. Which ever graph method you choose, these graphs are great for staff meetings, to give to a consultant, or for a prospective doctor who is thinking of purchasing the practice.

Once you have decided the information you want to include in your graph, click the

Graph Tab. If you want to change the type of graph displayed, right click and choose the option of graph and click on the type of graph you want to view.

You can also right click on the graph and click on Copy, you will be able to paste your graph into a Word document outside of EagleSoft. To see the dollar amount for each

item in the graph, left click on that section of the graph.

Use the right click to change the color. Each section under the graph can be changed from the default color.

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The last option under the right click is to Fill Style. The choices are: solid, square,

diagonal and vertical. Below is an example of the some of the fill styles.

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Click on the Close button when you are ready to return to the virtual screen.

Click on the Info Tab to view information on basic guidelines on how to achieve and maintain peak production and collection levels (great for staff meetings)

Revenue Opportunities

Click Report to print out the graph.

Click the Setup button to choose the printer you would like your graph to be printed from, or change where it will be printed to.

The Revenue Opportunities option highlights areas that are typically overlooked but full of revenue potential: recalls not scheduled, overdue recalls, patients without recalls, planned treatments not yet scheduled and several others. Use this option often to determine potential sources of revenue. It also allows you to perform some "what if" scenarios by specifying the percentage of patients who you believe are likely to comply with the proposed area of opportunity.

Go to Activities and choose Practice Management (or add it to your toolbar.) Then select Revenue Opportunities. The Revenue Opportunities window is displayed.

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Choose the preferred Option:

Choose:

Accounts Receivables

.

Overdue Recalls

To Show Totals of:

Current accounts receivable by category

All patients who have a past due recall

Unscheduled Future Recalls All patients who have a recall due but lack an appointment

Patients Without Recalls All patients who do not have a recall date

In the below example listed are 1,672 patients without Recall. If the office was able to schedule 70% of them, it would increase its revenue potential by $70,224.

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Patients Coded Not To Receive Recalls All patients who have been set up not to receive recalls

Quick Fill List All patients who have cancelled an appointment but have not yet been rescheduled

Planned Treatments Number of services that are planned for patients

Accepted Treatments Amount of all services that have been proposed and accepted by the patient

E-Claims Allows the user to calculate how many claims they send per month; EagleSoft calculates the savings they could earn with

E-Claims vs. paper claims.

E-Statements Allows the user to calculate how many statements are sent per month;

EagleSoft calculates the savings they could earn with E-Statements.

Enter the information that is requested by the Revenue Opportunities Finder. For example, if you are interested in the number of patients in your database overdue for

Recall, click on the radio button next to Overdue Recall.

Enter the Percentage of Patients to Comply. For example, if you send a letter to all patients who are overdue on their recall, enter the percentage you believe would come to your office as a result.

Enter the Average Amount Spent Per Visit. This is defaulted to last month's average

walkout statement, but feel free to modify the amount if you believe that it would be higher or lower for the particular area.

Review the Potential Revenue to Practice.

You can return to the virtual screen at any time by clicking Cancel.

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