Patterson Dental Eaglesoft Front Desk Responsibilities Guide

FRONT DESK
RESPONSIBILITIES
Eaglesoft
Disclaimer: The views and opinions expressed in this article are those of the authors and do not
necessarily reflect the official policy or position of Patterson Dental.
RESPONSIBILITIES FOR FRONT OFFICE DENTAL STAFF
TO BE DONE DAILY:
1. Enter walkouts, payments and/or adjustments in the patient’s account
2. Make sure all no show appointments are deleted off today’s schedule
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3. Make sure each appointment is gray, showing walked out: if it’s not, process the
walkout
4. Schedule additional appointments as needed
5. At the End of Day (EOD) you need to check the following reports to make sure you
balance BEFORE processing EOD:
a.
Have clinical staff look at the Production Reconciliation Report to confirm all
services were processed correctly (looking at the teeth #’s, surfaces, providers
and correct service codes) This report can be filtered by provider to streamline
clinician’s time
b. Correct any errors and make sure to add services that might have been missed
to the existing insurance claim BEFORE printing or submitting the claims
electronically.
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c. Look at the Day sheet for today and check the Collections Total, checking the
breakdown for the amount of cash, checks (personal and insurance) and other
(all credit cards)
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d. If your total deposit does not balance, you can look at the Payment
Reconciliation for the breakdown to find the error (amount entered incorrectly,
payment missed, etc.)
e. If the Day sheet has an adjustment total, you can find the details on Adj.
reconciliation report.
6.
After all totals are balanced, under activities, process EOD. As long as you are
closing your day on the same day, the date listed will be correct in the description. If
you are waiting until another day to close your EOD, you will need to change the
description to match the dates on the transactions
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NOTES concerning EOD: If you have transactions from different dates on this EOD (maybe
transactions were back-dated, entered on different days that were not closed, etc.) you may
choose to print only a specific date range for printing. Keep in mind that you can always print
any of the EOD reports filtered by “other range of dates” as well. Only check “Apply unassigned
credits to unpaid debits” if you are not tracking different providers collections individually. If you
use payment plans you want to check “Update Late Payment Plans.” At the bottom is a list of
reports you can print. If nothing is checked at the bottom, you can still print out each report later
by filtering for “other range of EOD’s.” The Practice Audit Trail Analysis report is the Collection,
Production and Adjustment reconciliation reports all in one report.
7.
Process your insurance claims by printing or submitting them electronically. If you
are submitting them electronically, the system will “kick back” any that have missing
information. Be sure to correct by adding birthdates, member ID’s, etc. and then
process them again.
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8. Clock out for the day.
TO BE DONE WEEKLY:
1.
Process Recall cards to send to patient’s that have appointments scheduled six months
in advance and their appointments are scheduled in the next two weeks (approximately).
2. Check and follow up on the Unassigned Credits and Unpaid Debits reports filtered for
this week.
3. If you are tracking collections for more than one provider, pull up the accounts balances
by provider report. If every payment has been entered correctly, you will have no data
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on that report. If not, then the names of the providers that were incorrectly paid will be
listed with the provider that did the work.
TO BE DONE MONTHLY:
1. Send recall cards to patients that are due for their recall-cleaning in the following month
or process a report of those patients and make a call list. You can send them to
InContact and call from there.
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2. Run the Outstanding Claims by aging report and the Outstanding Pre-Authorizations
(filter for this month) and follow up on them with the insurance company.
3. Run the Outstanding Payment plan report and follow up with any payments that are late.
4. Run any reports that will reset at end of month and save to SmartDoc for future
reference. *See FAQ 12585 – “Suggested Additional Reports to Print Prior to Processing
End-of-Month”
5. Run the Trends report importing totals for ‘This Month’.
6. After closing the last EOD for the month, run a backup of your data and then Process
EOM. Make sure your EOM reports are saved in Smart Doc by having the preference
set (File/Preference/SmartDoc)
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