Patterson EagleSoft 15.00 software User’s Guide

Patterson EagleSoft 15.00
User’s Guide
Volume XV
2008 Patterson Dental Supply, Inc. All rights reserved.
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#1, 1410 – 28th Street N.E.
Calgary, Alberta T2A 7W6
Main (403)539-4777
Fax (403)539-4779
Technical Support 866-449-7282
Web Site Address: www.EagleSoft.net
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Patterson EagleSoft 15.00
Contents
Initial Setup – Unit 1
1
Patterson EagleSoft 15.00
2
Welcome to Patterson EagleSoft! .......................................................................................... 2
About EagleSoft ................................................................................................................... 2
Things to Remember ............................................................................................... 2
Logging On
3
Starting EagleSoft ................................................................................................................. 3
EagleSoft Log On/Off ........................................................................................................... 4
Logging On to EagleSoft......................................................................................... 4
The Compliance Checker ........................................................................................ 4
Logging Off and Exiting in EagleSoft Integrated Mode ........................................... 5
Exiting EagleSoft Practice Management or Clinical .............................................................. 5
Security Administration
6
Security Administration ........................................................................................................ 6
Security Profiles ..................................................................................................... 7
Security Zones ........................................................................................................ 7
Setting Up Security Profiles .................................................................................... 7
Assigning Security Profiles ..................................................................................... 8
Using EagleSoft 15.00
10
The Virtual Screen.............................................................................................................. 10
Viewing the Virtual Screens in Alternate Modes ................................................... 10
Terminology....................................................................................................................... 12
F5 Key ................................................................................................................. 12
Hyperlink ............................................................................................................. 12
Sort and Search by First Name .............................................................................. 12
Patient List from Activities ................................................................................... 13
Last Patient Button ............................................................................................... 13
Active/Inactive Status ........................................................................................... 13
Show Inactives ..................................................................................................... 13
Reports ................................................................................................................. 13
Notes .................................................................................................................... 14
EagleSoft Virtual Screen Toolbar ........................................................................................ 14
Toolbar Buttons .................................................................................................... 15
Show Text ............................................................................................................ 18
Reset .................................................................................................................... 18
Menu Tour ......................................................................................................................... 19
Overview .............................................................................................................. 19
Quick Start Basics
20
Learning the Basics ............................................................................................................ 20
Enter a New Patient .............................................................................................. 20
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Contents • iii
Make an Appointment........................................................................................... 21
Walkout Processing .............................................................................................. 23
Entering Payments ................................................................................................ 24
Adding or Editing a New Insurance Company ....................................................... 25
Itrans .................................................................................................................................. 26
Adding or Editing a New Employer....................................................................... 26
Setting Up Your Software – Unit 2
29
Setting Up Practice Information
30
Setting Up Practice Information .......................................................................................... 30
Practice Information Options................................................................................. 31
Setting Up Practice Preferences
32
Practice Management Preferences ....................................................................................... 32
General ................................................................................................................. 32
Patient .................................................................................................................. 34
Insurance .............................................................................................................. 35
Accounting ........................................................................................................... 36
Statements ............................................................................................................ 38
Spell Checking ..................................................................................................... 41
Employer .............................................................................................................. 42
OnSchedule .......................................................................................................... 44
Printing ................................................................................................................ 46
eBusiness.............................................................................................................. 47
Alerts ................................................................................................................... 49
Perio ..................................................................................................................... 49
Chart .................................................................................................................... 51
Quick Pick ............................................................................................................ 54
Images .................................................................................................................. 54
X-ray .................................................................................................................... 56
Interfaces .............................................................................................................. 63
SmartDoc ............................................................................................................. 64
IntelliCare............................................................................................................. 65
EagleSoft Printer Administration ........................................................................................ 66
Setting Up Providers
67
Providers/Staff Setup .......................................................................................................... 67
Provider/Staff Setup Options ................................................................................. 68
Provider/Staff Notes Setup.................................................................................................. 68
Provider/Staff Hours Setup ................................................................................................. 69
Setting Provider Colour......................................................................................... 69
Provider/Staff Prompts Setup .............................................................................................. 69
Provider/Staff Productivity ................................................................................................. 69
Provider/Staff History Review ............................................................................................ 70
Provider/Staff Identification Setup ...................................................................................... 70
Provider Daily Goals Setup................................................................................................. 71
Provider/Staff Password Setup ............................................................................................ 71
Provider/Staff Password ..................................................................................................... 72
Deleting/Inactivate Provider ............................................................................................... 72
Setting up Patients, Responsible Parties and Policyholders
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76
Patterson EagleSoft 15.00
Overview ........................................................................................................................... 76
New Patient Setup .............................................................................................................. 76
Patient Setup Window Buttons .............................................................................. 78
Patient Preferences................................................................................................ 79
Reviewing Patient History..................................................................................... 81
Patient Alerts ........................................................................................................ 81
Patient Notes ........................................................................................................ 82
Patient Prompts..................................................................................................... 82
Sending a Letter to a Patient .................................................................................. 82
Viewing Patient Missing Teeth ............................................................................. 83
Setting Up Patient Referrals .................................................................................. 83
Rx History ............................................................................................................ 84
Medical History .................................................................................................... 84
Medical History Features ...................................................................................... 85
Inactivate Patients .............................................................................................................. 86
Delete Patients ...................................................................................................... 86
Setting Up Employers and Insurance Companies
87
Overview ........................................................................................................................... 87
Insurance Company Setup .................................................................................................. 88
Adding or Editing a New Insurance Company ....................................................... 88
Changes to Insurance Information ......................................................................... 89
Employers/Coverage List Setup .......................................................................................... 89
Adding or Editing a New Employer....................................................................... 90
Employers/Coverage List Options ......................................................................... 90
Service Codes
94
Overview ........................................................................................................................... 94
Printing a Service Code Master Report................................................................................ 94
Quick Entry for Service Code Fees ..................................................................................... 94
Adding a New Service Code ............................................................................................... 95
Standard Fees by Provider ................................................................................................ 100
Create a Standard Fee List................................................................................... 100
Attach Standard Fee Lists to a Provider ............................................................... 102
Setting Up Fee Schedules ................................................................................................. 103
Setting Up New Fee Schedules............................................................................ 103
Automatically Setting Up All Service Codes for a Fee Schedule .......................... 104
Setting Up Fee Schedules By Individually Setting Up Service Codes Option ....... 105
Setting Up Fee Schedules By Utilizing an Existing Fee Schedule......................... 106
Setting Up Coverage Books .............................................................................................. 106
Creating or Updating Employer/Insurance Coverage Books ................................. 106
Exploding Codes
108
Overview ......................................................................................................................... 108
Adding an Exploding Code ............................................................................................... 108
Editing an Exploding Code ............................................................................................... 109
Deleting an Exploding Code ............................................................................................. 109
Printing Exploding Codes Reports .................................................................................... 109
General Setup
111
Overview ......................................................................................................................... 111
General Setup Overview ................................................................................................... 111
Messages.......................................................................................................................... 112
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Contents • v
Postal Code List ............................................................................................................... 112
Customizable Prompts ...................................................................................................... 112
Provider Labels ................................................................................................................ 113
Staff Positions .................................................................................................................. 113
Payment Types ................................................................................................................. 113
Service Types ................................................................................................................... 114
Adjustment Types ............................................................................................................ 115
Account Types ................................................................................................................. 115
Recall Types .................................................................................................................... 116
Recall Status .................................................................................................................... 117
Time Sheet Work Types ................................................................................................... 117
Adding New Work Types ................................................................................... 117
Editing Work Types ............................................................................................ 118
Printing Work Types ........................................................................................... 118
Patient Alerts .................................................................................................................... 119
Account Alerts ................................................................................................................. 119
Discounts ......................................................................................................................... 120
Task Categories ................................................................................................................ 120
Clinical Setup
121
Chart Setup ...................................................................................................................... 121
Conditions .......................................................................................................... 121
Draw Types ........................................................................................................ 123
Quick Picks and Button Groups........................................................................... 123
How to Set Up a Button Group: Services ............................................................ 124
Custom Colour Setup........................................................................................................ 125
Smart Code Setup ............................................................................................................. 125
AutoNotes ........................................................................................................................ 126
Clinical Exam Types ........................................................................................................ 127
Annotations ...................................................................................................................... 129
Image Templates .............................................................................................................. 129
Default Source .................................................................................................... 130
Modes ................................................................................................................ 131
Custom Setup ..................................................................................................... 131
DenOptix Scan Types ....................................................................................................... 132
DenOptix Scan Type Setup ................................................................................. 132
Custom Image Enhancements ........................................................................................... 133
Image Source Enhancements ............................................................................................ 134
Example Groups ............................................................................................................... 135
Document Groups ............................................................................................................ 136
Application Interfaces....................................................................................................... 136
Adding an Interface ............................................................................................ 136
Fast CheckIn
137
Patient Check-in Terminal ................................................................................................ 137
Fast CheckIn Custom Documents ........................................................................ 139
Using Fast CheckIn .......................................................................................................... 140
IntelliCare
142
Intelligent Reminders ....................................................................................................... 142
IntelliCare Preferences ........................................................................................ 142
Creating IntelliCare Reminders ........................................................................... 143
Account .............................................................................................................. 143
Notification ........................................................................................................ 145
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Patterson EagleSoft 15.00
Appointment ....................................................................................................... 146
Documentation ................................................................................................... 147
Imaging .............................................................................................................. 149
Patient Birthday .................................................................................................. 150
Patient Exam ...................................................................................................... 151
Patient Info ......................................................................................................... 152
Service ............................................................................................................... 153
The IntelliCare Reminder Window ...................................................................... 154
IntelliCare Notifications ...................................................................................... 155
IntelliCare Indicators .......................................................................................... 155
IntelliCare Report ............................................................................................... 155
AutoDialer
157
Make Calls Using AutoDialer ........................................................................................... 157
Using AutoDialer ............................................................................................................. 157
Making a Call ..................................................................................................... 157
Use the AutoDialer ........................................................................................................... 158
OnSchedule
159
Getting Started With OnSchedule ..................................................................................... 159
Setting Up OnSchedule..................................................................................................... 159
OnSchedule Options ........................................................................................... 160
Establishing Provider Hours ................................................................................ 162
Custom Hours per Provider ................................................................................. 162
Customize Your Hours Using Custom Hours .................................................................... 164
Understanding Custom Hour Frequencies ............................................................ 165
Setting Up Chairs ............................................................................................................. 168
Using Appointment Types................................................................................... 168
Changing Appointment Types ............................................................................. 170
Design Templates To Manage Your Day ............................................................. 170
To set up a template: ........................................................................................... 171
Office Chairs ...................................................................................................... 172
How to Set Up Chair Hours................................................................................. 172
Assigning Providers and Goals to Chairs ............................................................. 173
Scheduled vs. Goal ............................................................................................. 173
Holiday Setup ..................................................................................................... 173
Customize OnSchedule Using Views .................................................................. 174
Using OnSchedule ............................................................................................................ 175
A Tour of OnSchedule ...................................................................................................... 175
The OnSchedule Navigation Toolbar ................................................................... 176
OnSchedule Toolbar ........................................................................................... 176
Using the Right-Click Menu ............................................................................... 178
Customizing OnSchedule Options..................................................................................... 179
Display/Print Setup ............................................................................................. 179
Appointment Display Information ....................................................................... 180
Using Indicators to Track Patient Needs .............................................................. 180
Day At A Glance Button Setup ........................................................................... 181
Week At A Glance Button Setup ......................................................................... 182
Saving Your Scheduler Preferences ..................................................................... 182
Creating Alert Indicators ..................................................................................... 182
Moving or Hiding Chairs in OnSchedule........................................................................... 182
Month At A Glance............................................................................................. 183
Viewing the Legend ......................................................................................................... 184
Scheduling Appointments ................................................................................................. 185
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Contents • vii
Managing and Viewing Existing Appointments................................................................. 187
Editing the Appointment ..................................................................................... 187
Set Next Arrival Indicator ................................................................................... 187
Mark Appointments As Walked Out.................................................................... 189
Confirm/Unconfirm Appointments ...................................................................... 189
View Patient Photo ............................................................................................. 189
Review Prescription History................................................................................ 189
Using the Current Time Indicator ........................................................................ 190
Moving/Copying Appointments ........................................................................................ 190
Select and Drag Appointments ............................................................................ 190
How to Use the Appointment Queue ................................................................................. 190
Move/Copy Appointments .................................................................................. 190
Scheduling Family Appointments........................................................................ 191
Creating Unscheduled Appointments................................................................... 191
Blocking Unavailable Appointment Times ........................................................................ 192
Day-At-A-Glance – Go to a Different Day ........................................................................ 192
Deleting Appointments ..................................................................................................... 193
Searching and Locating Appointment Times ..................................................................... 194
Locating Scheduled Appointments for Patients ................................................................. 194
Quick Fill List .................................................................................................................. 195
Using the Quick Fill List Window ....................................................................... 196
Deleting an Entry from the Quick Fill List ........................................................... 197
Quick Fill Note ................................................................................................... 197
Scheduling A Patient from the Quick Fill List ..................................................... 197
Printing the Daily Schedule .............................................................................................. 198
Viewing a Week at a Time................................................................................................ 199
Viewing Appointment Information within EagleSoft ......................................................... 199
EagleSoft Today
201
EagleSoft Today ............................................................................................................... 201
Task Manager
203
Introduction ...................................................................................................................... 203
Using the Task List........................................................................................................... 203
Accessing the Task List ...................................................................................... 203
Preferences ......................................................................................................... 203
View Options...................................................................................................... 204
Task List Ledger ................................................................................................. 204
Toolbar ............................................................................................................... 205
Creating/Editing a Task .................................................................................................... 206
New Task Window ............................................................................................. 206
Creating a Task with Task Manager Wizard ...................................................................... 207
Frequency........................................................................................................... 207
Setup .................................................................................................................. 207
Task Manager Report ....................................................................................................... 209
Filtering the Report ............................................................................................. 209
Printing and Previewing the Report ..................................................................... 209
Time Clock
210
Overview ......................................................................................................................... 210
Setting up the Time Clock ................................................................................................ 210
Setting Up Preferences ........................................................................................ 210
Using the Time Clock ....................................................................................................... 212
Entering Notes .................................................................................................... 212
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Patterson EagleSoft 15.00
Time Sheet ......................................................................................................... 212
Time Sheet Report .............................................................................................. 213
Account Management – Unit 3
215
Walkout Processing
216
Introduction to Walkouts .................................................................................................. 216
Where Can I Process a Walkout ........................................................................................ 217
How To Create a Walkout Statement ................................................................................ 217
CAESY Printables ............................................................................................................ 221
CAESY Printables Preferences............................................................................ 221
CAESY Printables Setup..................................................................................... 221
CAESY Printables Walkout ................................................................................ 222
How To Process a Walkout ............................................................................................... 222
Generating an Insurance Claim from the Walkout ............................................................. 224
Frequently Asked Questions about Walkouts .................................................................... 226
Account Activities
228
Introduction to Account .................................................................................................... 228
How to Access the Account Window ................................................................................ 228
Viewing Patients on the Account ...................................................................................... 229
Using Account Options ....................................................................................... 230
Using Integrated Options within the Account Window ........................................ 230
Ledger Options ................................................................................................... 232
Frequently Asked Questions about Account ...................................................................... 236
Reviewing Account Ledger .............................................................................................. 238
Printing Account History .................................................................................... 238
Patient Information ........................................................................................................... 239
Walkout Statement from the Account Window.................................................................. 239
Recording Payments from the Account ............................................................................. 239
Accepting Payments and Payment Plan Payments ............................................... 239
Accepting an Insurance Payment ......................................................................... 240
Writing Off an Account .................................................................................................... 240
Writing Off an Account ...................................................................................... 240
Reactivating an Account that has Been Written Off ............................................. 241
Using Account Notes ........................................................................................................ 241
Recording Returned Cheques ............................................................................................ 242
Account Adjustments ....................................................................................................... 243
Entering a Credit Adjustment .............................................................................. 243
Entering a Debit Adjustment ............................................................................... 245
Tracking Failed and Cancelled Appointments ...................................................... 246
Print Today’s Receipts...................................................................................................... 247
Modifying Past Transactions............................................................................................. 247
Completed Services ............................................................................................ 248
Deleting Past Transactions ................................................................................................ 248
Deleting and Re-Entering Payments .................................................................................. 250
Account Payments .............................................................................................. 250
Insurance Payments ............................................................................................ 250
Filtering the Account History............................................................................................ 250
Account Type ................................................................................................................... 251
Setting Up Account Preferences........................................................................................ 252
Setting the Account Preferences .......................................................................... 252
Offsetting Debits and Credits for an Account .................................................................... 253
Preferences ......................................................................................................... 253
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Contents • ix
Adjusting the Account ........................................................................................ 253
Report ................................................................................................................ 254
Setting Up Account Alerts ................................................................................................ 254
Assigning Account Alerts ................................................................................... 254
Removing Account Alerts ................................................................................... 255
Specifying Where to Display Alerts .................................................................... 255
Receive Account Payments
256
Account Payments ............................................................................................................ 256
Receive Insurance Payments
258
Receiving an Insurance Payment....................................................................................... 258
Closing an Insurance Claim – Final Payment ...................................................... 259
Final Payment on a Primary Insurance Claim with Secondary InsuranceError! Bookmark not defined.
Distributing Insurance Payment Amounts to Individual Items .............................. 261
Receiving a Bulk Insurance Payment ................................................................................ 261
Payment Plan
264
Introduction to Payment Plans .......................................................................................... 264
Setting Up a Payment Plan .................................................................................. 264
Printing Payment Plan Information ................................................................................... 266
Printing a Report of Pending Payment Plans ........................................................ 266
End-of-Day Update Late Payment Plans .............................................................. 267
Receiving a Payment Plan Payment .................................................................................. 267
Distributing Payments/Credit Adjustments to Multiple Providers ...................................... 268
Credit Adjustment Impact ................................................................................... 269
Multiple Payments on an Account..................................................................................... 270
The Preference.................................................................................................... 270
Charting and Planning – Unit 4
272
Charting Treatment
273
Overview ......................................................................................................................... 273
Quick Tour through the Chart Window ............................................................................. 274
Chart Window .................................................................................................... 274
Insurance ............................................................................................................ 275
Ledger ................................................................................................................ 275
Images ................................................................................................................ 275
Zoom .................................................................................................................. 275
Selecting Teeth ................................................................................................... 275
Quick Picks ........................................................................................................ 275
Status ................................................................................................................. 276
Integration Menu Buttons.................................................................................... 276
Toolbar ............................................................................................................... 276
Primary and Permanent Dentition ..................................................................................... 277
Right-Click Menu in Chart .................................................................................. 277
Individual Tooth Images and History ................................................................................ 278
Draw Types, Status Hatches and Surfaces ......................................................................... 278
Customizable Colours and Draw Types ............................................................... 278
Custom Draw Types ........................................................................................... 279
Services and Conditions.................................................................................................... 282
Enter Condition .................................................................................................. 282
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Patterson EagleSoft 15.00
Enter Service ...................................................................................................... 283
Edit Services or Conditions ................................................................................. 284
Applying Surfaces ............................................................................................................ 286
Summary Surfaces .............................................................................................. 286
Detailed Surfaces ................................................................................................ 286
An Example of Using Detailed Surfaces .............................................................. 287
Detailed Surface information............................................................................... 288
Ledger .............................................................................................................................. 289
Right-Click Menu Options .................................................................................. 289
Lower Toolbar Options ....................................................................................... 290
Right Toolbar Options ........................................................................................ 293
Quick Picks ...................................................................................................................... 293
Treatment Plan
295
Treatment Planner ............................................................................................................ 295
Accessing the Treatment Plan ............................................................................. 295
An Introduction to the Treatment Plan Window ................................................................ 296
Patient Information ............................................................................................. 296
View Items By Plan ............................................................................................ 296
View All Items ................................................................................................... 299
Show Items Scheduled For Today ....................................................................... 301
Fast Delete from Treatment Plan ......................................................................... 301
Creating a New Treatment Plan ........................................................................................ 302
Processing the Treatment Plan .......................................................................................... 303
Informed Consent ............................................................................................................. 305
EagleSoft/CAESY Power Presentation .............................................................................. 306
Modifying Existing Treatment Plans ................................................................................. 310
Modifying a Different Plan ................................................................................. 310
Modifying the Description/Notes of the Plan ....................................................... 311
Modifying the Status of the Plan ......................................................................... 311
Modifying the Status of a Service Item in a Plan.................................................. 311
Modifying the Service Item Date Planned, Tooth, Surface ................................... 311
Saving Your Modifications ................................................................................. 311
Charting Perio
312
Introduction ...................................................................................................................... 312
Accessing the Perio Exam ................................................................................................ 313
Perio Exam Findings ........................................................................................................ 313
Using the Perio Exam ......................................................................................... 313
Individual Tooth – Images, History and Missing Status ....................................... 316
Toolbar Options .................................................................................................. 317
Clear All ............................................................................................................. 317
New Exam .......................................................................................................... 317
Back/Forward ..................................................................................................... 317
Notes .................................................................................................................. 318
Practice Management Integration ........................................................................ 318
Clinical Integration ............................................................................................. 318
Patient Photo ...................................................................................................... 318
Perio Comparison ............................................................................................................. 318
Comparison Window Functions .......................................................................... 319
Perio Graph ...................................................................................................................... 319
Display ............................................................................................................... 320
Zoom .................................................................................................................. 320
Print ................................................................................................................... 320
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Contents • xi
Comparison Graph ........................................................................................................... 321
Show .................................................................................................................. 321
Zoom .................................................................................................................. 322
Print ................................................................................................................... 322
PSR
323
Overview ......................................................................................................................... 323
Accessing the PSR Exam .................................................................................................. 324
PSR Exam ........................................................................................................................ 324
Adding a New PSR Exam ................................................................................... 324
Viewing or Editing PSR Exams........................................................................... 325
PSR Comparison .............................................................................................................. 325
Print ................................................................................................................... 326
Show .................................................................................................................. 326
Clinical Exam
327
Overview ......................................................................................................................... 327
Accessing Clinical Exam .................................................................................................. 328
Clinical Exam Setup ......................................................................................................... 328
Clinical Exam Types ........................................................................................... 328
Security .............................................................................................................. 329
Introduction to the Clinical Exam Window ....................................................................... 330
Exam Date .......................................................................................................... 330
Exam Type ......................................................................................................... 330
Status ................................................................................................................. 330
Tabs ................................................................................................................... 330
Edit Patient ......................................................................................................... 331
History ............................................................................................................... 331
Imaging Features ................................................................................................ 337
Other Fields ........................................................................................................ 341
Dental Care......................................................................................................... 343
Emotional Motivators/Concerns .......................................................................... 343
Printing A Clinical Exam Report ...................................................................................... 346
Patient Notes and Note History
348
Overview ......................................................................................................................... 348
Accessing Note History .................................................................................................... 348
Integrated Notes History and Patient Notes ....................................................................... 348
Display Note on Account Statement .................................................................... 348
Tooth Selector .................................................................................................... 349
Colour ................................................................................................................ 349
Save As .............................................................................................................. 349
AutoNote ............................................................................................................ 349
Find .................................................................................................................... 349
Save ................................................................................................................... 349
Note Ledger Toolbar ........................................................................................... 349
Viewing or Editing the Contents of a Note .......................................................... 350
Deleting a Note ................................................................................................... 350
Tracking Notes ................................................................................................... 350
Tracking Post Procedure Notes ........................................................................... 350
Printing a Listing of the Notes ............................................................................. 350
Text Notes........................................................................................................................ 351
Creating a New Text Note ................................................................................... 351
Scribble Pad Notes ........................................................................................................... 351
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Creating a New Scribble Pad Note ...................................................................... 351
Imaging – Unit 5
352
Advanced Imaging
353
Introduction ...................................................................................................................... 353
Accessing Advanced Imaging ........................................................................................... 353
Opening Advanced Imaging for the First Time.................................................................. 354
Toolbar ............................................................................................................... 354
Exam Bar ........................................................................................................... 355
Right-Click Menu on an Exam ............................................................................ 356
Exam View ......................................................................................................... 357
Image View ........................................................................................................ 359
Image Information View ..................................................................................... 359
Viewing Open Images ......................................................................................... 361
Acquiring New Images ..................................................................................................... 362
Sensor ................................................................................................................ 362
DenOptix ............................................................................................................ 362
EagleSoft Scanner Interface ................................................................................ 363
Scan New Images ............................................................................................... 363
Video Capture..................................................................................................... 364
Live Video Exam ................................................................................................ 365
ScanX................................................................................................................. 365
Panoramic........................................................................................................... 365
Other Exam ........................................................................................................ 366
File ..................................................................................................................... 366
Clipboard............................................................................................................ 366
Drag and Drop Images ........................................................................................ 366
Patterson 3D Viewer ........................................................................................... 367
Image Recycle Bin ........................................................................................................... 369
Using Advanced Imaging – Functionality ......................................................................... 370
File Menu ........................................................................................................... 370
Print Custom Image Templates ........................................................................... 375
Edit Menu........................................................................................................... 376
View Menu ......................................................................................................... 378
Image Menu ....................................................................................................... 379
Effects Menu ...................................................................................................... 380
Tools Menu ........................................................................................................ 386
Activities Menu .................................................................................................. 390
Image Document Window ................................................................................................ 391
Image Document Viewing................................................................................... 393
Cosmetic Imaging
394
Introduction ...................................................................................................................... 394
Accessing Cosmetic Imaging ............................................................................................ 394
Using Cosmetic Imaging .................................................................................................. 395
Brushes .............................................................................................................. 395
Selection ............................................................................................................. 395
Try In ................................................................................................................. 396
Basic Operations ................................................................................................. 396
Levels ................................................................................................................. 397
Lorin Library ...................................................................................................... 397
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Continuing Care – Unit 6
398
Rx Writer
399
Introduction to the Rx Writer ............................................................................................ 399
Setting Up the Rx Writer .................................................................................................. 399
Rx Drugs ............................................................................................................ 400
Pharmacies ......................................................................................................... 400
Templates ........................................................................................................... 402
Setting Up Rx Writer Preferences ..................................................................................... 403
Person Preferences .............................................................................................. 403
Accessing the Rx Writer ................................................................................................... 404
Creating Prescriptions....................................................................................................... 405
Prescriptions Window ......................................................................................... 405
Printing Prescriptions and Reports .................................................................................... 407
Printing Prescriptions .......................................................................................... 407
Printing Prescription Reports............................................................................... 407
Lab Case Tracking
408
Introduction to Lab Case Tracking .................................................................................... 408
Lab Case Tracking – Setup ............................................................................................... 408
Laboratories........................................................................................................ 408
Creating Lab Case Types .................................................................................... 409
Laboratory Cases .............................................................................................................. 410
Add Images to Lab Cases ................................................................................................. 412
Lab Case Tracking – Printing............................................................................................ 413
Lab Case Reports ................................................................................................ 413
Lab Cases ........................................................................................................... 413
Using Lab Cases with Walkouts........................................................................................ 414
Using Lab Cases with Appointments................................................................................. 415
Post Procedure Notes
416
Introduction To Post Procedure Notes ............................................................................... 416
Turning Notes into Post Procedure Notes ............................................................ 416
Linking Post Procedure Notes to Service Codes................................................... 416
Managing Post Procedure Notes .......................................................................... 417
eReferrals
418
Introduction to eReferrals ................................................................................................. 418
Setting Up Referral Recipients .......................................................................................... 419
Using the eReferral Wizard............................................................................................... 421
Using the eReferral Manager ............................................................................................ 423
Recalls
425
Introduction to Recalls ...................................................................................................... 425
Using Recall Wizard......................................................................................................... 426
Accessing Recall Wizard .................................................................................... 426
Previous Recalls and Printing .............................................................................. 426
Setting Up the Recall Wizard .............................................................................. 427
Printing and Exporting Options ........................................................................... 428
Method ............................................................................................................... 429
E-mailing Recalls ............................................................................................... 429
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Print Options ...................................................................................................... 429
Messages ............................................................................................................ 429
Sort By ............................................................................................................... 430
Previews and Reports .......................................................................................... 430
Recall Tracking ................................................................................................................ 431
Recall Status ....................................................................................................... 432
Recall Types and Service Codes .......................................................................... 433
Daily Procedures – Unit 7
434
Processing Claims and Pre-Authorizations
435
Overview ......................................................................................................................... 435
An Introduction to the Claims Window ............................................................................. 436
Accessing the Claims Window ............................................................................ 436
Find Name .......................................................................................................... 436
Print Envelopes/Labels ....................................................................................... 436
Show What ......................................................................................................... 436
View .................................................................................................................. 437
Ledger ................................................................................................................ 437
Claim Actions .................................................................................................................. 438
Processing Claims............................................................................................... 438
Viewing or Editing Claims .................................................................................. 438
Closing a Claim .................................................................................................. 438
Entering Claim Notes .......................................................................................... 440
Making Payments ............................................................................................... 440
Change Insurance ............................................................................................... 441
Change Answers............................................................................................................... 442
Viewing Reconciliations ................................................................................................... 443
Printing and Reprinting Insurance Claims ......................................................................... 443
Aging Accounts
444
Overview ......................................................................................................................... 444
Aging Balances with Category Aging ............................................................................... 444
To Age Accounts with Category Aging ............................................................... 445
Aging Balances With True Date Aging ............................................................................. 445
Processing Statements
447
Overview ......................................................................................................................... 447
Statement Preferences....................................................................................................... 447
How to Process Statements ............................................................................................... 448
The Statement Queue .......................................................................................... 451
eBusiness
453
Introduction ...................................................................................................................... 453
How Do I Create an eClaim? ............................................................................................ 453
Creating Electronic Claims ................................................................................. 453
Creating Pre-Authorizations ................................................................................ 454
Creating Pre-Authorizations for Orthodontic Patients .......................................... 454
Preferences ....................................................................................................................... 455
Setting Up Preferences ........................................................................................ 455
Clients Submitting with eClaims ....................................................................................... 457
Patterson EagleSoft 15.00
Contents • xv
Online Center
461
Introduction ...................................................................................................................... 461
Online Menu .................................................................................................................... 461
Remote Support From Patterson Technology Center ............................................ 461
Live Help ........................................................................................................... 461
FAQ ................................................................................................................... 461
End-of-Day/End-of-Month
463
Overview ......................................................................................................................... 463
Processing End-of-Day ..................................................................................................... 463
End-of-Day Reports.......................................................................................................... 464
Printing Daily Reports from the Reports Menu .................................................... 464
Deposit Slip/Secondary Deposit Slip ................................................................... 465
Processing End-of-Month ................................................................................................. 465
Process End-of-Day ............................................................................................ 465
Print Statements .................................................................................................. 465
Perform Monthly Backup .................................................................................... 466
Age Accounts ..................................................................................................... 466
Processing End-of-Month ................................................................................................. 466
Processing End-of-Year .................................................................................................... 467
Before Processing End-of-Year ........................................................................... 467
When Processing End-of-Year with End-of-Month .............................................. 467
When Processing End-of-Year Separately ........................................................... 468
Provider Productivity........................................................................................................ 468
Reviewing Provider Productivity ...................................................................................... 468
Adjustments, Production and Collections .......................................................................... 469
Practice Administration Tools – Unit 8
471
Patient Summary
472
Overview ......................................................................................................................... 472
Viewing Patient Summary................................................................................... 472
Using the Right-Click Menu ............................................................................... 473
Printing Patient Summary ................................................................................... 474
SmartDoc
475
SmartDoc Overview ......................................................................................................... 475
SmartDoc Preferences ......................................................................................... 475
Import EagleSoft Documents............................................................................... 476
Accessing SmartDoc ........................................................................................................ 476
Merge Creation from SmartDoc ........................................................................................ 478
SmartDoc Word Merge ....................................................................................... 478
Batch Merge ....................................................................................................... 478
Merge Images into SmartDoc .............................................................................. 479
Image Merge in SmartDoc .................................................................................. 480
Send Image to SmartDoc..................................................................................... 483
EOY Reports For SmartDoc ................................................................................ 483
Custom Print to SmartDoc ................................................................................................ 483
Reports
484
Overview ......................................................................................................................... 484
xvi • Contents
Patterson EagleSoft 15.00
Generating and Printing Reports ....................................................................................... 484
Report Filters ................................................................................................................... 486
Patient Filter ....................................................................................................... 486
Patients by Insurance Report Filter ...................................................................... 487
Patients by Employer Report Filter ...................................................................... 487
Accounts Filter ................................................................................................... 488
Provider Filter..................................................................................................... 489
Quick Reports .................................................................................................................. 489
Available Reports ............................................................................................................. 491
All Reports ......................................................................................................... 491
Financial............................................................................................................. 491
Insurance ............................................................................................................ 493
Patient ................................................................................................................ 494
Providers ............................................................................................................ 496
Scheduler............................................................................................................ 497
Services .............................................................................................................. 498
Tx/Rx/Lab .......................................................................................................... 499
Other Reports ..................................................................................................... 499
Clinical ............................................................................................................... 500
My Favorites ...................................................................................................... 501
Practice Management
502
SnapShot .......................................................................................................................... 502
Viewing SnapShot .............................................................................................. 502
Revenue Opportunities ..................................................................................................... 504
Viewing Revenue Opportunities .......................................................................... 504
The Money Finder ............................................................................................................ 506
Viewing The Money Finder ................................................................................ 506
Trends .............................................................................................................................. 508
Accessing Trends................................................................................................ 508
Updating Trends ................................................................................................. 509
Indicator Fields ................................................................................................... 510
Printing Trends Information ................................................................................ 510
Indicator Field List ............................................................................................. 511
Route Sheets
516
Overview ......................................................................................................................... 516
Information on the Patient Route Sheet ............................................................... 516
Generating Route Sheets for Patients with Appointments..................................... 517
Generating Route Sheets for Individual Patients .................................................. 517
Setting Up a Fee Sheet for Your Route Sheets ..................................................... 518
InContact
519
Overview ......................................................................................................................... 519
Accessing InContact ......................................................................................................... 519
Adding Patients to InContact ............................................................................................ 520
Manually from InContact .................................................................................... 520
Recalls................................................................................................................ 521
The Money Finder .............................................................................................. 521
Post Op Calls ...................................................................................................... 522
Reports ............................................................................................................... 522
Working with Patients in InContact .................................................................................. 522
Sort .................................................................................................................... 523
Status ................................................................................................................. 523
Patterson EagleSoft 15.00
Contents • xvii
Right-click Menu ................................................................................................ 523
InContact Data ................................................................................................................. 523
Patient Information ............................................................................................. 524
Account Information ........................................................................................... 524
InContact Type Summary ................................................................................... 524
InTouch
525
Overview ......................................................................................................................... 525
Accessing InTouch – Letters .............................................................................. 525
Creating A New Letter...................................................................................................... 526
Customizing a Letter ........................................................................................................ 526
Inserting Data Fields into Your Letter for Merge ................................................. 526
Merging Data into the Merge Fields .................................................................... 527
Customizing Your Letters ................................................................................... 527
Saving, Sending and Printing Letters ................................................................................ 528
Save a Letter ....................................................................................................... 528
Printing and Sending a Letter .............................................................................. 529
System Maintenance and Backups – Unit 9
531
Utilities
532
Overview ......................................................................................................................... 532
System Inquiry ................................................................................................................. 532
Using System Inquiry ......................................................................................... 532
Patient Transfers............................................................................................................... 533
Transferring a Patient to a Different Responsible Party ........................................ 533
Setting up Patients as Their Own Responsible Parties .......................................... 534
Making a Responsible Party Only a Patient ......................................................... 534
Patient Transfer With History.............................................................................. 534
Walkout Statement Utility ................................................................................................ 535
Reprinting Walkout Statements and Payment Receipts ........................................ 535
Viewing Estimation on Walkouts ........................................................................ 535
Re-creating the Claims ........................................................................................ 536
Change Service Fees......................................................................................................... 537
Changing Individual Fees.................................................................................... 537
Changing Fees for Multiple Services ................................................................... 537
Purge Options................................................................................................................... 538
Mass Delete Appointments ................................................................................. 539
Mass Delete Unscheduled Appointments .......................................................................... 539
Delete Treatment Plan Items ............................................................................... 539
Delete Pre-Authorizations ................................................................................... 540
Mass Delete Time Sheets .................................................................................... 540
Remove Duplicate Insurance Companies ............................................................. 540
Delete Electronic Submissions Log ..................................................................... 541
Delete From Task List......................................................................................... 541
Mass Updates ................................................................................................................... 541
Global Employer Preferences .............................................................................. 542
Mass Patient Transfer ......................................................................................... 543
Mass Appointment Transfer ................................................................................ 543
Update Patient Signature On File ........................................................................ 544
Mass Update Area Codes .................................................................................... 544
Trojan Services Utilities ...................................................................................... 544
Reset Insurance Balances .................................................................................... 545
Change Insurance Benefits .................................................................................. 545
xviii • Contents
Patterson EagleSoft 15.00
Mark Appointments As Walked Out.................................................................... 546
CDT Utility ........................................................................................................ 546
Inactive Provider Wizard .................................................................................... 546
Assign Dentist on Hygiene Appointments ........................................................... 551
Data Archiving Wizard ....................................................................................... 551
Data Restoration Wizard ................................................................................................... 553
Database Validation.......................................................................................................... 554
Database Navigator .......................................................................................................... 554
Remove All Users ............................................................................................................ 554
Recover OnSchedule Audit Trails ..................................................................................... 554
User Summary.................................................................................................................. 555
System Activity Log ......................................................................................................... 555
Communication ................................................................................................................ 556
eClaims and eStatement Logs.............................................................................. 556
Reinitialize Controls ........................................................................................... 556
View e-Claims File ............................................................................................. 556
Auto Backup .................................................................................................................... 556
Messenger ........................................................................................................................ 557
Introduction ........................................................................................................ 557
Using Messenger ................................................................................................ 557
Using EagleSoft Messenger’s Sound ................................................................... 558
Using EagleSoft Messenger from Other Locations ............................................... 559
Assign eClaim Payer IDs .................................................................................................. 559
Infoport ............................................................................................................................ 559
Saving Indicators to File ..................................................................................... 559
Install the Write Note ....................................................................................................... 560
Patient Education.............................................................................................................. 560
Calculator ......................................................................................................................... 560
Fast CheckIn Preferences/Activities .................................................................................. 561
Image Recycling Bin ........................................................................................................ 563
View Messenger Log ........................................................................................................ 563
Master Password .............................................................................................................. 564
Print Screen ...................................................................................................................... 566
Database Options.............................................................................................................. 566
Making Backups
568
Backups ........................................................................................................................... 568
Making Backups ................................................................................................. 568
When to Make Backups ...................................................................................... 569
More Tips on Your Backups ............................................................................... 569
Troubleshooting – Unit 10
571
How to Use the Index ....................................................................................................... 571
Shortcut Keys and Navigational Hints ............................................................................... 571
Function Keys..................................................................................................... 572
Navigation .......................................................................................................... 572
Additional........................................................................................................... 573
Additional EagleSoft Modules .......................................................................................... 574
Dual Databases ................................................................................................... 574
The Write Note................................................................................................................. 574
eService ........................................................................................................................... 574
EagleSoft Direct.................................................................................................. 575
Live Help ......................................................................................................................... 575
EagleSoft Remote ............................................................................................................. 576
Patterson EagleSoft 15.00
Contents • xix
Appendix
578
Draw Type Legend ........................................................................................................... 578
Index
xx • Contents
581
Patterson EagleSoft 15.00
Initial Setup – Unit 1
This unit contains the following chapters:
Patterson EagleSoft 15.00
Logging On
Security Administration
Using Patterson EagleSoft 15.00
Menu Tour
Quick Start Basics
Patterson EagleSoft 15.00
Initial Setup – Unit 1 • 1
Patterson EagleSoft 15.00
Welcome to Patterson 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.
About EagleSoft
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:
2 • Patterson EagleSoft 15.00
•
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
Patterson EagleSoft 15.00
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 using American service codes and
American tooth numbering system. 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.
Patterson EagleSoft 15.00
Double-click the EagleSoft or Assistant icon (if you have set up a
shortcut on your Windows desktop).
Logging On • 3
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.
-or2.
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, E-mail Report, Save Report or Ignore. Selecting Ignore simply
closes the window.
4 • Logging On
Patterson EagleSoft 15.00
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:
1.
From the File menu, choose Logoff. The Logon window appears.
Select Exit to exit EagleSoft.
Exiting
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.
-orSelect Exit on the toolbar.
Select FileExit.
Patterson EagleSoft 15.00
Logging On • 5
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.
6 • Security Administration
Patterson EagleSoft 15.00
1.
Select Provider from the Show Security Zone dropdown list.
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
Patterson EagleSoft 15.00
Security Administration • 7
to new staff. Four default profiles are provided: Administrator, Basic
User, Clinical User and Practice Management User.
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.
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.
You must have Administration
rights to assign security
profiles.
8 • Security Administration
Select the Security button to Edit/View Provider Security window.
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.
Patterson EagleSoft 15.00
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 15.00
Security Administration • 9
Using EagleSoft 15.00
The Virtual Screen
Select File on the menu bar.
The Virtual Screen allows
you to move easily between
Practice Management and
Clinical Functions.
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 15.00
Patterson EagleSoft 15.00
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 15.00
Using EagleSoft 15.00 • 11
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 represents 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 Minimize.
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 15.00
Patterson EagleSoft 15.00
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
Referral Sources
Exploding Codes
Payment Types
Service Codes
Patients
Insurance Companies
Employer
Show Inactives
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
Patterson EagleSoft 15.00
1.
From the 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
Using EagleSoft 15.00 • 13
required, you are prompted to enter that information. The Report
Preview window is displayed.
The following 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 the 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
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
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.
EagleSoft Virtual Screen Toolbar
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 module. 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.
14 • Using EagleSoft 15.00
Patterson EagleSoft 15.00
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.
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.
Patterson EagleSoft 15.00
Using EagleSoft 15.00 • 15
View and process payment plans.
Open the Rx Writer.
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.
16 • Using EagleSoft 15.00
Patterson EagleSoft 15.00
Clinical Functions
Open the Chart window.
Open the Clinical Exam window.
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 15.00
Using EagleSoft 15.00 • 17
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 different locations on the toolbar, select a button
and select the Move Up or Move Down button.
Drag and Drop
The Drag and Drop feature 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 Colour 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 15.00
Patterson EagleSoft 15.00
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
To:
Option:
Patterson EagleSoft 15.00
File
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.
Activities
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.
Lists
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.
Reports
Generate and print reports and graphs for Practice
Management or Clinical.
Online
Access the Online Center, eClaims, eStatements,
eMagine and World Wide Web Links.
Utilities
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.
Window
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.
Help
Access the EagleSoft Online User’s Guide, EagleSoft
Highlights, Frequently Asked Questions, Patient
Education information and System Information.
Using EagleSoft 15.00 • 19
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 indepth 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:
20 • Quick Start Basics
•
Patient ID (if Auto Numbering is used, you do not need to
enter this information.)
•
First and last name
•
Responsible party designation
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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 first and last name. Neither field can remain blank.
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, province and postal
code.
8.
Type the patient’s telephone number with area code.
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.
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Quick Start Basics • 21
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
side 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 utilized 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.
11. Select Edit, Delete or Add to Tx plan.
12. 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
14. 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.
15. Select Print Card to print a patient appointment card from EagleSoft.
16. 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.
22 • Quick Start Basics
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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.
Note: Eligibility is not available in Canada.
Walkout Processing
1.
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
From the Activities menu, choose Practice Management Activities
and then Walkout Statement. The Walkout Statement window is
displayed (see the following image).
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.
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.
Patterson EagleSoft 15.00
Quick Start Basics • 23
5.
When you have selected the treatment plan items, select OK to return
to the Walkout Statement window.
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
24 • Quick Start Basics
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.
Patterson EagleSoft 15.00
3.
Select the Payment Type from the dropdown list provided.
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. Enter the information for the insurance company.
•
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Name – The name of the insurance company. This is the name
that appears in the Insurance Company list box.
Quick Start Basics • 25
•
Address, City, Province, Postal 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.
•
Carrier ID – Id assigned to the insurance company by CDANet.
•
Network – Assign the network that this insurance company uses.
•
CDANet version - Use either 2 or 4.
Itrans
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.
•
CDANet – Click here to see the features of CDANet that are
offered by this insurance company. Place a checkmark in the box
beside the features to be used.
Adding or Editing a New Employer
26 • Quick Start Basics
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.
3.
Enter the basic information for the employer.
Patterson EagleSoft 15.00
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
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Quick Start Basics • 27
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28 • Quick Start Basics
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Setting Up Your Software – Unit 2
The Setting up Your Software unit contains the following chapters:
Setting up Practice Information
Setting up Practice Preferences
Setting up Providers
Setting up Patients, Responsible Parties and Policyholders
Setting up Employers and Insurance Companies
Service Codes
Exploding Codes
General Setup
Clinical Setup
Fast CheckIn
IntelliCare
Autodialer
OnSchedule
EagleSoft Today
Task Manager
Time Clock
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Setting Up Your Software – Unit 2 • 29
Setting Up Practice Information
Setting Up Practice Information
The Practice Information window is used to input basic information such as
name, address and many other functions. Like the items in the General
Setup section, the Practice Information is only modified occasionally after
setup.
Select the SmartDoc button to
open SmartDoc for the practice.
1.
Choose Practice Information from the Practice Management Lists
menu.
The Practice Information window is displayed.
2.
Enter your practice’s general information. The names, addresses and
phone and fax numbers appear on walkouts, statements and payment
receipts.
3.
Enter the Secondary Bank Account number. The secondary bank
account number is used on the Secondary Deposit report.
Note: Enter the Primary Bank Account number in Provider | Edit |
Identification. If your practice has more than one bank account
number, enter each number for each provider. If you have only one
bank account number, enter the same bank account number for each
provider.
30 • Setting Up Practice Information
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4.
Select the date for Last Modified Notice of Privacy Practice.
5.
Select the SmartDoc button to launch the SmartDoc application.
6.
Choose OK to save the information and return to the virtual screen.
Practice Information Options
Option
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Function
Messages
Specify which of your system messages (for example,
walkout statement message, 30 days overdue message and
so on) to use on Walkouts, Recalls and Statements. To set
up your system messages, go to Lists | General Setup |
Messages or click the underlined message name on the
Messages tab.
Notes
Enter notes that pertain to the practice. An example would
be days for staff meetings, procedures for the office, how to
check out a patient and so on.
Preferences
Choose the preferred dentist and hygienist and set the
default recall frequency.
Setting Up Practice Information • 31
Setting Up Practice Preferences
Practice Management Preferences
EagleSoft’s Practice Management program is customizable to fit the
needs of your practice. Many of the settings you can customize are in the
Practice Management Preferences menu accessed from File |
Preferences.
Asterisks were added to each preference that applies only to the workstation
and not the entire network.
General
There are several preferences to review under the General tab.
Delete Completed Tx Plan Items in Walkout – When completing a
walkout, if any treatment plan items are used, they are deleted from that
patient’s treatment plan. If you do not want this option enabled, make sure
there is not a check mark next to it
Note: If you do not choose to delete completed treatment plan items, the
remaining deductible and/or remaining benefits may appear inaccurately in
the Treatment Plan window.
Disable Confirmation Messages (“Are you sure?”) – This
preference allows you to specify whether or not to display the confirmation
32 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
messages, that is, “Are you sure?” or “Are you ready?” pop-up windows.
This preference is machine-specific
Service Code List Default Sort – Select the default order in which the
Service Code List will appear
AutoDialer – Number to Dial Out – Enter the number necessary to
obtain an outside line when autodialing.
Clinical Exam Preferences – Select the drop arrow to select the Default
Exam Type. Select the checkbox to Insert Comments into Note History
Insert Comments into Note History – Select the checkbox to add
Comments into a Patient’s Note History.
Use Quick Walkout Process – This preference allows you to disable
the Walkout Processing Screen and the Insurance Question Screen. This
preference is machine specific
Disable New Balance Prompt on New Patient – This preferences
allows you to disable the new balance prompt for new patients.
Update NRA/NPA dates at End of Day – Appointment information is
stored in each patient’s record and in OnSchedule. The Next Regular
Appointment (NRA) and Next Preventive Appointment (NPA) dates are
retrieved from the appointment information in the patient record. If this
preference is checked, EagleSoft deletes the NRA/NPA information in the
patient record for any dates that are prior to the date at the time you process
EOD
Note: It does not delete the actual appointment in OnSchedule.
Display task list at the time of login – Select this box, and the task list
displays each time someone logs on. This is helpful in serving as a
reminder for daily, weekly or monthly tasks
Show Vertical Line On Recall Postcards – In accordance with postal
regulations, you have the option to display vertical dividing lines on recall
postcards. This preference is selected by default
Show Right Click Pointer – By default, this checkbox is selected.
Deselect this checkbox if you do not want the right-mouse click icon to
appear
Use Multiple Recalls – Select this option to allow multiple recalls to be
processed.
Auto-mark only “post to walkout” services in Walkout – Select
this option to automatically select the Post to Walkout items from the Chart
or Treatment Plan on the Walkout.
Use SmartCodes in Walkout & Treatment Plan – Select this option
to apply smartcodes to service codes in walkout and treatment planning.
Audio, Image, Indicators and Scribble File Location – Select the
Network button to browse to the server across a network. Select the correct
server location and folder on the network tree and select OK. Select the
Local button to browse to the correct folder on your local machine. Do not
use the Local setting if you are operating in a multi-user network
environment. Select Yes to continue. Select No to return to the General
Preferences. Select Allow Edit to manually change the path information
without browsing. The Computer and Share fields become enabled to allow
for editing. Select the field and enter the new information.
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Setting Up Practice Preferences • 33
Patient
Use Auto Patient Numbering – Check this option to instruct Practice
Management to automatically assign a patient ID number to all new patients
beginning with the patient ID you specify. If you choose not to use this
feature, you need to manually assign unique IDs to each patient during
patient setup
Search For Duplicate Names in Patient Setup – If you choose this
option, the computer searches your patient database every time you create a
new patient to make sure there are no existing patients with the same name
Note: This feature can affect performance in EagleSoft.
Search Patient List on Each Letter – This preference allows you to
narrow your search as you type the name
Show Social Insurance Number on Patient List – This preference
allows you to specify whether or not to display patient Social Insurance
numbers in the patient list box Show Social Insurance Number
Show Recent People – Number to Display – This preference allows
you to designate the number of Recent People that will be displayed in the
Patient List when the Recent People checkbox is selected
Disable New Balance Prompt on New Patient – When checked, this
disables the system from prompting you for an account balance when
setting up a new patient
Enable Notice of Privacy Practices Message – This option allows
the message to track Privacy Practices dates that appear in the Person screen
34 • Setting Up Practice Preferences
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Enable Authorization Message – This option allows the message to
track Authorization dates that appear in the Person screen
Enable Consent Message – This option allows the message to track
Consent dates that appear in the Person screen
Create Alerts Based on Medical History – This option allows the
creation of a patient alert based on the information contained in the Medical
History form
Use Last Saved Med Hx Exam Data When Starting New Exam –
This option allows you to use the previous Medical History information to
create a new Medical History form for the same patient
Insurance
There are insurance preferences you can set from the Insurance tab.
Default Insurance Form – Set the default to be used every time you
create a new employer. This option does not mean that you are not able to
choose a different form when submitting a claim. Changing this option
does not change existing employers
See the Utilities chapter in the System Maintenance and Backups unit for
instructions on using the Mass Update module to change existing employer
forms.
There are multiple options in the dropdown box: None, CDA Standard
Dental, CDANet, ITrans
Print Default Ins. Form for E-Claims – Set the default to be used when
opting to print electronic claims instead of sending electronically. Changing
this option does not change existing employers
Create Account Note For Creating, Closing, and Resubmitting
Claims – Use this preference if you would like a note to be added in the
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Setting Up Practice Preferences • 35
account history every time you submit, close or resubmit a claim for a
patient
Show Estimated Insurance On Walkout Statements – This feature
enables the patient to leave the office with an idea of what is paid by the
patient’s insurance company. Enable it by clicking on the box so that a
check mark appears. If there is already one there, the feature is already
enabled.
Note: If this box is unchecked, the estimated insurance for each individual
line item is not shown, but the total estimated amount is.
When closing claims, assign services to current balance at next
aging – Select this checkbox if you want the services to go to current
balance by default. When true date aging is processed, the patient’s aging
balance for this service remains current and ages according to the insurance
payment date
When closing claims, apply unpaid amounts to remaining
benefits – This option allows you to automatically apply any unpaid
amount from a claim to the remaining benefits
Create Account Note for Real-Time Transactions – This option is
not currently available in Canada.
When making insurance payments, default final payment as
checked – The option selects the Final Payment checkbox when using the
Insurance Payment screen
Accounting
The Accounting tab offers several preferences for you to set up.
Sales Tax Rate – If your office applies sales tax, this is where you set the
rate. The current rate can be changed by manually entering the correct
36 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
number or by clicking on the up and down arrows until you reach the
correct rate
Note: If the sales tax rate is greater than 0%, the sales tax is figured on those
services marked to “apply sales tax.”
Billing Charge Impacts Production – Choose this option if you would
like your billing charges included in all production totals. If you are not
using billing charges, this option does not affect your reporting. If not
selected, any finance charges are reported in the adjustment totals.
Finance Charge Impacts Production – Choose this option if you
would like your finance charges included in all production totals. If not
selected, any finance charges are reported in the adjustment totals
Create Account Note For Letters – This option generates a note in the
account history when you send a letter to a patient
Create Account Note for Recalls – This option is not currently
available in Canada.
Preferred Provider On Walkout – Select this option to set collections
for services on the Walkout to the Preferred Provider
Provider on Insurance Only – Select this option to denote a specific
provider on insurance claims. This option will not affect collections
The following appears.
In account, display warning to adjust offsetting debits and
credits– Select this option to have a warning displayed in the account
window if there are offsetting debits and credits
At EOD adjust accts seen today with offsetting debits and
credits – This automatically adjusts accounts with offsetting debits and
credits when you run EOD
At EOD, Export Indicators To File – Select this checkbox to enable a
Save Daily Indicators to a File option in the End-of-Day Processing
window. If you use QuickBooks, Quicken or other spreadsheet programs,
this option exports your Deposit report and other office totals to a file that
can be opened up later in a spreadsheet program
Create Account Note For Deleted Appointments – Select this
option to create an account note when deleting appointments.
Apply Appointment Cancellation Fee – Select this option to create
and apply a cancellation fee. The Adjustment Type and Default
Cancellation Fee fields appear. Use the dropdown list to select the
Adjustment Type desired or select the hyperlink to open the Adjustment Fee
list. Enter a monetary amount in the Default Cancellation Fee field.
Default Acct Filter – Select this button to define default filter settings for
the Account screen.
Ledger Colours – Select this button to assign colours for the different
types of ledger entries such as Account Payments and Services.
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Setting Up Practice Preferences • 37
Default Account Payment Type – Select the default payment type for
all your account payments
Default Insurance Payment Type – Select the default payment type for
all your insurance payments
Provider Payment Distribution Default – There are two options:
Distribute Amount To Preferred Dentist or Prompt To Distribute Payments.
If your office has only one provider, you can save time by choosing to
distribute payments to the preferred dentist. If you have multiple providers
and you want to increase your control of the allocation of collections,
choose the latter option
Walkout Patient Credit Distribution Default – There are two options:
Distribute To Account Automatically or Prompt To Distribute. The first
option automatically distributes payments to the oldest balance first. The
second option prompts you to distribute the amounts
Note: If you forget to select the prompt preference, you can still choose it
in the walkout or payment windows.
Statements
The following is a short description of each option available from the
Statements tab.
Show Estimated Insurance on Statements – Select the checkbox to
enable patients to see the estimated insurance amount. If this box is not
checked, the balance due includes any outstanding estimated insurance
Create Account Note for Statements – Create an account note in a
patient’s account history to track statements. Click on the box next to this
option if you would like to utilize it
Add Statement Message To Account Note – To track the statement
messages (for example, Your Account is Now 90 days Overdue), select this
option to add statement messages to your account notes. Each time a
statement is processed, a statement message is added to the account note
Include Credit Card Payment Options – Select this option to include
your credit card payment options on your statements. This is only available
on enhanced statement forms
38 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
Include Offsetting Debit and Credit Adjustment on Statements –
Select this option to display any automatic adjustment to offset debits and
credits on statements
Return Address on Statements – Click on the radio button next to the
option you prefer: Preferred Dentist or Practice. The return address on
your billing statement is normally that of the practice. If you would like the
address or name of the preferred dentist to appear, check Preferred Dentist.
If doing so, make sure that his/her address is set up in the Edit Provider
window
Wizard Button – Each time you process statements, you are walked
through several windows of different questions and prompts to customize
how you want your statements to look; this is the Statement Wizard. By
clicking the Wizard button, you will step through the same Statement
Wizard windows you see each time you process statements, but instead of
processing your statements, this allows you to set up your default
answers/settings for the Statement Wizard. This enables quicker processing
of statements in the future
Below are instructions for setting up your Statement Wizard preferences.
Wizard Preferences
As stated before, the Wizard preferences windows are the same as the
Statement Wizard windows. This section walks you through setting up the
preferences for the Statement Wizard.
Click Wizard.
Select the default account range for Statement Wizard.
1.
Individual Account
•
All Accounts
•
Accounts A - L
•
Accounts M – Z
•
Range of Accounts
The Statement Preferences window appears.
2.
Choose the types of accounts you want to receive statements:
•
Patterson EagleSoft 15.00
Accounts that have not had a statement in the last
___(enter number of days in the field) days
Setting Up Practice Preferences • 39
•
Accounts with balance greater than or equal to
_____ (blank field) – Enter a default account balance for the
Statement Wizard
•
Accounts with 100% estimated insurance – Select this
checkbox if all of the patient’s balance is in estimated
insurance
•
Accounts with estimated insurance – Select this
checkbox to generate statements with estimated insurance
•
Accounts with outstanding claims – Select this
checkbox to generate statements for accounts with outstanding
claims.
For more information on account range or types of accounts, go to the
Statements chapter in the Daily Procedures unit.
3.
Click Next when you are finished.
4.
Customize the appearance of your statements, the amount and the
order in which they are printed.
For new conversions, we recommend that
you use the I Will Choose A Date option
for your first batch of Statements.
•
Include Item Detail – Select this checkbox if you want to
include information about the services, billing and so on
•
Include All Items Since – If you choose the Account Last
Statement option, the default statements are generated only
for those accounts with activity since they received their last
statement. If you would like to change the date, select the I
Will Choose a Date option
•
Due Date – This is the payment due date that appears on the
statements
•
Sort Transactions – Select how you want the transactions
to be sorted on the statement. If you select By Patient, the
transactions appear in order of patients on the account. If you
select By Date, the services appear in date order
Note: This can only be changed in the Statement Wizard.
5.
Select the default message you would like to appear on the bottom
of the statement.
•
Select the blue underlined words to
access a message list box. You can
also press the F2 key to open the
Message list window.
Default, 30 days, 60 days, 90 days and all other
messages – Select the default message to appear on the
bottom of the statements. Only two messages appear at once
on the bottom of the statement The Default message goes to
all patients with a current balance.
For information on creating or editing these messages, go to
the Messages section in the General Setup chapter located in
the Setting up Your Software unit.
6.
Click Next to continue.
7.
Using the dropdown menu, select how you want the statements
processed.
8.
Choose a default billing option to apply to your statements.
•
40 • Setting Up Practice Preferences
I want to apply a billing charge – Select this option if
you want a default billing charge for your statements. You are
Patterson EagleSoft 15.00
then given the option to enter more detail, such as the amount
to charge and to what accounts
•
I want to apply a finance charge – Choose this default if
you want a finance charge applied to your statements. You
can also enter the same type of information noted under the
billing charge option
For a detailed walkthrough on setting up billing and finance charges, go to
the Statements chapter in the Daily Procedures unit.
9.
Select two final default options for the Statement Wizard.
•
I want to print an audit trail for these statements –
Select this option to have a default audit trail for each batch of
statements
10. Click Finish to save your Statement Wizard preferences
11. Click OK to complete Statement preferences.
Spell Checking
The Spell Checking Tab allows you to use Spell Checking in Account
Notes and InTouch.
Use Spell Checking – Check the option at the top to Use Spell Checking.
Under Spell Checking Options, select from the following features:
Check Spelling While Typing – Select the option to Check Spelling
While Typing and click coloured square to select an Underline Colour. The
Underline colour will appear as a wavy line beneath the unrecognized word.
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Setting Up Practice Preferences • 41
Check When Finished Typing – Select the option to Check When
Finished Typing to launch the Spell Check Error window when OK or
Cancel are selected.
Edit Dictionary – Select the Edit Dictionary button to remove words from
your Spell Checker. In the Dictionary, simply highlight and delete the word
you wish to remove. Click the save button or select File | Save to save your
changes.
Select any of the following options at the bottom to customize your Spell
Checker: Ignore All Caps, Ignore Internet Addresses, Suggest Corrections,
Ignore Case, Ignore Words with Numbers.
Employer
The Employer tab offers many default settings that help you use Practice
Management more efficiently for the setup of new employers.
Identify Policy Holder By
This option specifies the identification number for the policy holder.
Identify Billing Dentist By
Click on the dropdown list box and select one of the following:
Social Insurance Number – to indicate how the doctor is identified on
the claim form.
Other ID, Other ID 2, Other ID 3, and so on – Some insurance
companies may require an identification number other than the Social
Insurance number. The Other ID field is used for this purpose. To enter
this alternative ID #, go to Lists | Practice Management Lists |
Provider/Staff. Edit the billing dentist and click on Identification. Enter
identification numbers in any of the Other ID fields under the Billing Entity
section.
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CDA Office Number – Select this option to identify the billing dentist by
CDA Office number.
CDA Provider Number – Select this option to identify the billing dentist
by CDA provider number.
Calculation Method
Estimate Insurance – Estimates each service entered during the walkout
based on the service type set up for the service code used and the percentage
set for that service type. The patient’s deductible and remaining benefits
are taken into consideration.
Note: If an amount is entered in the Coverage Book in the Employer
window, this amount overwrites the Service Type percentage estimated.
Ins. Company Responsible for All – The total amount of the walkout
entered for the patient is all insurance portion, unless the patient runs out of
benefits. At that point, the rest of the amount would be patient portion.
Patient Responsible for All – An insurance claim is generated without
estimated insurance. The total amount of services goes to patient portion.
The Signature on File is also removed from the insurance form and the
insurance payment is sent to the patient.
Secondary Calculation Method
Amount Not Paid By Primary – Estimation of secondary insurance is
calculated as a percentage of what the primary insurance did not pay.
Example: Service = $100, which is covered at 80%. Primary then covers
$80, leaving $20. The secondary then figures 80% of $20, which is $16,
leaving $4 for the patient portion.
Submitted Amount – Estimation of secondary insurance is calculated as
a percentage of the total submitted. Example: Service = $100, which is
covered at 80%. Primary then covers $80, leaving $20. The secondary then
figures 80% of $100, which is again $80. But the total insurance portion
cannot be more than the total amount of the service that is $100. So, the
total amount estimated by secondary can only be $20.
Select from the available checkboxes:
Authorizes Payment To Office – Mark this option if you wish for the
insurance cheque to be sent to your office.
Note: However, if you have marked Patient Responsible For All, the
cheque is sent to the patient, not to your office.
Lifetime Maximum Applies – Mark this option if the majority of your
employers have a lifetime maximum of benefits. This is just a default
preference and can be changed when setting up the employers.
Lifetime Deductible Applies – Mark this option if the majority of your
employers have a lifetime deductible. This is just a default preference and
can be changed when setting up the employers.
Do Not Track Claims – Mark this option if your practice does not submit
insurance claims but wishes to provide the completed forms to file for your
patients. An insurance form will print during the Walkout Processing but
the claim will be closed in the system.
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Setting Up Practice Preferences • 43
Bill Standard Fee on Insurance Claim – This feature allows the office
to bill the standard fee on an insurance claim regardless of any other fee
Adjustment Type – Select a default Adjustment Type from the available
options. Select the hyperlink to open the Adjustment Type window.
OnSchedule
This window allows you to set options that apply to OnSchedule.
Track Appointments
To begin with, you must decide whether you would like to use Scheduler
or Free Form Entry. Free Form Entry enables you to enter the
appointment date and time in the Edit Person window. Choosing Scheduler
indicates you want to use OnSchedule for your scheduling needs.
Font Size
In the OnSchedule Preferences, use the radio buttons to select the font size
for your OnSchedule appointments. Select from the following options:
Smallest, Small, Medium, Large and Largest. These font sizes only affect
the OnSchedule area.
Appointment Card
In Preferences | OnSchedule, use the dropdown list to designate your
desired Appointment Card template. Enter an Appointment card message
in the Appt. Card Msg box.
Use the Preview button to view the templates.
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Appointment Cards can be
printed from the Walkout
Processing screen under
Next Preventive
Appointment.
Use the Design dropdown list to select from the available design options.
Select the OK button to save the selected options. Select the Cancel button
to close the window without saving. Select the Print Sheet button to
launch the print preview window.
Select the Print button to print the sheet of cards. Select the SmartDoc
button to send this file to SmartDoc. Select the Cancel button to close the
window without printing.
Update Appointment(s) as Completed from Walkout – If you
select this checkbox, the walked out service items are updated on the
walkout appointment block by changing it to a grey colour.
Use Secondary Provider on Appointment – If you select this
checkbox, you will have the option to add a secondary provider to
appointments.
Always Use The Provider on the Appointment When the
Provider on the Appointment Does Not Match the Provider on
the Treatment Plan Services – Select this option to determine the
proper provider when the appointment and the treatment plan do not match.
Auto-hide the Appointment Queue – Select this option to hide the
Appointment Queue while using OnSchedule.
Refresh Options – Select the amount of time for refreshing OnSchedule
from the dropdown menu.
OnSchedule Time Units
After Time Units are selected,
many steps must be taken to
change them.
Each unit in OnSchedule represents a unit of time. The time is displayed on
the ledger(s) of OnSchedule. By default, the units are set to 10 minutes.
From this window, you can select the length of time for each unit – 10 or 15
minutes per unit.
Moved Appt Prompt When Exiting OnSchedule
Select one of the following options:
•
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Prompt on Exiting OnSchedule
•
No Prompt on Exit/Send Appointment Back to Original Time Slot
•
No Prompt on Exit/Send Appointment to Quick Fill List
Setting Up Practice Preferences • 45
Printing
The Printing tab offers some of the options associated with printing within
Practice Management. Other options can be found under the Printer
Administration menu.
Default Zoom % – Specify the zoom percentage you want the Print
Preview window to default to upon opening
Credit Card Receipt Copies – Specify the number of receipts to be
printed during the walkout process.
Use Letterhead – Choose this option if your office would like to use its
own letterhead
Print Receipt at Time of Payment – This option enables you to
automatically print a receipt for patients when they make a payment on their
balance. Uncheck this option if you would like the default not to print
automatically
Print Insurance Claim at Time of Walkout – If you would like
Practice Management to default to printing the insurance claim when
processing a walkout, then make sure that this option is checked. If you do
not use it, it defaults to print the claim later. Changes can be made during
the walkout process if you would prefer not to use the default
Print Statement at Time of Walkout – This option is similar to the
Print Insurance Claim option. If you would like a walkout statement to be
automatically printed at the time of walkout, place a check mark in the box.
This can always be changed in the Walkout Processing window
Print Alerts On Detailed Recall Report – Many offices find it useful
to have patient alerts on their recall reports. If you do, then you can enable
this option. Uncheck this option to speed up the generating of this report
Print Return Address On Envelopes – Select this option to print
return addresses on envelopes printed through Practice Management
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Print Associated CAESY Presentations During Walkout – Select
this option to print CAESY documents that have been associated with the
services being walked out.
End-of-Day Reports to Print – Practice Management offers to print
several different reports during the End-of-Day process, but you may find
that all of these reports are not necessary. To remove a report from the print
list, uncheck the box next to the report. If you would like to add a report to
the list, click on the box next to the report name so that a check mark
appears in it
Use Perforated Rx Forms – Use this option when printing prescriptions
on perforated forms.
Chart Label Preferences
•
Show Patient ID
•
Show Patient Name
•
Show Patient Address
•
Show Patient Home Phone
•
Show Patient Work Phone
•
Show Patient Birthday
eBusiness
Change your eBusiness settings from one preference window.
Changing the Service
To change from eStatements to eClaims, click on the dropdown box.
Select the Service and Provider.
This section explains how to set up each eBusiness feature for your system.
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Setting Up Practice Preferences • 47
eClaims
If you are a new user, please call the EagleSoft eBusiness
Department at 1-800-294-8504visit www.cda-adc.ca for
information on enrollment.registration.Choose eClaims from the
Provider drop-down list box.
Formatted: Bullets and Numbering
•Login – enter your login here
•Password – enter the EAGLE password here
•Number to Call – select the eClaim number to dial. Use the primary
default number that appears
•Number used to Dial Out – if you use a number to dial out, enter that
number here
•Print Reports after Submission – select the reports you want printed
after your submission of claims. It is recommended that you mark all
of the reports
IDs – Click this button to view the Authorized eClaim IDs window. This
window lists all registered providers and their IDs. If you are a current user
and have registered IDs, these IDs are installed automatically.
48 • Setting Up Practice Preferences
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Alerts
Now you can choose where you want your alerts to appear. This feature
enables the user to add or remove patient, account or prescription alerts
from several windows in Practice Management: Payment Plan, Treatment
Plan, Account and others.
To access the alert preferences, go to File | Preferences and click on the
Alerts tab.
Select the places you want alerts to appear in the software. Click OK to
save when finished.
Perio
Enter or change settings for the Perio window, including colours, auto
advance settings, user defined paths and so on.
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Setting Up Practice Preferences • 49
Process
Set up the Perio module to automatically move from site to site and tooth to
tooth as you are charting. To indicate the order or path in which you would
like the charting to be completed, click the appropriate selection under
Process. Choose from one of the four standard paths or create your own.
To create a customized path in which the system moves as you chart, click
User Defined Path Setup. This calls up a screen that represents each tooth
and each site. Here you enter the path description and the appropriate
number, 1-192, for each individual site. For example, enter the number 1
for the first site you wish to chart, enter 2 for the second, 3 for the third, and
so on until you have numbered each and every site. This cannot be saved
until all sites have been numbered and description has been entered. Click
Save when this is complete.
The new custom path is added to the user defined dropdown list where it
may be selected. Simply click the radio button for user defined and select
the correct custom path from the dropdown list.
Auto Advance
To the right, in the Auto Advance section, indicate which types of items
activate the Auto Advance feature when charted. What you select here
depends on what method you chart your Perios. Most offices choose one
item to activate the Auto Advance so that you can chart all items for each
site before moving. In that case, you would want to enable Auto Advance
on the item you typically chart last for each site (for example, pocket depth
or gingival margin). Simply click the correct radio button to set your
selection.
Other
Choose preferences for the alert depth, patient alerts and how you want to
indicate certain teeth in the Chart or Perio windows.
Use previous Perio data when starting a new exam
Use the scores from the last completed Perio exam for this patient as a
starting point for each new exam.
Print Perio Chart in Colour
If you have a colour printer, select this option to print the Perio chart in
colour.
Show Patient Alerts
If you want patient alerts to appear when opening the Perio window, select
this checkbox.
Alert Depth
Specify your setting for Alert Depth. The most commonly used Alert Depth
(and the default setting) is 4.
Indicate Teeth With:
Now you can have certain conditions or services appear on the affected
teeth in the Perio window. To set certain conditions and services to appear
on the affected teeth in Perio, select an Indicator from the dropdown list
50 • Setting Up Practice Preferences
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box. This list is populated with groupings of draw types used in the Chart
window.
For information on the preferences for Indicating Teeth, see the Charting
Perio chapter in the Operatory Record unit.
Auto Advance should skip indicated teeth that are marked as missing
Select this checkbox to enable the Auto Advance feature to skip indicated
teeth marked as missing in the Perio window.
Colour
Next, choose the colours to be used for certain items within the charts and
graphs. By using this colour-coding, your charts and graphs can easily call
attention to areas of concern. This can also help you clearly communicate
with your patients and help them understand their periodontal condition.
Editing a Colour
To edit the colour setting for a particular item, click the correct button in the
Colour section to access a dropdown colour template.
Choosing a Colour
To choose a colour, click the box that displays that colour.
If you wish to create your own colours, click Define Custom Colours, add
the new colour and select it from the custom colours section.
Click OK. This displays the selected colour beside the appropriate button.
Using Bleeding, Suppuration or Both will colour the small dots that
represent each site in the Perio window.
Alert Depth colours call attention to sites that exceed healthy levels and are
cause for concern. This colouration occurs in the Perio and Perio Graph
windows.
The GM Graphic and MGJ Graphic colours designate the colours used to
“draw” the Gingival Margin and Mucogingival Junction levels on the Perio
Graph. Both colours can be displayed at the same time, so be sure to use
two differentiated colours.
Chart
Choose your default settings, views, colours and so on, for the Chart
window.
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Setting Up Practice Preferences • 51
Show These Chart Items by Default
From the following list, select the items you want to display in Chart by
default.
•
Existing
•
Defective
•
Condition
•
Condition NLP
•
Proposed
•
Watch
•
Referred
•
Walkout
•
Rejected
Show These Perio Items By Default
From the following list, select the items you want to display in the chart by
default.
•
52 • Setting Up Practice Preferences
Pocket Depth
•
MGJ (Mucogingival Junction)
•
GM
•
Bleeding/Suppuration
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Use Quick Charting
When charting, you may use services that can be charted without adding
extra information. If this is the case, quick charting is an efficient tool to
use. Select this checkbox to chart services automatically, if all necessary
conditions are met.
Print Ledger with Chart
Select this checkbox to print the Chart ledger when printing patient charts.
Show patient alerts when opening
Select this checkbox to enable patient alerts to display when opening the
chart.
Select entire tooth on root codes by default
Select this checkbox to select the entire tooth when using root codes.
Use Permanent Dentition for Default
Select this checkbox to view the permanent dentition for all patients by
default in the Chart. This option pertains to new charts only. This option
will not affect existing charts.
Default Surface View
Select the default surface view when charting services. If you select a
Summary view, the Summary view appears each time you chart a service. If
you select a Detailed view, the Detailed view appears each time you chart a
service.
Colours
Select your hatch colours and preview them.
Solid Fill
If you use the Solid Fill method, the tooth appears in the solid colour
designated in this area.
Hatch
If you use the Hatch method, the service code colour appears in the
background and the selected default hatch method appears as an overlay.
For statuses of Referred, Walkout, Rejected and Proposed, you have the
option of making the hatch transparent. To choose this option, click on the
desired status from the dropdown list box in the Chart Preferences window
and choose Use Transparent.
Use Transparent on Planned
Select this option to use transparent colours on Planned services.
Use Service Colour on Completed
Select this option to use the associated service colour on Completed
services.
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Setting Up Practice Preferences • 53
Use Colours on Ledger
Select this option to display the Chart ledger text using the associated
status colour.
Hatch Width
Select and preview the hatch width.
Preview Status
Change the preview status of hatches.
Summary Surfaces
Select the Detailed Surface again to change to a hatch pattern in the same
colour as the associated Summary Surface. When set to hatch, the detail
surface will not draw on the tooth but it will still belong to that summary
surface.
Quick Pick
Assign quick pick for services and conditions that are used when charting.
1.
Click the number to the left of service or condition code.
2.
Select a service code or condition from the list.
3.
The service code or Display Abbreviation appears next to the number.
4.
Use the Defaults button to return the Quick Pick items to their original
state.
Images
Set up image preferences, defaults and more for various areas in Clinical.
54 • Setting Up Practice Preferences
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Show These Items When Printing Images – Select patient items to
print with images.
Patient ID
Full Name
Address
Phone Number
Social Insurance Number
Carrier ID
Practice Name
Practice Address
Practice Phone
Number
Include Logo on Printout – Select this checkbox to include the
Patterson EagleSoft logo on Image prints.
Default Template – Use the dropdown list to select a default template.
Automatically save new exams after acquire finishes – Select this
checkbox to save each image as they are taken. Auto Save will not save
images that were acquired using Auto Take.
Open one Image document for each template – Select this option to
open one image document window for each template. This will allow you
to toggle from image to image from a template series without opening
multiple Image Document windows.
Reassign Teeth to Template Default When Swapping Images –
Select this option to retain the relations between assigned information and
the image when swapping.
Automatically save Clinical Exam record when saving new
image exams – To refrain from completing a new Clinical Exam each
time new images are acquired, deselect this checkbox.
Save custom image print-outs as images – Select this checkbox to
save custom image printouts as images. The Advanced Imaging tool
enables you to customize and annotate images for a printout. Choose this
option to save these print-outs and possibly increase case acceptance.
Save custom image printouts to SmartDoc – Select this checkbox to
save custom image reports as SmartDoc documents.
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Setting Up Practice Preferences • 55
When displaying images – Select how you want the image to appear.
This preference is associated with Image History, because the changes made
are stored with the image no matter which preference is selected.
•
If you want images to appear as they did when you last saved
them, select Show images as they were most recently saved.
•
If you want the original to appear when you view images, select
Show images in their original, unmodified form.*
*Warning: If you modify the image when using the original view option,
all previously saved enhancements are lost.
E-Mail Options Quality – If you send image attachments via e-mail and
your recipients are receiving poor-quality images, try increasing the
percentage. The default is 75; just click the up arrow to increase this
amount.
-orIf you have a slow Internet connection, you may want to send smaller
attachments that can be transmitted more quickly. If this is the case, lower
the percentage.
Select the checkbox Create note when image is e-mailed to save a note in
the patient’s Account.
Note: High-quality images result in larger attachments, which could slow
down the e-mail process.
X-ray
Enter default settings for your X-ray devices.
General Defaults
Choose a default Device, Sensor, Sensor Template, Scanner Template,
Video Template and/or Pano Template. What you choose from these
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dropdown list boxes is used in the Advanced Imaging window | New
Exams.
Use Exposure Advisor – Enables you to receive advice on whether you
need to adjust the exposure of an image.
Use Retake Comparison – If you retake an image, you have the option of
choosing between saving the new image or reverting to the original.
Use scanner default interface – When using a scanner, this option allows
you to use a scanner interface window provided by EagleSoft or use the
scan window loader from your scanner’s software.
Use Auto Take – This option only works with the Schick USB sensor. If
you select this checkbox, the Schick sensor is activated once the template is
selected. Once the image has been acquired, the template moves forward to
the next position.
Use Auto Acquire – If this checkbox is selected, you no longer have to
click Acquire each time you want to acquire an image. All template
selections are activated and the acquired images will populate within the
template as they are acquired.
Template Defaults
Click the drop arrow next to your device and select a default template.
Sensor Information
View the equipment information details attached to your Schick sensors. To
view the Sensor Information window, go to File | Preferences | X-ray. To
view Sensor Information, plug your Schick Phoenix Sensor or Schick
Pluswire Sensor into the Schick CDR2000 Remote or Remote HS and
select the Sensor Information button.
The Sensor Information window displays the following:
•
Sensor Serial Number
•
Sensor Size
•
Calibration File Date
The Sensor Information window provides equipment details that may be
necessary when troubleshooting issues.
Device Properties
Click a device button to set up preferences for that particular X-ray device.
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Setting Up Practice Preferences • 57
ScanX Defaults
Temp Image Path – Contact the Patterson Canada Technology Centre
prior to making adjustments to these settings.
Default Intraoral Resolution – Contact the Patterson Canada Technology
Centre prior to making adjustments to these settings.
Default Extraoral Resolution – Contact the Patterson Canada Technology
Centre prior to making adjustments to these settings.
Select the checkbox Save Image Enhancement Settings after each scan to
save enhancements.
Resolution Settings – This area controls the image quality for each of the
scan resolutions in the drop down box by adjusting the Image
Enhancements. Contact the Patterson Canada Technology Centre prior to
making adjustments to these settings: Image Enhancement Settings, Linear
Optimization, Square Root Optimization and None. Enter the Limit High
and Limit Low selections.
Contact the Patterson Canada Technology Center prior to making
adjustments to the following settings: MaxX, MaxY, Pentaspd, ResX,
ResY, Threshold, PMT HV, Laser.
Scanner Defaults
Select the scanner source and click OK.
Video Defaults
Capture Card – Use the dropdown list to select the video capture card.
Default Device – Use the dropdown list to select the Windows Device
Manager or USB camera. Choose the SWDMD option if you are using a
USB camera in order for the Default Device field to appear.
Image Quality – Use the slider to set the image quality between Min and
Max.
Select the checkbox No Compression to eliminate the compression factor.
DenOptix Defaults
Which DenOptix System Do You Have? – Select the type of system you
are using, either Combo or Ceph.
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Carousel – Select either IntraOral, Panoramic or Cephalometric.
Scan Type – Select the DenOptix scan type from the dropdown list box.
To create these scan types, go to Lists | DenOptix Scan Types.
Extraoral Plate – If you are using a cephalometric carousel, choose a plate
for that carousel.
Schick Defaults
In the Schick Properties, select the appropriate options from the available
listing.
Use the default settings shown
here for optimal performance with
Patterson EagleSoft.
In the X-ray tab, select the Hardware Type using the dropdown list.
Select the Calibration tab. Load the calibration files from the Schick
calibration disc (s). Select the Change Path button to browse to a new
Calibration File Path.
Insert the Schick calibration disc(s).
For more information on calibrating your
Schick sensor, contact the Patterson Canada
Technology Centre at 866-449-7282
Select the Install New Calibration File button to install the .cor files.
Browse to the location of the calibration files. Select the Scan for
Calibration Files button to locate any .cor files on your computer.
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Setting Up Practice Preferences • 59
Planmeca Pan Defaults
ProMax Mode – Select the radio button to choose Panoramic Mode or
Cephalometric Mode.
Resolution – Contact the Patterson Technology Centre prior to making
adjustments to these settings.
Panoramic Settings – Contact the Patterson Technology Centre prior to
making adjustments to these settings.
Cephalometric Settings – Contact the Patterson Technology Centre prior
to making adjustments to these settings.
Select the Copy Calib. button to copy the calibration files.
Select the Defaults button to reset options to their original settings.
Planmeca Sensor Defaults
Sensor Settings – Select the checkbox Use Auto-Levels for Black
percentage, White percentage and Gamma.
Select the Copy Calib. button to copy the calibration files.
Select the Dixi3 Config button to configure your Dixi3 sensor.
Select the Defaults button to reset options to their original settings.
Digora Optime Defaults
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In the Scanner tab, select from the following options:
Show Image Preview and Dental Chart – Select this checkbox to preview
images while scanning.
Resolution – Select the radio button for Super or High.
Image Processing – Select the checkbox Noise Filtering to automatically
remove incidental specks caused by low light levels from the image.
Retrieve Last Image – Select the checkbox Must be activated every time
an image needs to be retrieved to return to the previous image.
In the Settings tab, select from the following options:
Under Scanner Connection, select from the following options:
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Setting Up Practice Preferences • 61
Direct Connection – Select this radio button if the Optime scanner is
directly connected to this computer. Enter the Scanner Serial Number and
select the Computer network connection from the dropdown list.
IP based – Select this radio button if the scanner is being accessed over a
network. Select the checkbox Enable changing IP address. Enter the IP
address and select Send to Scanner.
Multi-Connect – Select the checkbox Use Multi-Connect to allow multiple
computers on the network to access the scanner. Enter the Workstation
identifier. Enter a value for the Scanner Autorelease timeout, seconds.
Schick Panoramic Defaults
In the Schick Properties, select from the available options.
The default settings are configured
by your Panoramic unit’s unique
calibration file.
These settings should not be reset
without the assistance of the
Patterson Canada Technology
Centre 866-449-7282
In the Acquisition tab, select the Scan Direction using the dropdown list.
In the Calibration tab, review the default values. Select OK to save.
Sigma Sensor Defaults
In the General Electric Properties, select the Density level and Offset
setting.
Orthopantomograph Defaults
62 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
In the General Electric Properties, select the Density level and Offset
setting.
Progeny Defaults
In the Progeny Properties, select the appropriate settings. See the Patterson
Digital Integration Instructions for more information on calibration settings.
Interfaces
Enter command lines or names for applications that are interfaced with
Clinical.
Other Application – Enter the path to a startup file for any other
application on your computer that you might like to start up from within
Clinical. You can start the other application from Utilities | Other
Application.
Product Name – Enter the name of the Patient Education program you use.
This is used as a description only.
Command Line – Enter the path to the startup file of the Patient Education
program you use.
If you’re using Trophy, Tigerview, Schick, VixWin or Digora software
alongside Imaging, specify the following:
Radiography Interface – From the dropdown list box, select the product
you are using.
Command Line – Enter the command line of the product you are using.
Image Directory – If you are using VixWin, enter the image directory.
Note: The integrated products appear as a menu item from Activities |
Imaging. For example, if you are using Schick, you are able to select it
from the Activities | Imaging menu.
Patterson EagleSoft 15.00
Setting Up Practice Preferences • 63
SmartDoc
Set your SmartDoc preferences for creating, importing and editing
electronic patient documents.
Allow creation of the following types
Select the checkbox for one or more of the following files to be available in
SmartDoc.
PDF (Always Allowed) – This is the extension referring to Adobe
Acrobat files.
JPG (Always Allowed) – This is the extension referring to joint
photographic experts group files.
DOC – This is the extension referring to Microsoft Word files.
XLS – This is the extension referring to Microsoft Excel files.
HTML – This is the extension referring to hypertext markup language.
SmartDoc Preferences
Set Document info on Import – Select this option to set document
information when the document has been imported.
Default new documents to private – Select this option to restrict
access to imported access to the source user only.
Select the dropdown arrow to select the quality of JPG files.
Create automatically from the following processes
Select the checkbox for one or more of the following files to be imported
into SmartDoc.
Statements – Select the checkbox. Use the dropdown arrow to select the
type and group to be associated with this option.
Letters – Select the checkbox. Use the dropdown arrow to select the type
and group to be associated with this option.
64 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
Recall Letters – Select the checkbox. Use the dropdown arrow to select
the type and group to be associated with this option.
EOD Reports – Select the checkbox. Use the dropdown arrow to select
the type and group to be associated with this option.
EOM Reports – Select the checkbox. Use the dropdown arrow to select
the type and group to be associated with this option.
EOY Reports – Select the checkbox. Use the dropdown arrow to select
the type and group to be associated with this option.
Walkout Statement – Select the checkbox. Use the dropdown arrow to
select the type and group to be associated with this option.
Medical History – Select the checkbox. Use the dropdown arrow to
select the type and group to be associated with this option. Select the
checkbox to Ask for Signature to use in conjunction with Patient Signature.
Pymt Plan Contract – Select the checkbox. Use the dropdown arrow to
select the type and group to be associated with this option. Select the
checkbox to Ask for Signature to use in conjunction with Patient Signature.
Treatment Plan Print – Select the checkbox. Use the dropdown arrow to
select the type and group to be associated with this option.
Informed Consent – Select the checkbox. Use the dropdown arrow to
select the type and group to be associated with this option.
Quick Reports – Select the checkbox. Use the dropdown arrow to select
the type and group to be associated with this option.
IntelliCare
Select from the following checkboxes to determine where you wish to view
the IntelliCare Notifications. Use the Check All and Clear All buttons to
select or deselect all available options.
Patterson EagleSoft 15.00
Scheduling an Appointment
Opening Patient Record
Opening Account
Opening Treatment Plan
Opening SmartDoc
Opening Clinical Exam
Setting Up Practice Preferences • 65
Opening Walkout
Opening Perio Exam
Opening Note History
Opening Advanced Imaging
Receiving Account Payments
Opening Chart
Receiving Insurance Payment
Opening PSR Exam
EagleSoft Printer Administration
Printer Administration is used to designate the defaults for the various
printing needs (for example, printer to use, the number of copies and so on).
Follow these steps to edit your EagleSoft printer administration:
1.
From the File menu, choose Printer Administration. Then choose
Practice Management or Clinical.
Practice Management
Clinical
2.
Select the default printer that you wish to be used when you begin the
selected type of print job.
3.
Make any desired changes by clicking Printer Setup or Alignment.
4.
When all necessary changes are made, click OK to save your changes
and return to the virtual screen.
5.
If you wish to set up the defaults for additional print job types, repeat
the preceding steps.
A new printer called EagleSoft SmartDoc on LPT1 will appear in your
printer administration dropdown list. This printer is not to be used as an
option. It is part of the SmartDoc installation.
66 • Setting Up Practice Preferences
Patterson EagleSoft 15.00
Setting Up Providers
Providers/Staff Setup
After you have entered the names and security passwords of the
providers/staff, you need to enter the rest of the information required by
EagleSoft for each dentist, hygienist, dental assistant and any additional
staff members. After entering this information into EagleSoft, you are able
to edit Providers/Staff at any time from the Providers/Staff window.
Patterson EagleSoft 15.00
1.
From the Lists menu, choose Providers/Staff. The Providers/Staff
quick box is displayed. From the Practice Management or Clinical
modes, select Providers/Staff from the Lists menu.
2.
Choose New to input a provider/staff member. The New
Provider/Staff window is displayed.
3.
Type an ID. The ID can include letters or numbers up to three
characters. Many offices use the provider/staff member’s initials as the
ID. Once the ID is saved, it cannot be changed.
4.
Type the necessary provider/staff member information.
Setting Up Providers • 67
Reminder:
Any provider set up to be
a hygienist must have a
dentist chosen as the
provider on insurance;
otherwise, any insurance
claims are rejected.
5.
Select the Provider/Staff member’s Position. Select the underlined
word Position to use, create or edit a position from the Staff Position
List window.
6.
Select the Collections Go To person. Any collections received for
services rendered by this staff member are applied to the provider who
is selected for the Collections Go To prompt.
7.
Select the Provider on Insurance. This is the person whose name is
printed on the insurance form as the provider responsible for submitting
the services for coverage. This should always be set to a dentist.
8.
Enter the provider’s or staff member’s e-mail address.
9.
Specify whether this person is a Staff Member or Provider of
Services. Only those marked Provider of Services are utilized on the
walkout statement and treatment plan.
10.
Select OK to save and return to the provider/staff list.
Provider/Staff Setup Options
Choose:
To:
Notes
Enter notes about a provider.
Hours
Enter the provider’s office hours and colour used
to identify him/her in OnSchedule.
Documents
Launch SmartDoc.
Prompts
Answer the provider prompts.
Productivity
View the provider’s productivity.
History
View and print a report of the provider’s history.
Identification
Enter identification about the provider, such as
license, billing numbers and billing entity.
Note: You must provide a response in the Bank
Acct field. If no bank account number applies,
please type NO ACCOUNT.
Chairs
Enter the provider’s daily goals for particular
chairs.
Security
Enter the provider’s password and set system
access levels.
Password
Enter the provider’s time clock password and set
up a provider password.
Provider/Staff Notes Setup
68 • Setting Up Providers
1.
From the New or Edit Provider/Staff window, choose Notes. The
Provider/Staff Notes window is displayed.
2.
Type any provider/staff notes.
3.
Choose OK to save the notes and return to the New Provider/Staff
window.
Patterson EagleSoft 15.00
Provider/Staff Hours Setup
This is only to be used if you wish to schedule appointments for this
provider using OnSchedule.
1.
From the New or Edit Provider/Staff window, choose Hours. The
Provider Hours window is displayed.
2.
Select Open if the practice is open on that day. Press the Tab key to
move the cursor to the Open field and type the time the provider/staff
begins that day.
3.
Use the Tab key to move to the Close field and type the time the
provider/staff ends that day.
4.
Select Take Lunch if the provider/staff member is unavailable during
lunch and type the lunch beginning and ending times.
5.
Continue steps 2-4 for the rest of the week.
6.
Select OK to save and return to the Provider/Staff window.
Setting Provider Colour
Below are the steps for selecting the colour used for the current provider or
hygienist.
1.
Select Change Colour.
2.
Select the colour from the colour palette that you would like to use or
create a new colour.
3.
Select OK when you have selected a colour.
4.
Select OK to save the current settings.
Provider/Staff Prompts Setup
1.
From the New or Edit Provider/Staff window, choose Prompts. The
Provider/Staff Prompts window is displayed.
2.
Type the answers to the prompts, if applicable.
3.
Choose OK to save the prompt answers and return to the Provider/Staff
window
Provider/Staff Productivity
Patterson EagleSoft 15.00
1.
From the Edit Provider/Staff window, choose Productivity. The
Provider Productivity window is displayed.
2.
Review the provider productivity for this month and this year. Totals
for “This Month” reset after every EOM process. Totals for “This
Year” reset after End-of-Year process.
3.
Choose OK to return to the Provider/Staff window.
Setting Up Providers • 69
Provider/Staff History Review
1.
From the New or Edit Provider/Staff window, choose History. The
Provider History window is displayed.
2.
Review the provider’s history.
3.
Choose Report to preview the Provider History report. Select Print to
print a report of the provider’s history.
4.
Choose OK to return to the Provider/Staff window.
Provider/Staff Identification Setup
1.
From the New or Edit Provider/Staff window, choose Identification.
The Provider Identification window is displayed.
2.
Key in the appropriate information for this provider. Much of the
information is necessary for insurance processing.
You must provide a response in the Bank Account Number field. If no
bank account number applies, please type NO ACCOUNT.
If you enter information in the Billing Entity field, you must enter the
Billing Entity License #. The Billing Entity is the individual or company to
whom the insurance cheque is made out.
The additional fields are used to identify the provider by an ID other than
Social Insurance Number (SIN) and CDA Provider Number or CDA Office
Number.
To specify which of the IDs represents the dentist or the billing dentist,
change the preference option for that employer.
70 • Setting Up Providers
a.
To do this, select Edit from the Employer List.
b.
Select Preferences.
c.
To change the billing dentist’s ID, select the Identify
Billing Dentist By dropdown list box and choose an
ID.
Patterson EagleSoft 15.00
d.
3.
Select OK to save the changes.
Choose OK to return to the Provider/Staff window.
Customize Provider Labels
Under Customizable Label ID, identification numbers/names can be edited
to better represent the type of ID that will be associated with this field.
1.
To customize the ID labels for providers, open the Lists menu. Choose
Add to assign this provider to a chair.
2.
Select General Setup | Provider Labels. Press Delete to remove the
provider from the highlighted chair.
3.
In the Provider Label List, select Edit to enter a different name for an
existing entry. Select Close to close this window.
Provider Daily Goals Setup
1.
From the New or Edit Provider/Staff window, choose Chairs. The
Provider Goals/Chairs window is displayed.
2.
Choose Add to assign this provider to a chair.
3.
Type the goal amount for each day and each chair. These goal amounts
are very beneficial in determining the success of your appointment
scheduling.
4.
Press Delete to remove the provider from the highlighted chair.
5.
Choose OK to save and return to the Provider/Staff window.
For more information on setting customizable daily goals, see the section
on Customizable Goals.
Provider/Staff Password Setup
Patterson EagleSoft 15.00
1.
From the New or Edit Provider/Staff window, choose Security. The
Provider/Staff Password window is displayed.
2.
Type the new password in the New Password field.
3.
Type the same password in the Confirm New Password field.
4.
Choose OK to save the password and return to the Provider/Staff
window.
Setting Up Providers • 71
For more information on setting up passwords at logon, go to the Logging
On chapter in the Getting Started unit.
Provider/Staff Password
1.
From the New or Edit Provider/Staff window, choose Password (with
the clock icon). The Timesheet Password window is displayed.
2.
Enter a new password in the New Password field.
3.
Type the same password in the Confirm New Password field.
4.
Select OK to save the password and return to the Provider/Staff
window.
For more information on using the Time Clock feature, go to the Time
Clock chapter in this unit.
Deleting/Inactivate Provider
Deselecting the Active checkbox in the Provider screen will also launch the
Inactive Provider Wizard.
Always ensure that you have a good backup of your data prior to
inactivating a Provider. Use the inactivate provider wizard to complete all
the steps for inactivating a provider in your practice. To use the Inactivate
Provider Wizard, select Utilities | Mass Updates | Inactivate Provider
Wizard. Select the Back button at any time to return to the previous screen.
Select the Cancel button at any time to cancel the Wizard.
Select the Provider to be inactivated from the dropdown menu. Select Next.
Select the replacement provider for Preferred Dentist from the dropdown
menu. Select Next.
72 • Setting Up Providers
Patterson EagleSoft 15.00
Select the replacement Preferred Hygienist from the dropdown menu. Select
Next.
Select the replacement provider for Collections Go To from the dropdown
menu. Select Next.
Select the replacement provider for Provider on Insurance from the
dropdown menu. Select Next.
Select the replacement provider for appointment transfer from the
dropdown menu. Select Next.
Patterson EagleSoft 15.00
Setting Up Providers • 73
Select Next to begin the closing all open claims for the departing provider.
Select, mark and close all open claims for the departing provider. Close the
Claims window to proceed.
Select from the following: Transfer patient balances to one provider,
Transfer patient balances to multiple providers. Select Next.
Note: Selecting multiple providers will require manual transfer. The
following message will appear in the Inactive Provider Wizard.
Select the replacement provider from the dropdown menu to which patient
balances will be transferred. Select Next.
74 • Setting Up Providers
Patterson EagleSoft 15.00
Select the replacement provider from the dropdown menu to which
treatment plans will be transferred. Select Next.
Review the information pertaining to the transfer of data. Select Back to
return to a previous screen. Select Finish.
Select Yes. This message will not appear when using the preference
Disable “Are you Sure Messages”.
Select OK.
Patterson EagleSoft 15.00
Setting Up Providers • 75
Setting up Patients, Responsible
Parties and Policyholders
Overview
Now that you have all of the General Setup, Practice and Provider/Staff
information set up, you are ready to set up Patients, Responsible Parties
and Policyholders into the system.
If you recently converted your data to EagleSoft from another dental
software system, you do not need to set up all of your old patients; you can
simply select them from the Person List. However, you do need to set up
all new patients and their relevant information as they arrive in the office.
Because of the time involved in setting up new patients, we recommend
entering them in the following order:
•
As they are encountered by the practice (daily appointments)
•
As time permits (monthly patients)
•
Patients that come into the office annually (yearly patients)
New Patient Setup
76 • Setting up Patients, Responsible Parties and Policyholders
Patterson EagleSoft 15.00
Keyboard Shortcut for
EagleSoft:
1.
From the Lists menu, choose Person.
-or-
Ctrl + P accesses the Patient List
window in the Practice
Management Mode.
Select Person on the toolbar.
-orSelect Person from the Lists menu.
2.
To add a new patient, choose New. The New Person window is
displayed.
3.
Enter the ID. The ID can include numbers or letters up to five
characters. If you have chosen auto numbering, the ID is automatically
entered for you after you save the information. Once the ID is saved, it
cannot be changed without deleting the patient.
4.
Enter the name of the patient and type or select the salutation. The
salutation is used on letters generated in EagleSoft.
5.
Enter the patient’s preferred name and middle initial.
6.
Mark the box Has Primary Insurance, if applicable.
7.
Enter the Policyholder ID (or press F2 to select or create a
policyholder).
8.
Specify the Relationship to the insured and the Employer providing
insurance. Press F2 to select an existing employer or to create a new
one.
9.
Verify the Rem. Benefits (Remaining Benefits) and Rem. Deduct
(Remaining Deductible), if applicable.
10. If the patient has secondary insurance, choose Has Secondary
Insurance. You are asked if you would like to assign the person as the
secondary policyholder. If someone other than this patient is not a
responsible party, then type the responsible party’s ID (press the F2
key to choose or create a responsible party). The responsible party’s
name is displayed.
11. Type or select the patient’s other biographical information, such as the
Social Insurance number and birth date.
12. Enter a Chart ID record for additional sorting and filtering options.
13. Enter the patient’s driver’s license number.
14. Enter the patient’s e-mail address to send recall reminders or courtesy
letters via e-mail. Select the Receives Email checkbox.
15. Select the checkbox to receive Text Messages.
16. Type or select the Recall Note, Next Recall date and Next Prev
Appt (Patient: next preventive appointment) date.
17. Recall Note is used to identify specific patients. For example, if you
type the word CROWN, you can later generate a report in Money
Finder of all patients with the CROWN recall note.
18. Next Prev Appointment date is the manually entered date for the next
preventive appointment (if you are not using OnSchedule) or the next
Patterson EagleSoft 15.00
Setting up Patients, Responsible Parties and Policyholders • 77
preventive appointment date with an appointment type marked to
update the next preventive appointment (for OnSchedule users).
19. Next Regular Appointment date is the manually entered date for the
next regular appointment (if you are not using OnSchedule) or the next
regular appointment date with an appointment type marked to update
the next regular appointment (for OnSchedule users).
20. Mark the box Has Primary Insurance, if applicable.
21. Enter the Policyholder ID (or press F2 to select or create a
policyholder).
22. Specify the Relations to the insured and the Employer providing
insurance. Press F2 to select an existing employer or to create a new
one.
23. Verify the Rem. Benefits (Remaining Benefits) and Rem. Deduct
(Remaining Deductible), if applicable.
24. If the patient has secondary insurance, choose Has Secondary
Insurance. You are asked if you would like to assign the person as the
secondary policyholder. If someone other than this person is the
secondary policyholder, choose No; otherwise, choose Yes.
25. Type or select the Recall Note, Next Recall date. Next Recall date is
the date the patient is due for his/her next prophy appointment.
26. View the patient’s next scheduled appointments.
27. Select the checkbox, under Patient Privacy, to save the date of Notice
of Privacy Policy, Privacy Authorization and Consent.
28. View a list of family members attached to this patient. Right-click to
schedule an appointment, schedule a family appointment or switch
patients.
29. To add a patient photo, select the New Patient Photo button and
browse to the photo location. Select the patient photo file and select
OK. Note: This step is for offices that do not use EagleSoft’s Clinical
module.
30. Choose OK to save and return to the Person List window.
Patient Setup Window Buttons
Choose:
To:
Registration
Print patient registration forms.
Preferences
Set up patient insurance, appointment
and recall preferences; link discount and
fee schedule information; indicate
preferred dentist, hygienist, cleaning
time and Ortho.
History
View the patient’s service history.
Alerts
Set up patient alerts.
Notes
Write patient notes.
78 • Setting up Patients, Responsible Parties and Policyholders
Patterson EagleSoft 15.00
Prompts
Answer patient prompts.
Letter
Print a letter to a patient.
Missing Tth
Record the patient’s missing teeth.
Referrals
Set up patient referrals.
Label/Env
Print chart labels, mailing labels and
envelopes.
Rx History
Select here to view Rx history for this
patient.
Medical History
Select here to view the patient’s medical
history.
Account
View the Patient’s Account.
SmartDoc
Select here to launch the SmartDoc
application.
Patient Preferences
1.
From the New or Edit Patient window, select Preferences. The
Patient Preferences window is displayed.
Choose or select the appropriate information in the Insurance
Preferences section.
Employment Status – Choose from the available status types using
the dropdown list box provided.
Student Status – Choose from the available status types using the
dropdown list box provided.
Name of School/School City – If applicable, enter the appropriate
information. Under Insurance Preferences, enter the name and
address of the patient’s school. This information can be merged into
Patient Letters in InTouch and SmartDoc.
Prim Depend Code/Sec Depend Code – Use this area to record the
additional information.
Prim Card Sequence/Sec Card Sequence – Use this area to record
card sequence information for patients.
Authorize Release – This option gives you the ability to specify that
the patient has or has not agreed to release necessary information for
purposes of processing an insurance claim.
Signature On File – This option indicates that the policyholder’s
signature for release is on file and prints on the claim for purposes of
processing the claim. If you are not receiving payments from several
insurance companies, this checkbox is probably not selected.
To find out how to update all signatures on file, go to the Utilities
chapter in the System Maintenance and Backup unit.
Patterson EagleSoft 15.00
Setting up Patients, Responsible Parties and Policyholders • 79
2.
Choose or select the appropriate information in the Appointment
Preferences section.
Time Preference – Choose from No Preference, Prefers AM or
Prefers PM.
On Short Notice – Can be used to identify patients you have marked
to be on short notice using The Money Finder.
For more information about The Money Finder, refer to The Money
Finder chapter in the Practice Management unit.
Failed/Cancelled Appts – Indicates the number of times this patient
has failed or cancelled an appointment, which is marked as “failed” or
“cancelled” at the time the appointment is deleted.
Pre-Med Necessary – Select this checkbox if pre-medication is
required. You can then select a prescription template from the
Prescription Template dropdown list box. If this option is selected, a
message box appears reminding the user of this patient’s pre-med
status.
3.
Choose or select the appropriate information in the Financial
Preferences section.
Discount – If this patient receives a discount, choose from system
discounts you have already created, or create a new discount by
pressing the F2 key and choosing New or by going to Lists | General
Setup | Discounts.
Fee Schedule – Choose a fee schedule if the patient is using fees that
differ from your standard fees. Choose None if this patient uses your
standard fees.
Pref. Dentist – Choose this patient’s preferred dentist from the
dropdown list box.
Pharmacy – Choose a preferred pharmacy for this patient from the
dropdown list box. If you select a pharmacy, this pharmacy and its
phone number (if entered) appear when creating a prescription for this
patient.
Active – This specifies if the patient is considered to be “active” in the
practice. If the patient has moved or is deceased, mark the patient
“inactive” by unchecking the box next to Active. Inactive patients still
appear “grayed out” in the Person List window, so you can easily
identify that they are inactive.
4.
Choose or select the appropriate information in the Recall Preferences
section.
Cleaning Time – The time units required for a prophy on this patient.
Pref. Hyg. – Choose this patient’s preferred hygienist from the
dropdown list.
Recall Frequency – Enter a number in this field to indicate how
often this patient is required to come in for re-care visits.
80 • Setting up Patients, Responsible Parties and Policyholders
Patterson EagleSoft 15.00
Receive Recalls – When the box is checked, the patient receives
Recalls. When unchecked, he/she does not.
5.
View or modify the appropriate information in the Productivity
Information section.
YTD Charges – The total amount of services for this patient since
you last processed EOY in EagleSoft.
YTD Collections – The total amount of collections for this patient
since you last processed EOY in EagleSoft.
YTD Visits – The number of walkouts processed for this patient since
you last processed EOY in EagleSoft.
Date Entered – Automatically updated with the date the patient is
created in the system. You can manually enter this date for existing
patients in your system.
First Visit Date – The date of the first walkout processed for this
patient.
Last Visit Date – The date of the last walkout processed for this
patient.
Orthodontic Patient – Select the checkbox to denote patient as
orthodontic. Enter the months of treatment, date treatment plan started
and billing frequency.
Preferred CAESY Presentation Language – Select from the
available options for CAESY presentations.
6.
Choose OK to save the preferences information and return to the New
or Edit Patient window.
Reviewing Patient History
1.
From the New or Edit Patient window, select History. The Patient
History window is displayed.
2.
Review the patient history.
3.
Choose Report to print a report of the patient’s history.
4.
Choose OK to save and return to the New or Edit Patient window.
Patient Alerts
Patterson EagleSoft 15.00
1.
From the New or Edit Patient window, choose Alerts. The Patient
Alerts window is displayed.
2.
Choose an available alert.
3.
Choose Add. The alert is displayed in the Alerts For This Patient
field.
4.
Choose Remove to remove any patient alerts.
5.
Choose OK to save the alerts and return to the New or Edit Patient
window.
Setting up Patients, Responsible Parties and Policyholders • 81
6.
To create a new Patient Alert, go to ListsGeneral Setup Patient
Alerts. In the Patient Alerts List, select New and type in the
description of the alert you are creating. Checkmark the box to Warn
User When Encountered and select OK. The new alert will now
appear in the Patient Alerts window and can be added to any patient.
Patient Notes
1.
From the New or Edit Patient window, choose Notes. The Patient
Notes window is displayed.
2.
Type any patient notes.
3.
Choose OK to save the notes and return to the New or Edit Patient
window.
Patient Prompts
1.
From the New or Edit Patient window, choose Prompts. The Patient
Prompts window is displayed.
2.
Type the answers to the patient prompts.
3.
Choose OK to save the prompt answers and return to the New or Edit
Patient window.
Sending a Letter to a Patient
The letter that you choose can
be edited in this window by
selecting in the text window
and utilizing the keyboard
functions.
1.
From the New or Edit Patient window, choose Letter. The InTouch
Letter Generator window is displayed.
2.
Choose the provider that the letter is from.
3.
Choose the letter that you want to send. The body of the letter appears.
4.
Choose Using Letterhead on Paper if you are using pre-printed
letterhead. If this is not selected, the practice name, address and phone
number prints on the letter.
5.
The InTouch letter generator functions like any other word processor.
Edit the letter to meet your preferences, change the font, font size,
orientation of the text on the paper and so forth.
6.
Select Preview to see an example of the printed letter.
7.
Select Setup to select the designated printer.
8.
Choose Process to print the letter and return to the New or Edit
Patient window.
82 • Setting up Patients, Responsible Parties and Policyholders
Patterson EagleSoft 15.00
Viewing Patient Missing Teeth
1.
From the New or Edit Patient window, choose Missing Tth. The
Missing Teeth for Patient window is displayed.
2.
Select the teeth that are missing.
3.
Choose OK to save and return to the New or Edit Patient window.
Setting Up Patient Referrals
Patterson EagleSoft 15.00
1.
From the New or Edit Patient window, choose Referrals. The
Patient Referral window is displayed.
2.
Select the appropriate choice:
•
Not Referred
•
Patient
•
Provider
Setting up Patients, Responsible Parties and Policyholders • 83
•
Referral Source
3.
Enter or select the Referred By source.
4.
Review the Has Referred list.
5.
Choose Letter if you want to send a letter to the referral source. The
InTouch window is displayed. Choose the provider that the letter is
from and the letter that you want to send. The body of the letter
appears. Select Using Letterhead on Paper if you are using preprinted letterhead.
6.
Select the Label/Env button to print an envelope or label.
Print Chart Label – Prints to dot matrix or Dymo printer – patient
name, address, patient ID and telephone number.
Print Chart Laser Label – Prints to laser printer – same information.
Prints on a sheet of labels containing 10 labels down and three across
(standard Avery 5160 label sheet).
Print Envelope – Prints a standard letter-size envelope to a laser
printer with patient name and address and the practice return address in
the upper left.
Print Mailing Label – Prints to dot matrix or Dymo printer – patient
name and address only.
Print Laser Mailing Label – Prints to laser printer – patient name
and address only. Prints 10 down and three across (standard Avery
5160 label sheet).
Note: Select the Print Return Address on Envelope preference in File |
Preferences | Printing to have the return address appear on the
envelope.
7.
Decide if you would like to print out a single label for this patient or an
entire page and select the radio button next to your choice.
8.
If you want to print a single label, enter the row number of the blank
label.
9.
Select OK when you are ready to print.
10. Choose OK to save and return to the New or Edit Patient window.
Rx History
From the New or Edit Patient window, select Rx History to view all current
and expired prescriptions for the current patient. From the Prescriptions
window, you can edit, create and refill prescriptions for the patient.
For more information on the Rx Writer, see the Rx Writer chapter in the
Continuing Care unit.
Medical History
From the New or Edit Patient window, select Medical History to view, edit
or print the current patient’s Medical History exam. From this window, you
can add comments, alerts, allergy information and much more.
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Like most dental offices, your practice probably hands out medical history
forms to all new patients. These forms are useful for finding out a patient’s
medications, physicians, allergic reactions to specific drugs or anything else
that would be relevant to a dental visit. EagleSoft’s medical history form
has an on-screen, printable form that stores all this information.
Medical History Features
Choose the appropriate checkboxes and alerts to update the form online.
When you select a checkbox or radio button, and the text next to it appears
red, that condition is added to the patient’s alerts. For example, if the
patient you select is allergic to Penicillin and has had Angina/Chest Pain,
the alerts display both Penicillin and Angina/Chest Pain in the Alerts
message box.
Functions in the Medical History Exam window:
•
Select No For All – This option allows you to mark all of the
answers as “No”. When selected, the button toggles to Remove
All Answers.
•
New Med Hx – This allows you to open a new blank Medical
History form
•
Comments – This allows you to enter additional comments
connected to this patient’s medical history
•
View Previous – This enables you to view the previous Medical
History forms on file for this patient
•
View Form – This enables you to view all images the user has
marked as Medical Histories
•
Print Y/N Form – This allows you to print the Yes/No form
•
Print Form – Select this button to print a blank medical form for
the patient to fill out
When the patient has filled the form out and signed it, the form can
then be scanned into the system and attached to the patient’s
medical history. This is available only if Imaging is installed.
The form information can also be keyed in manually. Be sure to
select Save before exiting
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•
Print Answers – Select this button to print the Medical History
exam currently being viewed. When a form is completed, you can
then print the Medical History report. This report includes the
questions and answers available on the Medical History report.
From here, the SmartDoc options are available. See the section on
SmartDoc for more information
•
Save – Be sure to select Save after completing a Medical History
window for a patient. If the Medical History form is saved, the
information is available later to view or print
•
Cancel – Select this button to close the Medical History form
without saving
Setting up Patients, Responsible Parties and Policyholders • 85
Available from the Patient Route Sheets Window
•
Patient Route Sheets – If you want to print the Medical
History exam with a patient’s route sheet, select the Medical
History checkbox in the Patient Route Sheet window
SmartDoc
The SmartDoc button is disabled until the Patient has been saved. See the
SmartDoc section for more information on this feature.
Inactivate Patients
To inactivate a patient, select Lists | Person. Select the Patient and choose
Edit. In the Edit Person screen, select the Preferences button. Under
Financial Preferences, deselect the Active checkbox.
Select the checkbox Show Inactives on the Person List. An inactivated
patient will appear on the Person List in pale gray.
Delete Patients
Right-click on a Patient’s name on the Patient list and select Delete. The
following image appears.
The Delete Patient window lists any and all reasons that a patient cannot be
deleted. If you are unable to delete the selected patient, you will have the
option to inactivate them.
When attempting to delete a patient, the Delete Patient window appears
immediately. Select Yes to inactivate the patient and return to the Person
List. Select No to return to the Person List without any changes made.
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Setting Up Employers and
Insurance Companies
Overview
There are many different pieces of information to consider when setting up
your EagleSoft system to accurately estimate insurance. The different areas
of information include insurance companies, employers, fee schedules,
coverage books, policyholders and patients. This section explains each of
these different areas to help you better understand how they are related.
In your community, you have several employers who offer insurance to
their employees. In EagleSoft, these are entered as employers. The
companies who guarantee these insurance plans are called insurance
companies. Each employee who receives the benefits of these plans is
considered a policyholder. Each policyholder may have insurance for
multiple patients, usually family members.
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Setting Up Employers and Insurance Companies • 87
This chapter gives information on the following:
•
Adding and editing insurance companies
•
Adding and editing employers
•
Setting up employer preferences
•
Creating fee schedules
•
Creating coverage books
Insurance Company Setup
An insurance company is the company that offers insurance plans to
employers. The Insurance Companies’ quick box lists all of the insurance
companies for your patients. You can add new companies, edit existing
companies, delete companies or print a report of existing companies.
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, Province, Postal 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.
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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.
Carrier ID – Enter the carrier ID here.
Network – select the hyperlink to select the Network.
CDAnet Version – Enter the CDAnet version.
Claim Age Limit – Enter the claim age limit. The claim age limit is the
age at which the patient is responsible for their own care.
For more information on payment groups, see the Receiving Payments
chapter in the Account Management unit.
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.
4.
Choose OK to save and return to the Insurance Companies List quick
box.
Changes to Insurance Information
When an Insurance or Employer information is modified, a warning appears
informing you that changes apply to all patients attached to this Employer
or Insurance Company. A note will appear in the System Activity Log
denoting changes to Insurance Company or Employer information.
Employers/Coverage List Setup
Now that the insurance companies have been entered into the EagleSoft
database, you need to set up the Employers who offer dental insurance to
their employees. You can set up and maintain detailed information within
Lists | Employers /Coverage List in EagleSoft. The list displays the
employer name, the name of the associated insurance company and the
group number for the employer with the insurance company.
The Employers/Coverage List setup records the deductible, yearly
maximums, group number and the necessary information for accurately
estimating how much the insurance company is expected to pay.
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Setting Up Employers and Insurance Companies • 89
Note: Several employers may share the same insurance company. If an
employer has multiple insurance companies, you can create the employer
again, but add a 2 or B to the end of the name to differentiate it from the
first employer.
The Employers/Coverage List quick box lists the employers and their
associated insurance coverage.
From this list, you can do the following:
•
Add New employers and link them to an insurance company
•
Edit employers or their coverage
•
Delete an employer
•
Print a Report of all employers
Adding or Editing a New Employer
From the Lists menu, choose Employers/Coverage list. The
Employers/Coverage List is displayed.
Choose New or Edit. The New or Edit Employer window is displayed.
Enter the basic information for the employer.
Enter the Group Name and Group Number for this employer.
Enter the Deductible, Maximum amount of coverage and the Beg. Ins.
Month for the insurance company.
Enter the Insurance Company or select the word Ins. Company to select
an existing insurance company or to set up a new one.
Select the Ins. Form. This is the insurance form that is used by default for
all patients with this employer.
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.
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.
Select a default Adjustment Type from the dropdown list box.
Review and update the Percent covered for each service type and indicate
whether this classification should be applied against the deductible.
Choose Notes, Prompts, Productivity, Coverage Book or Preferences to
add more information to the employer/insurance coverage.
Choose OK to save and return to the Employers/Coverage List.
Employers/Coverage List Options
Use:
Notes
90 • Setting Up Employers and Insurance Companies
To:
Enter notes about the employer or
insurance coverage.
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Prompts
Answer questions about the employer or
insurance coverage.
Productivity
Review the productivity of the insurance
coverage for that employer.
Coverage Book
Record the insurance coverage book
entries.
Preferences
Choose insurance company preferences
such as calculation method and
identification type.
Print Summary
Generate a report detailing the current
employer/insurance coverage
information.
Writing Employers/Coverage Notes
1.
From the New or Edit Employer window, choose Notes. The
Employers/Coverage Notes window is displayed.
2.
Type any notes that apply to this employer.
3.
Choose OK to save and return to the New Employer window.
Using Employers/Coverage Prompts
1.
From the New or Edit Employer window, choose Prompts. The
Employers/Insurance Coverage Prompts window is displayed.
2.
Type the answers to any employer prompts that are set up.
For more information on Prompts setup, see the Prompts section of the
General Setup chapter in this unit.
3.
Choose OK to save and return to the New Employer window.
Reviewing Employers/Coverage Productivity
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1.
From the New or Edit Employer window, choose Productivity. The
Employers/Insurance Coverage Productivity window is displayed.
2.
Review the productivity information.
3.
Choose OK to save and return to the Edit Employer window.
Setting Up Employers and Insurance Companies • 91
Indicating Employer Preferences
1.
From the New or Edit Employer window, choose Preferences. The
Employer Preferences window is displayed.
2.
Choose the preferred identification type for Identify Billing Dentist
By:
CDA Office Number, Social Insurance Number, or CDA
Provider Number – Any of these three choices identify the dentist on
the insurance claim form.
3.
Choose the preferred Calculation Method:
Estimate Insurance – Estimates each service entered during the
walkout based on the service type selected for the service code and the
percentage set for that service type. The patient’s deductible and
remaining benefits are taken into consideration.
Note: If an amount is updated in the coverage book, this amount
overwrites the estimated percentage.
Ins. Company Responsible for All – The total amount of the
patient’s walkout is designated to the insurance portion, unless the
patient runs out of benefits. In that case, the remainder of the amount is
designated to the patient portion.
Patient Responsible for All – No estimation of insurance takes
place, but an insurance claim is generated. The total amount of
services goes to the patient portion. Also, Signature on File is
removed from the insurance form and the insurance payment is sent to
the patient.
4.
Choose the preferred secondary calculation method in the Secondary
Calculation Method box.
Amount Not Paid By Primary
Example: Service = $100, covered at 80%
Primary then covers $80, leaving $20.
Secondary then figures 80% of $20, which is $16.
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This leaves $4 for the patient to pay.
Submitted Amount
Example: Service = $100, covered at 80%
Primary then covers $80, leaving $20.
Secondary then figures 80% of $100, which is again $80.
But, the total insurance portion cannot be more than the total amount of
the service, which is $100, so the total amount estimated by secondary
insurance can only be $20.
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5.
Division/Section Number – Enter the division and/or section number
pertaining to this employer.
6.
Check Authorizes Payment To Office if you wish for the insurance
check to be sent to your office.
7.
Check Lifetime Maximum Applies if the patient has a lifetime
maximum of benefits.
8.
Check Lifetime Deductible Applies if the patient has a lifetime
deductible.
9.
Check Do Not Track Claims if your practice does not submit
insurance claims but still wishes to provide completed claim forms to
patients.
Setting Up Employers and Insurance Companies • 93
Service Codes
Overview
The next step is to set up the service codes and their corresponding fees and
preferences. You need to enter all service fees and your own service codes,
if desired. We encourage you to review the list of CDA codes and services
prior to setting up fees and service codes. This enables you to indicate your
current fees and codes to be entered into EagleSoft.
We recommend reviewing the current service codes in your system. To do
this, print a Service Code Master report.
Printing a Service Code Master Report
1.
From the Reports menu, choose Services. The services-related reports
are displayed.
2.
Choose Service Code Master from the Reports list.
3.
Choose OK to preview the Service Code Master report.
4.
Choose Print to print the Service Code Master report.
5.
Choose Cancel to return to the Reports menu.
6.
Choose Cancel once more to return to the Main menu.
Quick Entry for Service Code Fees
To quickly and easily key in your service code fees, first print the Service
Code Master report and write down your office fees next to the
appropriate codes. Then, use this report and the following steps to quickly
enter your fees into EagleSoft.
1.
94 • Service Codes
To initially set up your service fees, choose Change Service Fees from
the Utilities menu.
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2.
Disregard the Service Type, Markup Services By and Round Fees to
The Nearest fields.
3.
To input your fees, simply type them in the New Fee column.
4.
Choose OK to save.
Note: A progress meter is displayed on your window as the service fees are
being updated.
The Apply button is for use when marking up service fees. You do not
need to select it when entering the initial fees.
Adding a New Service Code
1.
From the Lists menu, choose Service Codes. The Service Codes List
quick box is displayed.
2.
Choose New to input a new service code. The New Service Code
window is displayed. If you are making modifications to a code,
highlight the code you want to modify in the Services list, choose Edit,
and the Edit Service Code window appears.
3.
Enter or modify the service code number. The code can be the same as
your CDA code or a different code may be used. The service code also
appears in the CDA Code field. It also appears in the account history
of the patient.
Note: The service code cannot be changed once it is entered and saved
in your system
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Service Codes • 95
4.
Type an CDA Code, or, if the CDA code is to remain the same as your
service code, press the Tab key to move to the next field. The CDA
appears on the insurance claim form.
5.
Type a Display Abbr. This is displayed with appointment information
in OnSchedule. If you have Clinical installed, the Display
Abbreviation is displayed on the Quick Picks.
6.
Type a Description for the service code.
7.
Select the correct Service Type (or category) for this service code from
the dropdown list.
8.
Type the Master Standard Fee. The Master Standard Fee is the fee
your office uses for that particular service.
9.
Type the applicable Lab Fees into the Lab Fee fields.
10. Enter Time Units by scrolling up or down or manually entering the
number.
11. Select the appropriate Affected Area for this service code.
12. Set the default Preferences so that they correspond with your office’s
preferences.
Taxable Service – Use this option to apply taxes to services. The
sales tax rate is entered in the Accounting Preferences window. If a
sales tax rate is entered and the service code is marked as a taxable
service, a tax amount is automatically figured for each walkout that
contains this service.
Submit On Insurance – Marking this option ensures that the service
code is always submitted to insurance. If you do not want to submit
this service code on insurance, deselect this option. An example of a
code not submitted is a toothbrush code.
Apply Discount – Use this option to mark a service to receive a
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discount. If the patient is set up to receive a discount and the service
that is processed is marked to receive a discount, a discount applies.
Active – Shows service is currently being used by the system.
Allow Use as Lab Code – Select this option to use this service code
as a Lab Code.
Updates Patient Recall – Use this option to update the next recall
date for each patient. If the service code is marked to update patient
recall and the patient is walked out with this service, the patient’s next
recall date is updated based on his individual recall frequency. Use the
dropdown list to select the Recall Type.
Updates Patient’s Last Bitewings – Use this option to update the
bitewing date based on this service code.
Updates Patient’s Last Full Mouth Series – Use this option to
update the full mouth series X-ray exam based on this service code.
Updates Patient’s Last Panoramic – Use this option to update the
panoramic X-ray exam based on this service code.
Allow Free Form Description – Enabling this option allows you to
change the description of the service code from the Walkout and
Treatment Plan windows.
Generates PostOp Call – Use this option to include the service on
the PostOp Call report that is printed through EOD processing or
through the Report menu.
Generates Lab Case – Select this checkbox to enable a service to
generate a lab case when walked out.
13. To set the Normally Performed By setting for this code, choose either
Dentist or Hygienist by selecting on the radio button next to your
choice. The patient’s preferred dentist or hygienist then defaults in as
the provider on their walkout statements and treatment plans according
to this setting for the code being used.
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Service Codes • 97
Additional options:
Notes, Productivity,
History, Fee
Schedule, Chart
Setup and Post
Procedure
information.
14. To enter notes for the service code, select Notes. The Service Code
Notes window is displayed. Type any notes you have for this code, and
select OK to save the note(s) you have entered and to return to the
Service Code window.
15. To review Productivity for the service code, select Productivity. The
Service Code Productivity window displays the service’s productivity
(units and revenue) for this month and this year. To close the window
and return to the main Service Code window, select OK.
16. Select History to review a listing of patients who have received this
service. You can modify the range of dates in the Show History From
and To fields. Select Refresh to refresh the listing after modifying the
date range.
Select Report to print a report of the listing.
When you are finished reviewing the history for this code, select OK.
17. To add this service code to a fee schedule, select Fee Schedule.
Choose Add to include the service code in a fee schedule not listed.
Choose Delete to remove the service code from a fee schedule. When
you are finished making any modifications, select OK to save your
changes and return to the main Service Code window.
Please refer to the section on Fee Schedules for more information.
18. Choose OK to save and return to the Service Code List quick box.
19. The following buttons are available below the Fee Schedule button:
Chart Setup and Post Proc.
20. Select Chart Setup to set up this area.
•
Draw Type – Select a draw type for this service. To set up
colours and hatch types for the Draw Types, go to the Chart
window in Clinical Preferences
•
Colour – Select a colour for this service
•
Button Group – Select a Button Group for this service.
Button Groups provide a quick way for you to assign services
to teeth in the Chart window
Button groups are assigned under the File | Preferences |
Quick Picks section of Clinical
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•
Action Code – Select an action code for this service. This
feature enables you to track disorders and diseases more easily
from the Restorative window in Clinical Exam
•
Smart Code Setup – Select a type of smart code setup
For more information on Smart Codes, see the General Setup
chapter in this unit
21. Select Post Proc. (Post Procedure) to assign an AutoNote as a post
procedure note for this service code. Post procedure notes are notes
automatically entered into the patient’s history when the service code is
walked out.
22. Select CAESY to assign CAESY video presentations to the selected
service code. This button will appear only to CAESY users.
23. To attach CAESY Printables to a service code, select List | Services.
Select the desired service code and select Edit. In the Edit Service
Code window, select the Printables button.
In the CAESY Printables Assignment window, select the checkbox
pertaining to the desired CAESY Printable form(s). Select OK.
Select the Preview button to view a PDF file of the selected CAESY
presentation.
24. Select Standard Fee to view the fee information for this Service Code.
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Service Codes • 99
Standard Fees by Provider
This feature was designed to allow the Practice to establish standard fee
amounts that can be attached to each provider and function outside of
Master Standard Fees.
Create a Standard Fee List
In the Lists menu, select Standard Fee List.
Select the New button to create a new Standard Fee list. Select the Edit
button to edit an existing Standard Fee List.
Use a name that will help you
remember what the specific
purpose of these fees is such as
the name of the provider or an
insurance carrier.
Similar to creating Master Standard Fees, enter a name and create your
Standard Fee List. Select OK to save.
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Master Standard Fees
Your original Standard Fees are referred to as the Master Standard Fees.
When using the utility Change Service Fees, be sure to select the Master
Standard Fee to update the core office fees. You can use the utility to
update other Standard Fees as well.
Standard Fees and Services Codes
When creating or updating Service Codes, select the Standard Fee button to
review or edit your Standard Fees pertaining to this code.
To access the Service Code list, select Lists | Service Codes. Select the
desired Service Code and select Edit. Select the Standard Fee button. The
Standard Fees for the selected Service Code are displayed.
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Service Codes • 101
Select the Fee field to change the Standard Fee amount. Select OK to save.
Standard Fee Reports
A new report has been added to help you manage your Standard Fees.
Service Codes by Standard Fee – This report displays a list of all
Standard Fees and their associated Service Codes and Fees.
Attach Standard Fee Lists to a Provider
Under Lists, select Provider/Staff. Highlight the desired Provider and
select Edit. In the Standard Fee field, use the dropdown list to select an
existing Standard Fee List or select the hyperlink Standard Fees to create a
new one. Select OK to save.
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The following message appears.
Obtain Exclusive Use and select Yes to apply the new Standard Fees to
the Provider. Select No to close without saving.
Standard Fees and Planned Services
To update the fee charged on your planned services to the newly attached
Standard Fees, select the Standard Fee list from the Lists menu.
Select the Standard Fee schedule and select Edit. Select the checkboxes
Update Treatment Plan Fees and Update OnSchedule Fees. Enter a
Markup Services percentage of 0%. Select the Apply % button. Select
OK to save.
Setting Up Fee Schedules
Fee schedules are used when you want to charge fees that differ from your
standard fees. They can be set up for both employers and for patients. Fee
schedules linked with patients override fee schedules linked with that
patient’s employer during the processing of walkout statements.
Fee schedules may or may not cover all of the services in your office. For
example, if you want to create a family fee schedule, you might want to
include only commonly used services offered at a discount price, such as
child and adult prophylaxis, fluoride treatments and X-rays.
Services not appearing in the fee schedule are charged at the standard fee
rate.
Setting Up New Fee Schedules
You have several options available to help you create fee schedules:
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Service Codes • 103
Use:
To:
Automatically Setting Up
All Service Codes
Generate the fee schedule using a set
percentage of the service code
standard fees.
Individually Setting Up
Service Codes
Change the prices of services one at
a time.
Utilizing an Existing Fee
Schedule
Copy a current fee schedule and
give it a unique name. Then add,
delete or modify fees as necessary.
Automatically Setting Up All Service Codes
for a Fee Schedule
This option automatically adds all service codes to your fee schedule. The
service codes are based on the fee multiplier.
1.
From the Lists menu, choose Fee Schedule List. If you are in Practice
Management Mode, select Lists and choose Fee Schedule List.
2.
Choose New to create a new fee schedule.
3.
Select the Automatically Setting Up All Service Codes option.
4.
Enter the Choose Fee Multiplier. Choose OK. The New Fee Schedule
window is displayed.
5.
Type the name of the fee schedule.
6.
Add or delete fees as necessary.
7.
Choose OK to save and return to the Fee Schedules list.
Update OnSchedule Fees checkbox
To update Fee Schedules, go to Lists | Fee Schedules and edit the desired
Fee Schedule. Select the checkbox to update the fees on all scheduled
appointments attached to the selected Fee Schedule.
• If Patient Preferences and the employer both have a Fee
Schedule attached, the fee schedule attached to Patient
Preferences will be the overriding fee schedule
• If a service were attached to an appointment, the
corresponding service in treatment plan items would also be
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•
•
•
updated regardless if update treatment plan items was checked
since schedule items are always in treatment plan
Any outstanding pre-authorizations associated with any of the
fee changes will be closed
Updating OnSchedule fees will also update the scheduled
amount on appointments and goals from Day at a Glance and
Month at a Glance
You will receive a pop-up noting that it will not update any
fees except those that come from this fee schedule and that
scheduled amounts will be updated
Update Treatment Plan Fees checkbox
Select the checkbox to update all Treatment Plan items that are attached to
the selected Fee Schedule.
• If Patient Preferences and the employer both have a Fee
Schedule attached, the fee schedule attached to Patient
Preferences will be the overriding fee schedule
• Any outstanding pre-authorizations associated with any of the
fee changes will be closed
• Using this option will cause the insurance on treatment plan
items affected by this change to be recalculated when viewing
treatment plans
• If a patient has a Treatment Plan item scheduled and update
OnSchedule is not checked, any scheduled services from
treatment plan items will not be updated
Exclusive Use is required.
Setting Up Fee Schedules By
Individually Setting Up Service Codes Option
Choose this option if you have some employers with only a few services on
a fee schedule. This option enables you to add services one at a time.
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1.
Go to Lists and choose Fee Schedules. The Fee Schedules List is
displayed.
2.
Choose New to create a new fee schedule.
3.
Choose Individually Setting Up Service Codes.
4.
Choose OK.
5.
Type the Fee Schedule name.
6.
Choose Add. Enter the service code or press the F2 Key and select the
service code from the service code list.
7.
Type the fee for this service code.
8.
Continue steps 5-7 until you have completed your fee schedule.
9.
Choose OK to save and return to the Fee Schedules List.
Service Codes • 105
Setting Up Fee Schedules By
Utilizing an Existing Fee Schedule
There are times when you create a fee schedule that is similar to a fee
schedule for another insurance company. This feature enables you to use
pre-existing fee schedules for a new fee schedule, and then certain fees can
be modified, as you like.
1.
From the Lists menu, choose Fee Schedules. The Fee Schedules list
is displayed.
2.
Choose New to create a new fee schedule.
3.
Specify Utilizing an Existing Fee Schedule.
4.
Select the existing fee schedule to modify.
5.
Choose OK. The New Fee Schedule window is displayed.
6.
Type the name of the new fee schedule.
7.
Add or delete fees as necessary.
8.
Choose OK to save and return to the Fee Schedules list.
Setting Up Coverage Books
After an insurance claim is submitted and returned to the office, you receive
a cheque, an Explanation of Benefits (EOB) or both. Sometimes in the
explanations and the cheque, you receive a payment amount different from
the estimated amount. The insurance company paid less than the usual
amount and explained it by saying that they paid 70% (instead of the usual
80%) and not more than $50.00 on that service.
A coverage book lists all of the exceptions for a particular insurance
coverage. When a claim is returned with explanations of an exception or
you receive information from an insurance company, you can record these
exceptions in the coverage book for that insurance coverage. Including
these exceptions in the coverage book helps your office more accurately
estimate insurance payments in the future.
Creating or Updating Employer/Insurance
Coverage Books
There are several different ways of creating coverage books. You can
create a brand new coverage book or you can use an existing coverage book
to create a new one.
1.
There are two ways to create new coverage books.
From the Coverage Book List window, select New.
-orFrom an existing coverage book, select Save As New.
If you have selected a current coverage book and selected the Save As
New button, the Edit Coverage Book window appears.
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2.
Choose Add to add a service to the coverage book. If you have
selected a current coverage book, you may need to update the service
items or their coverage. If this is the case, continue reading. If not,
select OK to save the coverage book.
3.
Enter the service code or press the F2 key and select the service code
from the list. The service information is displayed, including the
standard fee.
4.
Enter the UCR if the insurance company has specified a maximum
allowable amount for the service.
5.
Under the Coverage column heading, select the down arrow and select
Dollar Amount, Percentage or Ignore.
Dollar Amount – The specific amount to be covered. Enter the
amount that you know the insurance is paying on this service in the
Covered field.
Percentage – The specific percentage amount to be covered for the
service. Enter the percentage that insurance covers in the Covered
field. The percentage is figured on the UCR amount, if entered, not the
standard fee.
Ignore – Use the preference for Deductible from the Edit Employer
window.
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6.
Enter a dollar amount or percentage in the Covered column.
7.
In the Ded. Applies column, choose the appropriate setting from the
dropdown menu.
8.
Continue to add and delete services, as necessary.
9.
Choose OK to save the coverage book.
Service Codes • 107
Exploding Codes
Overview
An exploding code is a code that represents a group of service codes that are
commonly used together. This feature is designed to save you time while
entering services on the walkout statement. The exploding codes are given
their own unique service code and description (for example, ID: EXAM,
Description: Routine Exam). When an exploding code is used within a
walkout statement, all of the services grouped within that exploding code
are listed as individual transactions.
The Exploding Codes List quick box shows a list of all the practice’s
exploding codes listed by the code and description. From here, you can add
a new exploding code, edit or delete an existing exploding code and print a
report of all the exploding codes.
Adding an Exploding Code
108 • Exploding Codes
1.
Go to Lists | Exploding Codes. The Exploding Codes List quick box
is displayed.
2.
Choose New. The New Exploding Code window is displayed.
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3.
Enter the exploding code and the Description of the exploding code.
Once the Exploding Code is saved, you can modify the description or
the services within the Exploding Code window, but the actual code
cannot be modified.
4.
Specify the Status as Active.
5.
Enter a Display Abbr that appears on an appointment block in
OnSchedule. If Clinical is installed, this Display Abbreviation is also
displayed on a Quick Pick button in the Chart window.
6.
To assign the exploding code to a Button Group, select from the
Button Group dropdown list box. The exploding code then appears on
a quick pick button in Clinical’s Chart window.
7.
Choose Add to add service codes to the exploding code group.
8.
Enter the service code and press the Tab key to add a code
or search (F2 key) the Service Codes list for a service.
9.
To add more codes, continue with Step 7 above. Continue adding
services until completed.
10.
To delete a service code from the group, highlight the line of the code
and select Delete. Choose OK to save the exploding code and return to
the Exploding Codes list.
Editing an Exploding Code
1.
From the Lists menu, choose Exploding Codes. The Exploding
Codes List quick box is displayed.
2.
Choose the exploding code you want to edit and then choose Edit. The
Edit Exploding Code window is displayed.
3.
Add or Delete service codes in the group, as necessary.
4.
Choose OK to save any changes and return to the Exploding Codes
list. Choose Cancel to exit without saving your changes.
Deleting an Exploding Code
1.
From the Lists menu, choose Exploding Codes. The Exploding
Codes List quick box is displayed.
2.
Choose the exploding code you want to delete.
3.
Choose Delete. A warning message is displayed. Choose Yes to
delete.
4.
Choose Close to return to the Main menu.
Printing Exploding Codes Reports
1.
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From the Lists menu, choose Exploding Codes. The Exploding
Codes List quick box is displayed.
Exploding Codes • 109
110 • Exploding Codes
2.
Choose Report. The Exploding Code Report Preview window is
displayed.
3.
Choose Print to print the report.
4.
Choose Cancel to return to the Exploding Codes List quick box.
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General Setup
Overview
Like the Practice Information and Preference sections, the General Setup
items must be entered before you can begin using EagleSoft in your office
or operatory. You can come back to General Setup at any time to make
modifications to the settings.
General Setup Overview
The General Setup windows, called quick boxes, are all quite similar. They
have information lists in the center with Use, New, Edit, Delete, Report and
Close buttons at the bottom. To access any of the General Setup quick
boxes, do the following.
1.
From Lists | General Setup, choose a topic. The quick box for that
topic is displayed.
2.
Choose the button for the particular function you want to perform.
Here is a quick reference of the buttons and their functions.
Button:
Function:
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Use
Utilizes the highlighted discount, alert, message
and more in the window from which this was
called. This is only enabled if the F2 key or
hyperlink is used.
New
Opens a window to create a new discount, alert,
message and so on.
Edit
Opens a window to edit any discount, alert,
message and so on.
Delete
Deletes any discount, alert, message and so on.
Report
Prints a report for the selected topic.
Close
Returns to the Main menu.
General Setup • 111
Messages
Messages are notes that appear at the bottom of walkout statements,
treatment plans or monthly statements. They are used as greetings,
reminders or general information. There are a few messages already
included in your EagleSoft system.
The Messages List window displays the description of the messages
currently in your system and a Yes in the Recall Message column if they are
used on recalls.
Simply enter a description of the message, enter the message and select the
checkbox if you want the message to be included in your recall message
choices.
You are able to link these messages to statements through Lists | Practice
Information | Messages.
Printing the Messages Master Report
If you want to view the messages in the database, select Report to print a
Messages Master report.
Postal Code List
The Postal Code List enables you to add or edit any Postal codes in your
database. Postal codes link automatically to the city, province and area
code that are entered with them. Once this information is entered, any time
that a Postal code or city is entered, the rest of the information is
automatically displayed, saving you time and keystrokes.
If you have cities that use more than one Postal code, it is recommended
that you do not save the Postal code to the list. Likewise, if more than one
city uses the same Postal code, do not save these cities to the Postal code
list.
Customizable Prompts
The Customizable Prompts option is another feature that enables you to
customize EagleSoft for your office. Customizable prompts are general
prompts or questions to include in each patient, provider or employer record
for your own office information and record keeping.
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To enter a prompt for that particular area, select the Prompt button.
The following are examples of prompts:
•
Pager phone number
•
Emergency contact number
•
Credit card number
Provider Labels
In the Provider Label List, select the provider ID and select Use to print
labels. Select Edit to enter a different name for an existing entry. Select
Close to end this session without printing.
Staff Positions
Some staff positions are already set up in the EagleSoft database. You can
print a Staff Positions Master report to see which ones they are. You can
add or edit most staff positions, but the system does not allow the dentist
and hygienist to be edited or deleted. These must be included in the Staff
Positions list.
Payment Types
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General Setup • 113
Payment Types are simply the types of payments that your practice accepts.
Examples are cash, cheque or credit card. Some of the payment types
included in the EagleSoft database may be added to or edited. The Cash
and Cheque payment type options, however, cannot be edited or deleted.
Any new payment types must be included in the Payment Types list.
Description – A brief description of the payment type.
Payment Prompt – Often entered as Number (see preceding image) to be
used to record check or credit card numbers.
Currency Type – Select the currency type from the dropdown list.
Primary or Secondary Deposit – The payment type must be marked
for inclusion on the primary or secondary deposit report.
Note: Payment type of credit card should be marked to be included on the
Secondary Deposit. This enables you to distinguish between cash/cheque
and credit card payments more easily.
Active – If marked as Active, the payment type appears as an option when
the payments are being accepted. If not marked as Active, the payment type
does not appear as an option.
Service Types
A list of standard CDA service types is included in the EagleSoft database.
These service types are groups of all the services performed by your office.
This feature is important for insurance calculations; estimated insurance is
based on the percentage for the service type of the service code being used.
Description – The description of the service type.
Default Percentage – The default coverage percentage for that service
type. If you modify this percentage and select OK, the percentage for each
employer for this service type is set to the new default percentage.
Note: If you find that insurance is not estimating correctly for a particular
service:
114 • General Setup
1.
Make sure you have assigned the correct service type
to the service.
2.
Make sure you have assigned the correct percentage
to the service type of the service.
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Deductible Applies – Select this checkbox if you would like to apply a
deductible to this service type for all current or new employers.
3.
If you choose Yes, the deductible is applied to all current and any new
employers.
4.
If you choose No, the deductible is only applied as the default for any
new employers.
To remove the Deductible Applies for employers you do not want to receive
the deductible for that service type, deselect the checkboxes.
Note to Trojan Subscribers: If you subscribe to Trojan Services, you also
have buttons on the window above to specify the correct Trojan Service
Type for each of the service types you have set up in EagleSoft. Refer to
your Trojan Integration documentation for more details.
Adjustment Types
This feature enables you to create custom descriptions about adjustments
that are made to patient accounts. You may add, edit, delete and report your
adjustment types through this feature. If you want to track amounts being
written off during the insurance payment or you need to give a refund, you
need to set up adjustment types (for example, Delta Dental Adjustment) to
track.
For detailed information about Production, Collection and Adjustment
settings, see the Reviewing Provider Productivity chapter in the Daily
Procedures unit.
Account Types
All existing records will be
classified as Standard.
To add or edit an Account Type, select the hyperlink Account Type or go to
Lists General Setup | Account Type. The following window appears.
Select the Use button to apply the selected Account Type. Select the New
button to create a new Account Type. Select the Edit button to edit the
selected Account Type. Select the Report button to view the Account Type
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General Setup • 115
report. Select the Close button to close the window without applying an
Account Type.
The following is an example of the New Account Type window.
The Accounts Receivable by Responsible Party and Delinquent Accounts
Report can be filtered by Account Type.
Recall Types
To create Recall Types, select Lists | General Setup | Recall Types.
Select the New button to enter a new Recall Type. Select the Edit button
to edit an existing Recall Type. Select the Delete button to delete the
selected Recall Type. Select the Report button to preview the Recall
Types report. Select the Close button to exit the window.
Creating New Recall Types
In the Recall Types window, select the New button to add a Recall Type.
In the New Recall Type screen, enter the Description, set the Frequency
and select the Provider. Select the checkbox Plus 1 Day to add one
additional day onto your frequency amount. Select the checkbox Use this
type by default when entering a new patient to set the current Recall
Type as the default recall type for all new patients. Select OK to save your
new Recall Type. Select Cancel to exit the screen without saving.
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Recall Status
To create Recall Statuses, select Lists | General Setup | Recall Statuses.
Select the New button to create a new Recall Status. Select the Edit button
to edit the selected Recall Status. Select the Delete button to delete the
selected Recall Status. Select the Report button to preview the Recall
Statuses report. Select the Close button to exit the window.
Creating New Recall Statuses
To create new Recall Statuses, select the New button. In the New Recall
Status window, enter the Abbreviation and Description of the status.
Select OK to save. Select Cancel to exit without saving.
Time Sheet Work Types
Work types are used in conjunction with the Time Clock program. The
work types are representative of various names for types of time-off. There
are four default work types included in the EagleSoft database: Regular,
Holiday, Vacation and Sick. The Work Types window enables you to
create or edit work types. The work types are attached to time sheet hours.
Adding New Work Types
1.
From Lists | General Setup and then Timesheet Work Types.
The following Work Types window appears.
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General Setup • 117
From the Work Types window, the four default work types are displayed.
2.
Select New.
The following window appears.
3.
Enter the name of your new work type and the default “clock in and
out” time (for example, Paid Time Off: 8:00 a.m. – 5:00 p.m.; Training:
1:00 p.m. – 4:00 p.m. and so on).
4.
Select OK to save the new work type.
Editing Work Types
1.
To edit a work type, select a work type and select Edit.
2.
Edit the name of your new work type (for example, vacation, training
and so on).
3.
When you have finished editing the work type, select OK to save and
close the window.
Printing Work Types
118 • General Setup
1.
To print a report of work types, select Report.
2.
View and sort the report according to your needs.
3.
Select Print to print the report or Close to exit the Report Preview
window.
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Patient Alerts
Patient Alerts are pop-up messages linked to patients that help to identify
and classify your patient list. Alerts can be simple reminders that your
practice may tag to a group of patients, or they may be as critical as alerting
you to a patient’s medical condition. A list of patient alerts has been added
to your EagleSoft system. You may add or edit patient alerts as needed.
Mark significant patient alerts to appear on the window each time a
particular patient is encountered within the system. These are used to call
the staff’s attention to an important medical problem. Set these alerts to
Warn User When Encountered. (See the following image.)
Other patient alerts, such as “Takes good care of his teeth,” do not require
the same level of warning.
See the chapter on Patient Setup to learn how to link patient alerts to
patients.
Note: You can set system-wide preferences to determine the areas in
EagleSoft where the patient alerts appear. To do this, go to File |
Preferences and select the Alerts tab.
Account Alerts
Like patient alerts, account alerts are pop-up messages linked to accounts
that identify and categorize the accounts. Alerts can be useful in
recordkeeping and reporting. A list of account alerts has been added to
your EagleSoft system, but you may add to or edit this list as you like.
Significant account alerts should be marked to appear on the window each
time a particular patient is encountered within the system. These are used
to call the staff’s attention to an important account requirement, such as
“Cash Only” (see the following image). These alerts should be set to Warn
User When Encountered.
Other account alerts do not require the same level of warning, such as
Patient is Employer
You may assign these alerts to accounts via the Alerts button in the
Account window.
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General Setup • 119
Note: You can set system-wide preferences to determine the areas in
EagleSoft where alerts appear. To do this, go to File | Preferences and
choose the Alerts tab.
Discounts
You can set up patient Discounts within your system to be given to
patients. Examples of some common discounts are “Senior Citizens - 5%,”
“Family Discount-5%,” or “Employee Discount-10%.” To add a new
discount, simply enter the Description and the Discount Percentage.
Task Categories
From the Task Categories window, you can create, edit and delete task
categories for Task Manager.
To create a task category:
120 • General Setup
1.
Select New.
2.
Enter a description of the task category.
3.
Select Set Colour to select a colour for the new task category.
4.
When you are finished selecting your colour or mix of colours, select
OK.
5.
Select OK to save the new category.
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Clinical Setup
Chart Setup
The Chart module enables you to enter services and conditions, create
treatment plans, view tooth history and many more options from one
window. All of this information is conveniently stored in the patient’s
history.
Before charting any services, however, you need to set up some basic
information. This section walks you through setting up conditions, quick
picks, Draw Types and button groups.
Conditions
You can enter specific conditions you want to chart, such as abscess,
impaction, open contact. Clinical includes the most common conditions
and you may add or edit conditions as needed.
Adding a New Condition
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1.
Go to the Lists and choose Conditions. The Conditions List quick
box is displayed (see the following image).
2.
Select New or Edit. The Add New Condition or Edit Condition
window is displayed.
Clinical Setup • 121
3.
In the Description field, enter a name/description for the new
condition.
4.
In the Display Abbr (Abbreviation) field, select how you want this
condition to appear on the Chart quick picks. For example, if you type
Abscs to represent the word Abscess, it will appear as Abscs on the
Button Group.
5.
In the Draw Type field, choose the draw type for this condition from
the dropdown list box. The draw type is how the condition will be
displayed in Chart.
6.
Choose a Colour from the colour dropdown list box.
7.
In the Action Code field, choose the action code for this condition
from the dropdown list box. This will enable easier tracking of
diseases and disorders. The action code selected for this condition
determines what is updated in the Clinical Exam | Restor window.
For example:
An Impaction code assigned to an Impacted Mesial condition will
update the Impaction box in the Clinical Exam | Restor window.
In the preceding example, each time the Impacted Mesial condition is
applied to a tooth, the Impaction code box is updated.
8.
Assign the condition an option from the Button Group dropdown list.
There are two Button Groups for conditions. For an Abscess
condition, as noted above, you can add more condition-related quick
picks to this button group.
9.
Select the Affected Area: Tooth, Surface or Root.
10. Select OK to save your new condition. To cancel without saving,
select Cancel.
Editing an Existing Condition
1.
122 • Clinical Setup
From the Conditions List quick box, highlight the condition you want
to modify and select Edit.
2.
Make any necessary changes to the information entered previously.
3.
Select OK to save your changes. Select Cancel if you do not wish to
save your changes.
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Deleting an Existing Condition
From the Conditions List quick box, highlight the condition you want to
delete, then select Delete.
Draw Types
The Draw Types illustrate how a service or condition looks on a tooth.
To view the Draw Types, see the Legend in the Appendix of this guide or,
in the software, go to Chart and select Legend.
For more information, see the Chart chapter in the Operatory Record unit.
Quick Picks and Button Groups
Quick picks provide an easy and quick way to apply service codes or
conditions to teeth or areas of the mouth via the Chart window. Quick
pick buttons (for example, Amalg for Amalgam) are what you see in the
window. The first service you set up in Preferences | Quick Picks is the
service that appears on the quick pick button.
After creating the initial quick picks, you need to create a button group. A
button group is a group of services you have attached to a quick pick button.
The following instructions explain in detail how to create quick picks and
button groups for services and conditions.
Create a Quick Pick for a Service or Condition
1.
Select File | Preferences.
2.
Choose the Quick Picks tab.
A list of numbers is displayed next to a service code or the word
Unassigned. These are quick picks. When you assign a service code,
abbreviation or CDA code to the button group, this is how the quick pick
appears in the Chart window
3.
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Select a Quick Pick number.
Clinical Setup • 123
4.
Select a service code from the Service Code list.
5.
Select Use if you want to select this service code.
If you want to give the button group an abbreviation, follow these
instructions:
1.
From the Integrated Mode, go to Lists and choose Service Codes.
From Clinical Mode, go to Lists | Services. From Practice
Management Mode, go to Lists and choose Service Codes.
2.
Choose a service and select Edit.
3.
Select in the Display Abbreviation.
What you type there is displayed on the Quick Pick in Chart. This
abbreviation also displays in OnSchedule as the service abbreviation in
Notes.
4.
Type in the abbreviation you want for the button group.
5.
Select OK to exit.
You have just created a quick pick. To add more services to the button
group, keep reading.
A dropdown menu is attached to the quick picks. Now you can add services
to each button, which makes charting services easier and quicker.
How to Set Up a Button Group: Services
1.
From a Service Codes List box, choose a service you want to appear in
this button group, such as Amalgam, Sealant and so on.
2.
Select Edit.
3.
Choose Chart Setup button.
4.
To assign this service to a button group, select an abbreviation or
service in the Button Group dropdown list box. The button group is
listed with the service code first and the abbreviation or name second.
5.
Choose the Button Group.
6.
Select OK.
How it Works:
1.
Follow the instructions for setting up multiple quick picks.
2.
Go to the Chart window.
3.
Find a quick pick, like AMALG.
4.
Select the down arrow next to the word.
A button group comes up with the service you just added.
You can add as many services as you want.
Create Quick Pick for Conditions
1.
Go to File | Preferences.
2.
Choose the Quick Picks tabs.
There are two available conditions picks. Select one of the hyperlinks
to assign a condition. The Conditions List window appears.
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3.
Choose a Condition from the list and select Edit.
4.
If there is not one, type in a Display Abbreviation.
5.
Select OK and then select Use for that condition.
Example of How to Use Quick Pick Conditions:
Create a Condition Button Group for Abscess.
1.
Pick the Abscess condition. Select Edit.
2.
Type in Abscs for the Display Abbreviation.
3.
Go to the Chart window. Abscs appears on a quick pick condition.
You have just created a Button Group for an Abscess condition.
Note: A maximum of five letters appears on a quick pick button.
Custom Colour Setup
Colours are used for services and conditions in Chart, chairs in
OnSchedule, AutoNotes and other places in Clinical. Editing any of these
colours, or even creating new ones, is only a few selects away.
1.
From the Lists menu, go to Clinical Lists and choose Custom
Colours.
The Colours List window appears.
Select Edit to change a colour. Select New to create a new colour.
Activities menu.
Smart Code Setup
The Smart Codes are easy ways to chart multiple services and different
surfaces of a tooth. Eliminating the hassle of selecting a tooth and entering
the service code for each surface, EagleSoft offers a convenient way of
attaching multiple services to one service.
From the Lists menu, choose a service code.
1.
Select Edit, and the Edit Service Code window appears.
2.
Select Chart Setup.
The following window appears.
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Clinical Setup • 125
3.
Under Smart Code Setup, select the radio button Use this Code Once
for a Range of Teeth or Use this Code Once per Tooth.
Depending on the service, surface, quadrant, and/or tooth checkboxes
are available to enter services. The services you enter here are linked
under the main service code. For example, if you have a one-surface
amalgam, it is a good idea to enter the second surface amalgam service
code into the 2 Surface box. The same goes for three-surface
amalgams, four-surface amalgams and so on.
4.
When you have entered your selected services, select OK.
The process for setting up Smart Codes for root canals and teeth is the
same except you have different boxes to choose from.
AutoNotes
AutoNotes is a feature that allows you to save text notes as AutoNotes to
later be easily entered into a patient’s file. AutoNotes are often used as Post
Procedure notes tied to service codes.
Adding an AutoNote
1.
From the Lists menu, choose AutoNotes.
The AutoNotes List window is displayed.
126 • Clinical Setup
2.
Select New.
3.
In the Description field, type a name/description.
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4.
In the Note Text field, type the text of your new AutoNote. If
necessary, press Ctrl + Enter to create a new line in the text note.
5.
Select Colour to select a colour for the text. When you select Colour,
a colour palette will appear. Select the colour you want to use for the
AutoNote text. The subject will appear in the same colour, too.
6.
Select OK to save your new AutoNote. The new AutoNote will appear
in the AutoNotes List. To cancel without saving, select Cancel.
Editing an Existing AutoNote
1.
From the AutoNotes List window, highlight the AutoNote you want to
modify and select Edit. The Edit AutoNote window is displayed.
2.
Make any necessary modifications to the Description or Note Text
fields.
3.
Select OK to save your changes. To cancel without saving your
changes, select Cancel.
Deleting an Existing AutoNote
From the AutoNotes List window, highlight the AutoNote you want to
delete and select Delete.
Clinical Exam Types
The Clinical Exam consists of a variety of sub-exams comprised of
questions and data fields used to enter clinical data for the current patient.
When entering information into a Clinical Exam, at times you will want to
answer questions for some sub-exams and not for others. At other times,
you will want to answer questions for all sub-exams. The Clinical Exam
Types enable you to customize the Clinical Exam for only those sub-exams
you need for the current patient.
For example, a Clinical Exam Type may be Complete Exam with each subexam marked. Another Clinical Exam Type might be IntraOral, but only the
IntraOral sub-exam is checked.
Adding a Clinical Exam Type
1.
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From the Lists menu, choose Clinical Exam Types. The Clinical
Exam Types List window appears (see the following image).
Clinical Setup • 127
2.
Select New. The New Exam Type window appears.
3.
In the Description field, type a name/description for the exam type.
4.
In the Include Sub-Exams group, select the checkbox next to each
sub-exam to include when the new exam type is chosen in Clinical
Exam.
5.
Along with the many clinical questions included with each sub-exam,
you can add up to 15 customized questions per exam type. For more
information on adding or editing custom questions, see the upcoming
section on Adding a Custom Question to an Exam Type.
6.
To save your new exam type, select OK. To cancel without saving,
select Cancel.
Editing an Existing Clinical Exam Type
1.
From the Clinical Exam Types quick box, highlight the type you wish
to edit, select Edit. The Edit Exam Type window is displayed.
2.
Make all necessary changes.
3.
Select OK to save your changes. Select Cancel to exit without saving.
Deleting an Existing Clinical Exam Type
From the Clinical Exam Types quick box, highlight the type you wish to
delete, and select Delete.
Note: You cannot delete a Clinical Exam Type that is related to a patient’s
history record from a previous Clinical Exam.
Adding a Custom Question to an Exam Type
1.
From the New Exam Type window, select Add. The Exam Question
window appears.
2.
In the Question field, type your custom question.
3.
Select OK to save your new custom question. To cancel without
saving the new custom question, select Cancel.
Editing a Custom Question
Use caution when modifying a question that already has answers saved in
patient records. The answers will be removed if the question is altered.
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1.
From the New Exam Type window, highlight the custom question you
want to modify and select Edit. The Exam Question window appears.
2.
In the Question field, make your change to the custom question.
3.
Select OK to save your change to the custom question. To cancel
without saving your change, select Cancel.
Deleting a Custom Question
From the New or Edit Exam Type window, highlight the custom question
you want to delete, and select Delete.
Annotations
Annotations are comments you create to identify areas of concern on a
patient video image. They are used to “point” to the area of concern. While
viewing the image, the annotation can be displayed or hidden from view.
Follow these steps to enter or edit annotations:
1.
From Lists menu, choose Annotations. The Image Annotation Type
List window is displayed.
2.
To enter a new annotation, select New. If you wish to edit an existing
Annotation, select the desired record and choose Edit.
3.
A box appears where you may enter or edit the condition.
4.
Enter the description.
5.
When all necessary changes have been made, select OK to save your
changes and return to the Annotations quick box.
For more information on using annotations, see the Annotation section in
the Advanced Imaging chapter located within the Imaging unit.
Image Templates
Image templates can be used when acquiring images from any source in the
Advanced Imaging window. For example, when you create an image
template for a scanner, a shortcut for the scanner template appears in the
Exam Bar area. The Image Template window makes acquiring images
from virtually any source easy and efficient.
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Clinical Setup • 129
1.
Go to Lists and choose Image Templates.
The Image Template List window is displayed. A few preset image
templates have already been entered for your convenience.
2.
Select New or Edit. The New or Edit Image Template window is
displayed.
The following is an example of the New Image Template window in
Standard Mode.
If you select New, the Standard Mode is active. If you select Edit, the
Custom Mode is active.
3.
To switch to Custom Mode, select the Custom Setup button in the
top-right corner of the window. If you are viewing Custom Mode,
select the Standard Setup button in the top-right corner of the
window.
Default Source
From both modes, the Image Template window enables you to select a
default source for each position in the template. This feature also enables
you to choose multiple sources within an image template. The Default
Source on the position plays an important role in using Auto Acquire during
image acquisition.
Single Default Source
1.
To choose one default source for the entire image template, assign
some positions for your template.
2.
Select the Default Source dropdown list box and choose a source.
3.
Modify any other Image Template features and select OK to save and
exit.
Multiple Default Sources
130 • Clinical Setup
1.
To assign multiple default sources, press and hold the Ctrl key.
2.
Select individual positions.
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3.
Select Image Info button, and the Image Information window
appears.
4.
Select the Source dropdown list box and choose a different source.
Modes
There are two modes for creating image templates – Custom and Standard.
Standard is best for quickly creating image templates. Custom is best for
editing and customizing existing templates to meet operatory needs.
Custom Setup
1.
On the displayed grid, select the squares that will be used by your new
template in the order in which they will be used (filled).
If you do not enter them in the order they will be used, you can modify
their order by highlighting the square you wish to change, and selecting
either the << or >> button. The template sequence number for the
selected square is displayed in the Sequence field to the right of the
window.
Your image template may begin to look something like the following
image.
Use the Clear and Clear All buttons to clear your current template.
If necessary, modify the Image Orientation of the selected square by
selecting the radio buttons.
2.
3.
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You have two checkboxes for flipping the image. These are:
Flip This Image – Flips the image vertically upon acquisition.
Mirror This Image – Flips the image horizontally upon
acquisition.
To choose one default source for the entire image template, select the
Default Source dropdown list box and choose a source.
4.
To assign multiple default sources, press and hold the Ctrl key.
5.
Select individual positions.
6.
Select Image Info and the Image Information window appears.
Clinical Setup • 131
7.
Select the Source dropdown list box and choose a different source.
Select OK to save and exit the Image Information window.
8.
Select from one of the Update Properties checkboxes to update the
Summ (Summary) window in the Clinical Exam.
•
9.
Patient’s Last Bitewings
•
Patient’s Last Full Mouth
•
Patient’s Last Panoramic
Choose the Add to New Exam Bar checkbox if you want to add this
image template to the New Exam Bar in Advanced Imaging.
10. To save your new image template, select OK. To save the image
template under a different name than the one entered in the Description
field, select Save As. Select Cancel to exit without saving.
Standard Setup
1.
If not already viewing the Standard Setup mode, select the Standard
Setup button.
2.
To assign positions to the image template, enter numbers in the grid
located in the top right of the window. As you assign numbers to the
positions, the image template is created. For example, to add three
right maxillary positions, enter a three in the corresponding box.
3.
Select the Horizontal Bitewings checkbox if applicable for the
template.
4.
Select Vertical Anterior checkbox if applicable for the template.
5.
Choose a default source from the Default Source dropdown list box.
6.
Repeat steps 3-10 under Custom Setup mode.
For more information on Auto Acquire, see the X-ray section in the Setting
up Operatory Preferences chapter in this unit. Or, see the Acquiring New
Images section in the Advanced Imaging chapter located within the
Imaging unit.
DenOptix Scan Types
The DenOptix machine currently operates with three different carousels:
IntraOral, Cephalometric and Panoramic. Each carousel has a unique layout
and many areas to place “plates.” Based upon how you prefer to acquire
images using your DenOptix machine, you need to set up DenOptix Scan
Types to instruct Clinical where the film should be placed on the plates of
each carousel.
DenOptix Scan Type Setup
1.
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From the Lists menu, choose DenOptix Scan Types. The DenOptix
Scan Types window will be displayed.
2.
Select New.
3.
Enter a description for your new image template in the Description
field.
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4.
Choose the carousel type you are using from the Carousel Type
dropdown list box.
5.
Next, you need to assign plate locations for template film.
To do this, you must first choose a template from the Template
dropdown list box. Once you have selected a template, it will be
displayed in the template display window.
6.
To assign the first film to a plate, highlight the plate on the DenOptix
carousel mount where the film should be assigned, and select Assign.
You can also double-click on the plate.
If you wish to assign this film template to a Patient Group, follow these
instructions:
•
Select Next
•
Change the patient to the next group (Group 2) from the Patient
(Group) dropdown list box
•
Choose the Template
These steps must be done for multiple patients in one DenOptix Scan Type.
Assigning a Patient Group to an image template is helpful later when
assigning acquired X-ray images to a patient.
Continue this process for each plate on your carousel by selecting Next and
repeating steps 4 through 6.
Custom Image Enhancements
The Custom Image Enhancements feature enables you to apply your own
customized X-ray image adjustments. You can apply these enhancements
from the Advanced Imaging module.
1.
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To set up Custom Image Enhancements, go to Lists | Custom Image
Enhancements.
Clinical Setup • 133
2.
To edit an existing enhancement, select an enhancement and select
Edit.
3.
Select New to create a new image enhancement.
The New Custom Image Enhancement window appears.
4.
When you are finished, select OK to save the new image enhancement.
For more information on applying image enhancements, see the Effects
sub-section in the Advanced Imaging chapter located within the Imaging
unit.
Image Source Enhancements
The Image Source Enhancements window enables you to create advanced
imaging enhancements that automatically apply to any images acquired
from specified sources. For example, you can increase brightness, decrease
contrast and sharpen the edges on all images acquired from DenOptix.
1.
From Lists, choose Image Source Enhancements. The Image
Source Enhancements window appears.
2.
Select New to create an image source enhancement. To edit an image
source enhancement, select an enhancement and select Edit.
The following window appears.
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3.
Select an image source from the Image Source dropdown list box.
4.
Select enhancements to automatically apply to any image acquired
before it appears on-screen from the selected source. This
enhancement is not added to the history of the image.
5.
Select OK to save and close.
Example Groups
The Example Groups option enables you to store sample images for client
representation. These images allow you to show patients other patients’
photos who had the same procedures performed. These images are stored in
the Example Image Group and can be viewed from the Advanced Imaging
module.
1.
To create an Example Image group, go to Lists | Example Image
Groups.
2.
Select New to create a new example image group. Select Edit to
rename an existing example images group.
3.
To view the example images, go to Advanced Imaging and select the
Exam by Type button in the Exam Bar window.
Select the plus next to Example Images. The Example Images
Groups appear below the Example Images.
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4.
To see the photos, select a folder. Double-click on the name of the
folder to view all images in the Exam View window. The picture
appears on the right in the Exam View window.
5.
To change the Example Group, select the Example dropdown list box
in the Image Information window or select the blue underlined word
Example.
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Document Groups
From this window, you can create document groups for your images. The
document groups are classifications for different types of images: Full
Smile, Insurance Documents, Lower Arch, Medical Histories and so on.
You can assign any type of document to a Document Group. The most
recent image acquired and saved into any of the four default image groups –
Patient Photo (the last patient photo acquired appears any time a patient’s
photo is viewed), Full Smile, Upper Arch and Lower Arch – appears on the
front window of the Clinical Exam.
The Document Groups are also available from the Advanced Imaging
window. Select the Exams by Type button in the Exam Bar window.
Then, select the plus sign next to Images by Document Group.
Select a folder and choose a document to view. You can also double-click
on the name of the folder to view all images within the Exam View
window.
If you need to change the group assigned, view the Image Information
window and select a different Document Group from the Document
Group dropdown list boxes.
Application Interfaces
The Application Interface Manager enables you to set up and modify
programs that can integrate with Clinical, such as CEREC and others.
These programs are available from the Application Interface Manager
submenu off the Clinical Activities menu.
Adding an Interface
Go to Clinical Lists and select Application Interfaces.
Select New to set up an interface with a program.
Enter a name, location and other relevant information pertaining to the
interface, including the parameters.
Select the Add to Application Interface Manager menu checkbox to
make this interface available from the Clinical Activities menu.
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Fast CheckIn
Patient Check-in Terminal
Fast CheckIn requires a
1024 x 768 screen
resolution.
This kiosk-styled check-in center is designed to permit patients to enter
registration information directly into the system unassisted. Included in the
registration information will be Patient Demographics, Medical History,
PIPEDA forms and the ability to view CAESY videos. This module can
also be installed onto a computer that does not have EagleSoft installed.
Provide your Fast CheckIn
users with a detailed set of
instructions to cut down on
questions and mistakes.
Under Utilities, select Fast CheckIn. From here, select Preferences. In
the Fast CheckIn Preferences, select the checkboxes associated with the
items that you wish the registering patient to access.
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Patient Demographics
Medical History
Require Signature on
Medical History
PIPEDA Notice of
Privacy Practices
PIPEDA
Authorization
PIPEDA Consent
Custom Documents
Prompt patient to view CAESY presentations
attached to today’s services.
Enter the number of minutes after which you would like Fast CheckIn to
cancel the current session.
The PIPEDA Authorization and Consent forms have been predefined
within Patterson EagleSoft. To customize the message to the patient,
select the Edit button following the PIPEDA item.
Select the following checkboxes if applicable: Use last saved Medical
History exam data when starting application and Generate account note
based on viewed pages.
Use last saved Medical History exam data when starting application
will default the medical history section of the Fast CheckIn to the answers
provided in this patient’s last medical history exam. These answers may
come from either a Fast CheckIn session or a medical history form within
EagleSoft.
Note: The Medical History answers that appear are from the patient’s last
saved Medical History.
Generate account note based on viewed pages will create a general note
in this patient’s note history window that contains a description of the Fast
CheckIn screens that were displayed and answered by the patient.
Enter a password for the Fast CheckIn station. Select OK. When a
computer is operating in kiosk mode, it will not exit the Fast CheckIn
operations without this password. To stop the kiosk mode operations, select
Ctrl + Shift + P on the keyboard of the kiosk machine. You will receive a
prompt for the password to exit kiosk mode.
Under Utilities, select Fast CheckIn | Activity.
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Fast CheckIn Custom Documents
Fast CheckIn now allows for custom documents and signatures. Please
review the following information on how to set up your Fast CheckIn.
Fast CheckIn Preferences
Custom Documents – Select the checkbox to include the listed documents
in the Fast CheckIn Wizard. If this option is deselected, all the buttons and
list box associated with this option will be disabled. Disabling this option
will NOT delete any existing custom documents.
New – Select this button to open Custom Document Setup window and
add a new custom document to the list.
Edit – Select this button to edit the selected custom document
Remove – Select this button to permanently delete the currently selected
custom document as well as any images attached to this document.
Up – Select this button to move the selected document up in the list.
Down – Select this button to move the select document down in the list.
Custom Document Setup
If no radio button has been
selected, it will give the user
the option to continue without
selecting a custom document.
If the user continues, then the
custom document will default
to a textual document with a
blank document.
Document Title – Enter a title for the document. This field is required.
Narrative – Enter a narrative for the document. The narrative should
explain to the patient what the document contains and/or instructions to
complete the document.
Text Document – Select this option to enable/disable the Edit button. This
will also clear any other selected radio buttons in the group.
Edit Button – This button will open up an RTF editor so the user can write
a custom textual document.
Scanned Document – Select this option to enable the Scan button. This
will also clear any other selected radio buttons in the group.
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Fast CheckIn • 139
Scan Button – This will open the scanner interface allowing you to scan
one image or document to be used in the Custom Document.
Imported image – Select this option to enable the Import button. This will
also clear any other selected radio buttons in the group.
Import Button – This button will open a window so you can import a
custom image to be used in the Custom Document.
Preview Button – This will bring up a dialog so you can preview the
document.
Requires Signature – Check this box to require the patient to sign the
document before continuing the Fast CheckIn wizard. This will save a
copy of the custom document to the Patient’s SmartDoc.
Enable Drawing on this document – Check this box to enable the patient
to draw on a document, to mark checkboxes, for example. This option is
only available for scanned or imported documents. This will save a copy of
this custom document to the Patient’s SmartDoc.
Always Show Document – Check this box to always show the document
every time the patient visits the Fast CheckIn. If this option is deselected,
the patient will only see this screen if they have not been to Fast CheckIn
since the last time this Custom Document was updated.
Pen Colour – This is the colour to be used when drawing on a document.
Document Group Link – This link will open up the Document Image
group window to allow the user to add, select or modify document groups.
If they select a Document Group from this window, it will automatically
update the Document Group dropdown menu.
Document Group Dropdown Menu – This will allow the use to select
which document group the custom item will be saved to when it is created
in SmartDoc.
Using Fast CheckIn
Use your signature pad,
Tablet PC or mouse to sign
documents. See the Capture
A Signature section for
more details.
To send a patient’s information to the Fast CheckIn station, select the Fast
CheckIn button in Edit | Patient or right-click on a patient’s name in any
window and select Fast CheckIn.
After the front desk has sent the patient to the Fast CheckIn terminal,
select the Begin button to begin verifying information.
Patient Information
Verify and update your personal information.
Medical History
Answer the provided questions for your Medical History information
pertaining to Doctor’s care, allergies and illness.
PIPEDA Information
Read and sign the provided PIPEDA consent and privacy forms.
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CAESY Presentations
Select from the available CAESY video presentations pertaining to today’s
treatment to view. This option is only available to offices using CAESY.
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IntelliCare
Intelligent Reminders
IntelliCare allows you to
create reminders about patient
care that are designed to notify
you while the patient is still in
the office.
Increase recare efficiency by
using IntelliCare Reminders.
This feature is designed to let the office set up automated reminders
pertaining to patients matching user-defined criteria. There is no limit on
the number of IntelliCare reminders to set up and have operational at any
time. IntelliCare reminders are designed to allow the Patterson EagleSoft
system to compare the current state of a patient record with recurring care
guidelines defined by your office.
IntelliCare Examples
An office requires that patients have a panoramic image every 18 months.
Using this new feature, an IntelliCare reminder will inform the office when
they are helping a patient who has not had a panoramic image in the past 18
months. The reminder will continue to notify them until the image has been
acquired and saved. It is like an instant recall.
IntelliCare Preferences
Think of IntelliCare as a
personal assistant who helps
you track all of the little
things that often fall through
the cracks in a busy practice.
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Set up your IntelliCare Preferences under File | Preferences. Select the
IntelliCare tab. Select the checkboxes associated with the areas of the
software that you would like the IntelliCare Reminders to appear. Select
OK.
Creating IntelliCare Reminders
After determining your Preferences, select Lists | IntelliCare to begin
creating reminders. Select the New button and choose from the following
options:
Account
To create an Account Reminder, select the Account button and enter a
name in the Description field. Select from the following checkboxes:
Consider Days Since Last Personal Payment – Select this option to enter
a number of days since the last personal payment.
Consider Days Since Last Statement – Select this option to enter a
number of days since the patient’s last statement was sent.
Consider Age of Account Balance – Select this option to include only
accounts with a balance that is greater than or equal to the selected number
of days outstanding.
Ignore Patients Who Receive Discounts – Select this option to ignore
patients who have discounts set up in the Patient list.
Ignore Accounts Marked to Not Receive Statements – Select this option
to ignore accounts that have the checkbox selected do not receive
statements in the Patient list.
These options are available to help you streamline your reminder to
consider the mitigating factors of a patient’s account.
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IntelliCare • 143
Create an Account Reminder
to remind you of Past Due
balances.
Under Personal Criteria, select the checkbox All Account Types or select
the desired Account Types from the display.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to include patients from
the reminder based on their current account balance.
Consider Benefits Remaining – Use this option to select a range
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
IntelliCare Actions
Under Action, select from the available options to define the action to be
taken when you select the Go button during this reminder. This is designed
to help you define the action within the system that will meet the recare
requirements for the selected patient. When the reminder window is
displayed for a patient, you can simply double-click or use the Go button
for each item to help you fulfill the care requirements for this patient.
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Create Task – Select this option to create a task.
Edit Patient Record – Select this option to edit the patient information.
E-Mail Patient – Select this option to create an e-mail for the patient.
Open Account – Select this option to launch the patient’s Account
screen.
Open Clinical Exam – Select this option to launch the Clinical Exam
screen for the current patient.
Open Imaging – Select this option to launch Advanced Imaging for the
current patient.
Open Medical History – Select this option to open Medical History for
this patient.
Open Operatory Notes – Select this option to open Note History for
this patient.
Open Perio – Select this option to launch Perio for this patient.
Open PSR – Select this option to launch PSR for this patient.
Open SmartDoc – Select this option to launch SmartDoc for this patient.
Open Treatment Plan – Select this option to launch Treatment Plan for
this patient.
Schedule Appointment – Select this option to launch the Appointment
Find for this patient.
Send Patient to InContact – Select this option to send this patient to
InContact.
Take No Action – Select this option when there is no action that you wish
to take with this item. This option is the default.
Notification
New notification options are available for your IntelliCare reminders.
Select from the available options to further control how and where you
receive IntelliCare reminders.
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To set IntelliCare indicators, go to Lists | IntelliCare | New or Edit. In the
IntelliCare Setup screen, select from the available options. Select the
Check All button to select all notification options. Select Clear All to
deselect all of the notification options.
Appointment
The Appointment IntelliCare is designed to help ensure that patients are
being scheduled for all that you are offering. For instance, an IntelliCare
reminder can be used to ensure each patient has their next prophy
appointment scheduled before they leave your office today. The system will
remind your staff that the patient does not have his/her next appointment
scheduled.
Create an Appointment Reminder to
notify you of patients who are overdue
for recare.
To create an Appointment Reminder, select the Appointment button and
enter a name in the Description field. Begin answering the questions
provided. Use the dropdown list box to select the Appointment Type, if
applicable. Select one of the following radio buttons to determine when
recare has been met for this Reminder: Scheduled, Walked Out,
Completed.
Under Personal Criteria, select the specifics of the reminder. Select the
checkbox All Account Types to apply the reminder to all existing Account
Types. Otherwise, select the desired Account Types from the list.
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Select from the following Warn within parameters:
Due Every __ Months/Weeks – Select the number of months/weeks
within which you wish to see the IntelliCare reminder. Select the
checkbox Add One Day to add one additional day to your criteria or One
Time Check for criteria that need only be met one time.
Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefit Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
Under Action, select the dropdown list box to select an action.
For more information on Actions, see IntelliCare Actions.
Documentation
The Documentation IntelliCare is designed to help ensure that all proper
and pertinent documents are being updated for patients. For instance, an
IntelliCare reminder can be created to have Medical History forms
reviewed by patients every six months. The system will remind your staff
that the patient has not reviewed his/her Medical History form in the past
six months.
Create a Documentation
Reminder to remind you that
patients need to sign PIPEDA
forms.
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To create a Documentation reminder, select the Documentation button
and enter a name in the Description field.
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Select the radio button for SmartDoc acquired with the following
assignments or Other Patient Documentation. Select the Document
Group if applicable. Select the desired checkboxes Signed, Update
PIPEDA Priv. Prac., Update PIPEDA Auth and Update PIPEDA
Consent.
Under Personal Criteria, select the specifics of the reminder. Select the
checkbox All Account Types to apply the Reminder to all existing
Account Types. Otherwise, select the desired Account Types from the
list.
Select from the available Warn Within parameters:
Due Every __ Months – Select the number of months within which you
wish to see the IntelliCare reminder. Select the checkbox Add One Day to
add one additional day to your criteria or One Time Check to display the
reminder one time only.
Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefit Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
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Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions.
Imaging
To create an Imaging reminder, select the Imaging button and enter a name
in the Description field.
Select from the following radio buttons:
Patient is required to have the following image template acquired –
Select this option and then select an Image Template from the dropdown
list using the Image Template hyperlink.
Patient is required to have an image acquired into the following image
group – Select this option and then select a Document Group from the
dropdown list using the Document Group hyperlink.
Patient is required to have an image template acquired which updates
the following fields – Select this option and then select from the following
checkboxes: Patient Last Bitewings, Patient Last Panoramic, Patient
Last Full Mouth Series.
Create an Imaging Reminder to
notify you that the patient in the
chair is overdue for a panoramic
X-ray.
Use the associated dropdown list boxes and checkboxes to select your
desired criteria.
Select the checkbox All Account Types to apply the reminder to all
existing Account Types. Otherwise, select the desired Account Types
from the list.
Select from the available Warn within parameters:
Due Every __ Months – Select the number of months within which you
wish to see the IntelliCare reminder. Select the checkbox Add One Day to
add one additional day to your criteria or One Time Check to display the
reminder one time only.
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Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefits Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions.
Patient Birthday
To create a Patient Birthday reminder, select the Patient Birthday button
and enter a Description in the field. Select the checkbox All Account
Types to apply the Reminder to all existing Account Types. Otherwise,
select the desired Account Types from the list.
Create a Birthday Reminder to
remind you of upcoming patient
birthdays.
Select from the available Warn within parameters:
Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
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Include Only Patients who are marked as ‘Ortho Patient’ – Use
this option to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefits Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions.
Patient Exam
Select the Patient Exam button and enter a descriptor in the Description
field.
Select the radio button Patient required to have a Clinical Exam including
the following exams and then select the appropriate checkboxes. Under
Exam must be, select either Saved (Any Status) or Completed.
Select the radio button Patient is required to have other exam and then
select between Perio Exam or PSR Exam.
Select the checkbox All Account Types to apply the Reminder to all
existing Account Types. Otherwise, select the desired Account Types
from the list.
Select from the available Warn Within parameters:
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Due Every __ Months – Select the number of months within which you
wish to see the IntelliCare reminder. Select the checkbox Add One Day to
add one additional day to your criteria or One Time Check to display the
reminder one time only.
Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefit Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions
Patient Info
The Patient Info IntelliCare is designed to help ensure that patients’
records are being kept up-to-date. For instance, an IntelliCare reminder
can be used to ensure each patient has a Next Preventive Appointment
date entered in the Patient screen. The system will remind your staff that
the patient does not have their Next Preventive Appointment date.
Select the Patient Info button and enter a descriptor in the Description
field.
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Select from the available checkboxes the items you wish to be notified
about when missing from a Patient’s records.
Select the checkbox All Account Types to apply the reminder to all
existing Account Types. Otherwise, select the desired Account Types
from the list.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefit Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions.
Service
Use the radio buttons to select one of the following service statuses:
Completed, Scheduled, or Planned. Use the Add button to add Services
to this Reminder. Use the Remove button to delete an added Service.
Select the checkbox All Account Types to apply the Reminder to all
existing Account Types. Otherwise, select the desired Account Types
from the list.
Select from the available Warn within parameters:
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Due Every __ Months – Select the number of months within which you
wish to see the IntelliCare reminder. Select the checkbox Add One Day to
add one additional day to your criteria or One Time Check to display the
reminder one time only.
Begin Warning __ Calendar Weeks Prior to Due Date – Select the
number of weeks prior to the due date selected above that you wish to begin
receiving the IntelliCare reminder.
Select the appropriate criteria from the following checkboxes:
Include Only Patients marked as ‘Ortho Patient’ – Use this option
to create reminders specific to your orthodontic patients.
Consider Patient Age – Use this option to select an age range of the
patients for whom you wish to create a reminder.
Consider Account Balance – Use this option to exclude patients from
the reminder based on their current account balance.
Consider Benefits Remaining – Use this option to select a range for
remaining benefits for which you wish to create a reminder.
Consider Remaining Deductible – Use this option to select a range for
remaining deductible for which you wish to create a reminder.
Enter a message into the Popup Message box, if so desired.
See IntelliCare Actions for more information on selecting Actions.
The IntelliCare Reminder Window
Select OK to close the window. Double-click on the reminder to take action
on that item.
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IntelliCare Notifications
New notification options are available for your IntelliCare reminders.
Select from the available options to further control how and where you
receive IntelliCare reminders.
To set IntelliCare indicators, go to Lists | IntelliCare | New or Edit. In the
IntelliCare Setup screen, select from the available options. Select the
Check All button to select all notification options. Select Clear All to
deselect all of the notification options.
IntelliCare Indicators
The new IntelliCare area allows you to create customized indicators for
Alerts and IntelliCare reminders.
The following is an example of the IntelliCare area on the Clinical screen.
Double-click on an icon to take the assigned action such as opening the
Advanced Imaging screen or scheduling an appointment.
To create an IntelliCare reminder:
1.
Select List | IntelliCare. Select New or Edit.
2.
In the Indicator Setup, select the Browse button to locate an
image to be used in the IntelliCare Bin.
For more information on adding
IntelliCare icons to
appointments, see the
Appointment Display section of
this document.
The image selected will be converted to 32 x 32 pixels.
3.
Select the checkboxes to use this indicator on Appointments and
Use Indicator on the Clinical Virtual Screen to display the
selected indicator image in the IntelliCare bin and on scheduled
appointments when applicable.
Images may be resized to accommodate the indicator area.
IntelliCare Report
A new report has been added to the Reports menu called IntelliCare
Report. This report shows the patients that fall under the selected
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IntelliCare item. Select the desired IntelliCare item from the IntelliCare
report filter.
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AutoDialer
Make Calls Using AutoDialer
Please contact your
Patterson Hardware
technician for additional
assistance in setting up your
AutoDialer feature.
AutoDialer is a quick, easy-to-use method for making phone calls from
EagleSoft. With a right-click, select a phone number and start dialing in
seconds. Then, just pick up the phone or handset to talk.
***Important***
Before using AutoDialer, make sure your phone line is plugged
into your modem. The AutoDialer uses your modem to dial
numbers through your phone. Unless you have your phone line
connected to the modem, AutoDialer will not work.
Using AutoDialer
Making a Call
1.
To make a call using AutoDialer, right-click next to a phone number
field. A small menu appears with the word Call.
2.
Select Call. A window appears with a dropdown list box for you to
select the correct phone number format. From the dropdown list,
choose a number with the correct prefix. If you normally dial a 9 when
calling external numbers, be sure to select the number prefixed by a 9.
3.
Select a phone number.
4.
Select Dial.
While the number is being dialed, the AutoDialer box remains to display
the number being called (see the following image).
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5.
To cancel the call, select Hang Up.
6.
To talk to the person you are calling, just pick up your phone or
handset.
Use the AutoDialer
Right-click next to a phone number in any of the following windows to use
AutoDialer:
Person List
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Edit Person
Pharmacies List
Edit Pharmacy
Insurance
Company List
Edit Insurance
Company
Edit Referrals
Insurance Claim – View
Claim
Laboratories List
Edit Lab
Edit Provider
OnSchedule – Rightclick Menu
Account Window
OnSchedule – Edit
Appointment
Edit Employer
InContact
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OnSchedule
Getting Started With OnSchedule
OnSchedule is a flexible appointment management tool that enables you
and your office to create an efficient, productive and profitable work
schedule. By scheduling for multiple providers in multiple operatories, you
are able to quickly identify the opportunities that exist within your
appointment book.
With the OnSchedule module, your office will be able to efficiently
manage its time. Please use this guide to help you get started with
OnSchedule and to help you put these new and advanced automated
techniques into place in your office.
There are three areas in OnSchedule that are referred to often in this
chapter.
Titlebar – This is the blue bar across the top of the OnSchedule window
that displays date, year and Scheduled versus Goal amounts.
Toolbar – This area displays the Day and Week at a Glance buttons,
Quick Fill List button, Appointment Search button, Print button, Move
Forward or Backward buttons and more. Most of these functions are also
available from the right-click menu in the OnSchedule window. Rightclick anywhere on the toolbar to customize it for your personal use.
OnSchedule Window – This is the area of OnSchedule that displays
all your appointments, provider chairs and time columns.
Setting Up OnSchedule
Before you begin scheduling appointments, you must first specify some
preferences for using OnSchedule in your office. To utilize OnSchedule
to its fullest, please take the time to set up the following.
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OnSchedule Options
To set up your preferences for OnSchedule, select File | Preferences |
OnSchedule.
This window allows you to set options that apply to OnSchedule.
Track Appointments
To begin with, you must decide whether you would like to use Scheduler
or Free Form Entry. Free Form Entry enables you to enter the
appointment date and time in the Edit Person window. Choosing
Scheduler indicates you want to use OnSchedule for your scheduling
needs.
Font Size
In the OnSchedule Preferences, use the radio buttons to select the font size
for your OnSchedule appointments. Select from the following options:
Smallest, Small, Medium, Large and Largest. These font sizes only
affect the OnSchedule area.
Appointment Card
In Preferences | OnSchedule, use the dropdown list to designate your
desired Appointment Card template. Enter an Appointment card message
in the Appt. Card Msg box.
Use the Preview button to view the templates.
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Appointment Cards can be
printed from the Walkout
Processing screen under
Next Preventive Appointment.
Use the Design dropdown list to select from the available design options.
Select the OK button to save the selected options. Select the Cancel button
to close the window without saving. Select the Print Sheet button to
launch the print preview window.
Select the Print button to print the sheet of cards. Select the SmartDoc
button to send this file to SmartDoc. Select the Cancel button to close the
window without printing.
Update Appointment(s) as Completed from Walkout
If you select this checkbox, the appointment information on the walkout
appointment block will change to a gray colour.
Use Secondary Provider on Appointment
If you select this checkbox, the Secondary Provider information will appear
on appointments.
Always Use The Provider on the Appointment When the
Provider on the Appointment Does Not Match the Provider
on the Treatment Plan Services
Select this option to determine the proper provider when the Provider on the
appointment and the Provider on the treatment plan do not match.
Auto-hide the Appointment Queue
Select this option to hide the Appointment Queue while using OnSchedule.
Refresh Option
Select the amount of time between refreshing OnSchedule from the
dropdown menu.
Block colour
To choose a colour for appointment blocks, select the coloured rectangle.
Select a colour from the colour list by selecting the coloured display box.
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OnSchedule Time Units
After Time Units are selected,
many steps must be taken to
change them. Time Units are not
easily changed.
Each unit in OnSchedule represents a unit of time. The time is displayed
on the ledger(s) of OnSchedule. By default, the units are set to 10 minutes.
From this window, you can select the length of time for each unit – 10 or 15
minutes per unit.
Moved Appt Prompt When Exiting OnSchedule
Select from the following options:
•
Prompt on Exiting OnSchedule
•
No Prompt on Exit/Send Appointment Back to Original Time Slot
•
No Prompt on Exit/Send Appointment to Quick Fill List
Establishing Provider Hours
Now that your preferences are established, we need to set up hours for each
provider.
To set up provider hours:
1.
From the Lists menu, select Providers/Staff.
2.
From the Providers/Staff List box, highlight the Provider you assign
hours to and select Edit.
3.
From the Edit Provider/Staff window, select Hours. The Provider
Hours window is displayed.
4.
The colour used in OnSchedule to identify this provider is shown in
the Provider Colour on Schedule box.
5.
To change the colour for the provider, select Change Colour. The
Colours window opens. Select the new colour of your choice, then
select OK. The new colour appears in the Provider Colour on
Schedule box.
Note: We recommend avoiding the use of darker colours for the
providers.
6.
Modify the Start, Close and Lunch times for the provider. If the
provider does not work on a day the practice is open, deselect Open
checkbox.
7.
If the provider is unavailable for lunch times, select the checkbox Take
Lunch.
8.
Complete the steps above for each of the days the provider is/is not
available.
Custom Hours per Provider
This feature is designed to allow you to customize provider hours by
individual calendar dates instead of the current day of the week format.
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Under the List menu, select Provider/Staff. Highlight the desired provider
and select Edit. In the Edit Provider/Staff window, select Hours. Select
the small calendar icon located at the bottom of the window.
Click and drag to select multiple
consecutive days.
Select the days you wish to edit. Double-click on a day to open the Custom
Provider Hours screen or select the Set Hours button. Use the Clear
Selection button to deselect all choices. Select a day heading to select an
entire column of days.
Select the Y button to switch from a monthly to yearly calendar. Select the
<< button to go to the previous year. Select the < button to go the previous
month. Select the * button to go the current month. Select the > button to
go to the next month. Select the >> button to go to the next year.
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In the Custom Provider Hours window, enter the new starting, ending and
lunch hours for this provider on the selected days. Select the checkbox
Provider is out of office to close the day for this provider. Select OK to
save.
Customized Goals
Modify your goals when you modify your Provider hours. Specify a new
goal when creating Custom Provider Hours.
The Scheduled vs. Goal settings will override the goal amount with any
custom goals for each provider.
Goals
Use default chair goals – Select this option to use the regular goal amount
for that date’s day of the week.
Calculate goals based on hours – Select this option to calculate the goal
amount based on the custom hours entered.
Set new goals (all chairs) – Select this option to enter a new goal that will
override the default provider chair goals for that day (or days) for all chairs.
Month At a Glance will also reflect any custom goals entered. The Prod
number reflects services that have been walked out on a particular day. The
%Prod reflects the actual production for the day divided by the Goal.
All goal-related reports would be affected by Provider Goals except the
Provider Goals Report.
Customize Your Hours Using Custom Hours
Custom Hours allows you to change your office hours on certain days under
special circumstances. Establish Custom Hours for extended summer
hours, off-site conferences, or any situation that doesn’t require the regular
chair hours to be modified.
This feature is designed to close, open or modify a chair’s hours more
easily, including lunch hours, on a recurring basis without impacting default
chair hours.
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To begin creating your own Custom Hours, select Lists | OnSchedule |
Custom Hours. In the Custom Hours List, select the New button.
Custom Hours are designed to
allow you to set up new open
chair hours for specific chairs,
days or time periods. For
example, use Custom Hours to
close an hour earlier during the
summer months.
Enter the Description for your Custom Hours. Use something that will be
easily associated with your reason for creating the new time frame.
Understanding Custom Hour Frequencies
Below is a list of the frequencies for Custom Hours.
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•
Daily – These hours are scheduled every day until it is
completed. This is overridden by all the other custom hours
when those frequencies occur on the same dates.
•
Yearly – This occurs once a year (for example, an annual
occurrence, such as a holiday or birthday). It overrides any
office hours set up at the same time it is scheduled.
•
Monthly – This occurs once a month (for example, a monthly
occurrence of 8-2 practice hours, which only happens the
first Monday of each month). This frequency also overrides
any other office hours at that time.
•
Weekly – This is scheduled once a week, every week (for
example, there is an office meeting 2-5 each Wednesday; your
hours are set up for 2-5 each Wednesday). This occurrence
overrides any daily hours.
•
One or More Days– This overrides any office hours set up
on that day, week or month.
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Select Next to continue.
In the following window, further customize your hours based on the
frequency.
In the Setup Daily details, select the number of days, weekdays or every
day to be affected by the Custom Hours you are setting up.
Every __ day(s) – Select this and enter the number of days you want
these hours to occur.
Every weekday – Select this option if you want the hours to occur every
weekday only.
Every day – Select this option if you want these hours to occur daily.
For the Range of Recurrence, select a Starting on date by selecting the
arrow button. Use the calendar to select your date.
Choose from the following:
Starting on – Select the date you want the custom hours to begin.
Ending on – Select the date you want the custom hours to end.
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No Ending Date – Select this box to not have an ending date. This
nullifies the Ending on date.
Stop after__ occurrences – Select this box and enter a number if you
want to choose how many times these hours occur.
Choose the Practice Hours to Schedule. Select the Closed checkbox to
close the previously selected dates entirely. Use the Open Hours section to
select new hours to be used on the previously selected dates. Use the Take
Lunch checkbox to determine the starting and ending time of lunch hours.
Select the Override holidays checkbox to override any previous holidays
that have been established. Select Use Chair Lunches to apply the lunch
period assigned to the chair hours.
Select the Chair to which this Custom Hour will be assigned. The selected
Chair(s) will display in the Assign Chairs box. Select the All Chairs
checkbox to select all chairs displayed for the practice. You can select
multiple chairs using the Ctrl key.
Select OK to complete your Custom Hours.
Custom Hours Using the One or More Days Option
When using the option One or More Days, the following screen appears.
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Select the radio button Enter or choose a single date to schedule and enter
a date or use the drop-arrow to select a date.
Select the radio button Click the calendar button to select one or
multiple days to schedule to select days using the calendar. The following
calendar appears.
Use your mouse to select the days you wish to schedule. Use the navigation
arrows to change the month and year.
Follow the remaining prompts to schedule Custom Hour.
Setting Up Chairs
Using Appointment Types
An appointment type is a description of the types of appointments you wish
to manage. A few examples of appointment types set up by many dental
offices are: New Patient, Prophy, Emergency and High Productivity. When
you begin to set up templates, appointment types are utilized to indicate the
type of appointment you prefer to have scheduled in a specific chair during
a specific time of the day.
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To set up new appointment types:
1.
From the Lists menu, choose OnSchedule.
2.
From the OnSchedule sub-menu, choose Appointment Types. The
Appointment Types list box is displayed (see the following image).
3.
Select New to add a new appointment type.
To edit an existing appointment type, highlight the description and
select Edit.
To delete an appointment type, highlight the description and select
Delete. Appointment Types can only be deleted if they have never been
used. EagleSoft default Appointment Types cannot be deleted.
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4.
Enter a Description for the new appointment type.
5.
Enter an amount in the Usual Amount field. This amount is used for
Scheduled versus Goal tracking.
6.
Choose an Appt Colour. To access the available colours, simply select
the coloured rectangle next to Appt Colour. You can also select Set
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Colour. Then, from the Colours window, select the new colour you
wish to use and select OK.
7.
Specify whether appointments that reference this appointment type are
Performed By a dentist or hygienist.
8.
Check the box next to Update Next Reg Appt if you want this type to
update the patient’s next regular appointment date.
Select the checkbox next to Update Next Prev Appt if you want this
type to update the patient’s next preventive appointment date.
9.
Check the box next to Use Patient Cleaning Time Units if
appointments with this type should reference the cleaning units
specified in Edit Person | Preferences for this patient.
10.
Number of Units is only visible if you are not using Patient Cleaning
Time Units. If it is visible, enter the default number of units for
appointments that utilize this type.
11.
In Dr/Asst Time, check the box next to each unit that is utilized by the
dentist. For example, if you have four 10-minute units and the doctor is
only involved during the middle 20 minutes, check the boxes next to 2
and 3.
12.
Select OK to save your new appointment type.
Changing Appointment Types
Automatically update patients’ next Preventive and next Regular
appointment dates when editing Appointment Types.
In the Appointment Types, select the desired Appointment Type. Next,
select the Update Next Preventive or Update Next Regular appointment
radio button.
Select OK to save the Appointment Type. At this time, the previous
message appears. Select Yes to update patients’ Next Preventive and Next
Regular appointment dates to match future scheduled appointments. Select
No to save changes made to the appointment type without updating dates.
Note: Exclusive Use is required.
Design Templates To Manage Your Day
Templates are used in OnSchedule to provide a framework for your staff to
use when scheduling appointments. By assigning the appointment types set
up earlier to various time slots throughout the day, your staff is able to
easily schedule the “types” of appointments you want at the times and days
you prefer.
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To set up a template:
1.
From the Lists menu, choose OnSchedule.
2.
From the OnSchedule sub-menu, choose Template Designer. The
Template Designs List box appears.
3.
To create a new template, select New. The Template Designer
window appears (see the following image).
To edit an existing template, highlight the description and select Edit,
or to delete a template, highlight the description and select Delete.
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4.
Enter a Description for the new template.
5.
Select the first available time slot for the day and select Add Type.
You can also right-click any time slot and choose Add Type. The
Appointment Type Design window is displayed (see the following
image).
6.
From the Appt. Type dropdown list box, choose the Appointment
Type you would like to have normally scheduled when this template is
utilized.
7.
Then, specify the number of Time Units you would like this
Appointment Type to cover in your template. In other words, a type
is added at 8:00 a.m. and you enter six units; the appointment type is
assigned from 8:00 a.m. to 9:00 a.m. (assuming you are using 10minute units).
8.
Select OK to assign the Appointment Type to the template for the
specified time units.
9.
Continue assigning appointment types to your template until each time
slot has an Appointment Type (with the exception of lunch, and so
on), and select OK to save your new template.
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Office Chairs
Chairs used in OnSchedule serve as the columns for scheduling your
patients while the time units serve as the rows. This grid serves as an
effective tool for easily scheduling your patients.
The hours attached to Chairs
display in OnSchedule the
availability of each chair. Chair
hours and Provider hours do not
need to match since multiple
providers can be attached to the
same chair.
To set up Office Chairs:
1.
From the Lists menu, choose OnSchedule.
2.
From the OnSchedule sub-menu, choose Office Chairs. The Office
Chairs List window is displayed.
3.
Select New to add a new Office Chair. The New Office Chair
window is displayed.
To edit an existing Office Chair, highlight the chair name and select
Edit. To delete an Office Chair, highlight the chair name and select
Delete.
4.
Enter a Chair Name for the new Office Chair.
5.
Then, based on the templates set up earlier, choose a template from the
dropdown list box for each day.
6.
When you have chosen a template for each day for your new Office
Chair, select OK to save the new chair. For information on Hours,
read further.
7.
Continue this process for all chairs you use in your practice.
How to Set Up Chair Hours
1.
Choose Lists | OnSchedule and choose Office Chairs.
2.
Edit a chair.
3.
Select Hours.
4.
Change the hours you want.
If you want to apply the new hours to all chairs, select the Apply to all
Chair Hours checkbox.
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Assigning Providers and Goals to Chairs
Now that Office Chairs have been set up, you need to specify which chairs
in which the provider can be scheduled. You also can assign goal amounts
to each of the provider’s chairs. Enter a monetary objective that you wish
to attain by scheduling appointments.
To specify Provider Goals/Chairs:
1.
From the Lists menu, choose Providers/Staff. The Providers/Staff
List box is displayed.
2.
Highlight the provider you wish to set up chairs/goals for and select
Edit.
3.
From the Edit Provider window, select Chairs. The Provider
Goals/Chairs window appears (see the following image).
4.
Select Add to choose an office chair to assign to the provider.
5.
Choose the Chair Name from the dropdown list of office chairs.
6.
Enter a goal amount for each day of the week that the provider is
scheduled.
Note: The total goal amount for all providers for a specific day makes up
the goal amount in OnSchedule’s Scheduled versus Goal amounts.
7.
Repeat the preceding steps for all chairs for which the provider can be
scheduled. To delete a chair from the list, highlight the row for the
chair name and select Delete.
8.
Select OK when you are finished adding office chairs for the provider.
Scheduled vs. Goal
If services exist on an appointment, scheduled amounts will now be
separated based upon the providers performing the services. The primary
and secondary provider will each get credit for any of the services he/she is
attached to on the appointment.
If no services exist on an appointment, the primary provider will get the
entire scheduled amount.
Holiday Setup
To set up your office holidays:
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1.
From the Lists menu, choose OnSchedule.
2.
From the OnSchedule sub-menu, choose Holidays.
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The Holidays window is displayed.
3.
From the Holiday Preferences group, check the box next to each of the
holidays your office observes.
4.
Check the box next to Utilize Date-Sensitive Holidays if applicable.
Example: If the holiday is on a Saturday, then use Friday.
5.
If your practice observes additional holidays not listed, choose Add
from the Additional Holidays section. If you do not need to add
additional holidays, skip to step 6 below.
The cursor drops to the Name of Holiday and Date field.
Type the Name of Holiday and Date of your holiday. An example of
an additional holiday is “Presidents’ Day, 02/20/06.”
Delete a holiday by highlighting the holiday from the list and selecting
Delete.
6.
Choose OK to save and return to the Practice Information window.
Customize OnSchedule Using Views
Multiple OnSchedule Views allow everyone in the office to customize
his/her setup options, chair locations, colours and more. Create your own
customizable view using all the chair and setup options available. Use the
settings options to customize your OnSchedule View. To create a new
view, select the OnSchedule Views button and choose Save As.
The following will appear.
Enter a name for your OnSchedule View. Select the checkbox Overwrite
Current View to rename an existing view instead of creating an additional
view.
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In OnSchedule, select Save As to save a new view with a different name.
To delete the current view, select the OnSchedule View button and choose
Delete Current View.
Toggling Between Views
To select a different view, choose the OnSchedule Views button and select
the view you wish to use. You can also right-click and select Schedule
Views.
Note: An OnSchedule View is automatically created using your current
setup. The view will have the same name as your computer. Use the
Overwrite Current View checkbox to rename this view without creating a
new view.
Using OnSchedule
There are several methods of accessing OnSchedule. OnSchedule is
accessible from the toolbar, menu, Walkout Processing window, Account
window, InContact window and the Treatment Plan Processing window.
There are multiple ways to access OnSchedule. Select from the following:
Select the OnSchedule icon on
the Integrated Mode window
From the Practice Management
Front Office window, select either
OnSchedule icon
Select Schedule on the
EagleSoft toolbar
From the Activities menu, choose
OnSchedule;
then choose Day at a Glance or Week
at a Glance
From the Walkout Processing
window, select Schedule
From the Account window, right-click
on the patient’s name and choose
Schedule
From the InContact window,
select the Day at a Glance
button.
From the Treatment Plan window,
right-click on the patient’s name and
choose Schedule Patient
A Tour of OnSchedule
OnSchedule consists of a large grid showing your office hours to the left
(the hours can appear to the right, if that option is selected) and your Office
Chairs (operatories) across the top. Any appointments that exist are
displayed in the appropriate sections within the grid. It also displays any
times allocated for lunch or any times that may have been “blocked” out for
staff meetings and so on. Following is a listing of the buttons located at the
top of the window (from left to right) and their functions.
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The OnSchedule Navigation Toolbar
In addition to the OnSchedule toolbar, the Practice Management and
Clinical toolbars are available. These allow you to navigate between
modules in the same manner. For more information on customizing
toolbars, see the Getting Started section.
OnSchedule Toolbar
The OnSchedule toolbar is a customizable toolbar that lists virtually all of
the functions available in the OnSchedule window. The toolbar gives you
quick access to various scheduling functions and areas, such as appointment
confirmation, appointment searches, Quick Fill List and more.
When you first enter OnSchedule, the default toolbar appears. To
customize the toolbar, move your mouse over the toolbar and right-click. A
customize menu appears.
Customize
Choose Customize to add, remove or move options from the toolbar. This
window displays current toolbar options on the right and available toolbar
options on the left.
Highlight the icon and select the
Add button.
To remove a toolbar option, select an item on the right and select Remove.
For example, if you do not think you will use the Call Work feature,
highlight it in the right column and select Remove. The Call Work button
is moved to the left column.
If you want to add a button to the toolbar, select the item in the left column
and select Add. To rearrange the order of the buttons, you can use the
Move Up or Move Down buttons. Just highlight a button in the right
column and select the Move Up or Move Down button.
Select Reset to change the toolbar back to the default.
Use Button:
To:
Day at a Glance
Week at a
Glance
Month at a
Glance
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Show appointments for the day selected.
Show appointments for a selected week.
Show production vs. goal totals for the month
selected.
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Appt/Provider
Colours
Schedule/Edit
Confirm
Appointment
Call this patient
at home
Create Block
Delete
Move
Appt/Block
Paste
Appointment/Block
Arrival Tracking
GoTo
Find/Appointment
Search
Locate
Appointment
Family
Appointment
OnSchedule
Views
Appointment
Queue
Quick Fill
Task Manager
Print
Setup
Help
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Toggle between showing the appointment
colours or the provider colours.
Schedule a new appointment or edit an existing
one.
Select an appointment and select this button to
confirm it. Select the button next to it to
unconfirm the appointment.
Select an appointment and select this button to
call the patient with that appointment. This is
useful in reminding the patient of the
appointment or to take any pre-medication.
Indicate that the time is unavailable for
scheduling appointments.
Remove the selected appointment or block.
Copy the selected block from the appointment
book.
Paste the block or appointment that is currently
on the clipboard into the selected time slot.
Open the Arrival Tracking window.
Change to a different date in OnSchedule.
Search for an available appointment time based
on the criteria you specify.
Locate and print scheduled appointments for a
particular patient.
Open the Family Appointment window to
create unscheduled appointments for family
members.
Save and toggle between OnSchedule Views.
Use this button to open the Appointment
Queue.
View patients who have failed or cancelled
appointments.
View, add or delete tasks.
Print the schedule for a particular date or
WPipedaG (Week at a Glance).
Select this button to access OnSchedule setup.
Open the EagleSoft online help program.
OnSchedule • 177
Open the Messenger window.
Messenger
Route Sheets
Use Button:
Open the Patient Route Sheet window.
To:
Go up to seven days back in time.
Go one day back in time.
Go to the current day.
Go to the next day.
Go up to seven days forward in time.
Display the Scheduled versus Goal amounts by
provider for the day.
Using the Right-Click Menu
The right-mouse button is used in many Windows applications to give the
user additional tools for ease of use. Many of the buttons that are at the top
of OnSchedule are also available by selecting on the right mouse button.
Throughout the rest of this chapter, commands that are available with the
right-mouse button are pointed out to you.
The following options are available from the Right-click menu.
Right selecting on an appointment will only enable the patient specific
options.
Schedule Appointment – Select this option to schedule an appointment.
Schedule Family – Select this option to create Unscheduled
appointments for entire family groups.
Appointment Services – If you right-click on an appointment block, the
following appointment service options are available: Prescription History,
Call Patient At Home and Call Patient At Work.
Schedule Services – This menu gives you options for finding
appointments and locating appointments for specific patients.
Quick Fill List – Select this option to access the Quick Fill List window.
Practice Management – This sub-menu gives you the option of
accessing the Accounting, Lab Tracking, Prescription Writer, Task
Manager, Walkout, Messenger and Patient Route Sheets windows for
the patient in the selected appointment.
Clinical – Choose this sub-menu to access Chart, Clinical Exam, Perio
Exam, PSR Exam, Advanced Imaging, Note History and eReferral for
the patient in the selected appointment.
SmartDoc – Choose this sub-menu to access the SmartDoc module.
OnSchedule Views – Toggle between the available OnSchedule Views.
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Current Settings – From this sub-menu, access the Legend, Setup and
About OnSchedule windows.
Print – To print the OnSchedule window, choose the Print option.
Help – The Help option opens the Online User’s Guide.
Close OnSchedule – Select this option to close the OnSchedule
window.
Customizing OnSchedule Options
Before scheduling your first appointment, there are a few areas you can
customize for use of OnSchedule on a daily basis. Most of these areas are
found in the OnSchedule Scheduler Setup window.
To access the Scheduler Setup window, right-mouse select in any
appointment slot and choose Current Settings and then Setup. You can
also select Setup on the toolbar.
Onschedule Performance Improvement
Options
Note: Deselect these options to improve performance in OnSchedule
Apply Performance Options to All Views
This option applies all selected performance options to all views.
Display Scheduled vs. Goal Information
This displays the Scheduled vs. Goal Information at the top of OnSchedule,
above the appointment detail.
Load Templates Automatically When Changing Days
This displays the colour-coded templates with each day’s appointments
when you go from day to day.
Show Double/Triple book Information
This displays the selected colours next to the appointment time to indicate if
the same provider is booked for the same time slot in more than one chair.
Display/Print Setup
Number of Chairs to Show on Screen and Printed Schedule
Select the up and down arrows to increase or decrease the number of chairs
to show/print.
For more information on configuring your window to show more chairs and
so on, see the section later in this chapter.
Show Appt Detail Popup
Select this option to allow appointment detail to display on appointment
popup.
Show Pat. Photo in Detail Popup
Select this option to allow the patient photo to display on appointment
popup.
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Show Time Display on Right of Schedule
By default, the time automatically appears on the left. Select this checkbox
if you want times displayed on both sides of OnSchedule. Select OK to
see if you like the appearance of the schedule.
Show Service Information on Appointment Notes
Select this checkbox if you wish the service code information to appear
with appointment notes.
For more information about Service Code setup, see the Service Codes
chapter located in the Setting up Your Software unit.
OnSchedule Background Colour
Select Set Colour to change the Scheduler’s background colour.
Symbols To Identify Provider and Assistant
Specify the symbol you want to have displayed in OnSchedule to indicate
Provider Time or Assistant Time during the appointment slot.
Closed Time Indicator
Select the Closed Time Colour using the arrow. Select the checkbox Solid
Fill to use solid colour blocks instead of the standard slash mark indicators.
Appointment Display Information
Customize the display information on appointments in the Appointment
Display Information area. Use the Insert button to add display fields from
the drop down list into the appointment layout. The display field will be
inserted at the current cursor location in the layout. Add text directly the
layout as well as display data by typing in the Appointment Display Layout
box. The Appointment Display information is limited to 1,024 characters,
including the merge fields.
Use the arrow buttons to expand the viewing area.
Using Indicators to Track Patient Needs
Track Patient Arrival
This feature helps you keep the entire office updated on a patient’s
appointment status. A small indicator appears on the appointment block.
The indicator appears as a small red, green or yellow circle, depending upon
the status of the appointment.
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Follow these instructions for setting up and modifying the arrival notice.
1.
Select the Track Patient Arrival checkbox. This enables you to
change the patient’s status on the appointment block. There are four
indicators: Mark As Late (red), Mark As Arrived (yellow), Mark As in
Chair (Green) and Mark As Completed/Unmarked (blank).
2.
Select OK on the Scheduler Preferences.
Add new icons to your appointments for a more indepth at-a-glance
summary of your appointment.
New Icons
Indicator
Account Alert
Confirmation
PIPEDA
IntelliCare
Notes
Patient Alerts
(custom)
Prescription
Sooner If
Possible
Icon
Custom
Custom
Double-Click Action
Opens the Alerts window
Opens the Confirmation submenu
Opens the Edit patient window
Opens the action item of IntelliCare
alert
Opens the Patient Note History
Opens the Alerts window
Opens the Alerts Window
Opens the S.I.P. submenu
To setup new appointment icons:
1.
Right-click on any open space and select Current Settings | Setup.
2.
In the Setup, select from the available icons in the Available box.
3.
Select the Add button to add them to your current icons. Use the up
and down arrows to position icons.
Day At A Glance Button Setup
Use this option to customize the movement “arrow” buttons for use when
viewing OnSchedule’s Day At A Glance.
To customize each button:
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1.
Select the button you wish to modify.
2.
Enter a number of days, months or years.
3.
From the dropdown list provided, choose whether this button
references days, months, or years forward/backward.
4.
Continue this process for each button you wish to modify.
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Week At A Glance Button Setup
Use this option to customize the movement “arrow” buttons for use when
viewing OnSchedule’s Week At A Glance.
To customize each button:
1.
Select the button you wish to modify.
2.
Enter a number of days, months, or years.
3.
From the dropdown list provided, choose whether this button
references days, months or years forward/backward.
4.
Continue this process for each button you wish to modify.
Saving Your Scheduler Preferences
When you have customized each of the above areas for your practice, select
the OK button to save your changes and return to OnSchedule.
Creating Alert Indicators
Create icons for Alerts by going to Lists | General Setup | Patient Alerts.
These icons can display on Appointments and in the IntelliCare area in
Clinical.
Edit an existing Alert or create a new one from the Patient Alerts window.
Under Indicator Setup, select the browse button to locate an image to
display.
Moving or Hiding Chairs in OnSchedule
Hide or Move Chair to customize your OnSchedule View. See only what
you want to see.
To Move a chair from its current position in the appointment book:
1.
Right-click on the name of the chair.
2.
Select Move Chair and then select the new position.
To Hide a chair:
1.
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Right-click on the name of the chair.
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2.
Select Hide Chair. The chair is no longer visible on your window.
To Show the chair again:
1.
Right-click on the name of any chair.
2.
Select Show Chair and choose the chair you want to “show” again.
Month At A Glance
In Month At A Glance mode, each day shows a summary of appointments,
scheduled production, production goal and goal percentage.
The Monthly Totals area displays a summary of the scheduled production,
monthly goal, percentage of goal, new patients, total appointments and
production totals. The Selected Range Totals area displays the same
information for the range of days selected. To select a succession of days,
press the Shift key and select the first and last day in the date range. To
select a nonconsecutive series of days, press the Ctrl key and select each
day in the series.
In the Monthly Totals and Selected Range Totals area, an asterisk precedes
production totals. The asterisk denotes that Production amounts shown may
not match Accounts Receivable reports. The amounts displayed on the
Month At A Glance view are based on date range as opposed to transaction
range.
Select the Setup icon to open the Month At A Glance Setup. Different text
colours associated with goal percentages provide unmistakable visual
indicators of success.
Under Display Setup, select the percentage of Scheduled Production for
which you wish to use a different coloured text. Use the drop arrows to
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select the colours for Goal Percentage, Selected Day, Closed Day, Active
Month and Surrounding Month.
Under Month At Glance Setup, select the amount of time (days, weeks,
years) assigned to the quick navigation buttons. The arrows indicate
forward and backward from the selected day.
Under Print Setup, select the checkbox Print Preview to display a preview
prior to printing. Select the radio button for Portrait or Landscape. Note:
This print setup will affect your OnSchedule print setup.
Select OK to save and apply your settings. Select Cancel to close without
saving.
In Month At A Glance mode, double-click on the listed Goal to view a
breakdown of the Scheduled vs. Goals totals.
The following is an example of the Scheduled vs. Goal window.
Scheduled vs.Goal
On the toolbar, use the right-click menu feature, Customize, to add the
Month At A Glance icon to your OnSchedule tool bar.
Double-click on the Appointments hyperlink to open the selected day in
OnSchedule Day At A Glance.
Viewing the Legend
The Legend provides you with the description of the appointment types you
have set up in your system and their corresponding colours. To view the
Legend, right-click in OnSchedule, choose Settings and then Legend.
The type of legend that appears depends on if you are viewing appointment
or provider colours in OnSchedule. If the provider colours are being
displayed, the Provider Legend is displayed.
If you are displaying appointments by appointment type colour, the
Appointment Types Colours are displayed (see the following image).
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Select Close to close both Legend windows and return to OnSchedule.
Scheduling Appointments
To schedule or modify an appointment:
Highlight the appointment slot where the new appointment begins. Select
the Schedule button or double-click your mouse in the open appointment
slot. You can also right-click in the appointment slot and choose the
Schedule Appointment command.
-orIf you would like to schedule a patient who is located in the Quick Fill List,
select Quick Fill.
-orIf you would like to schedule a patient who is located in the Appointment
Queue, open the Appointment Queue.
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.
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The New Appointment window is displayed.
Choose the Appt Type from the dropdown list. Appointment types can be
set up through Lists | OnSchedule | Appointment Types.
Choose the Primary Provider scheduled for this appointment from the
dropdown list box. The patient’s preferred provider is chosen by default.
Choose the Secondary Provider, if applicable.
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 side
reflects the number of time units for the appointment.
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.
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 utilized this to represent tray
setups (for example, T1 for Tray #1), insurance information, user who
scheduled the appointment or Appointment Types. Note: This field is
optional in scheduling appointments.
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 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.
When you add or edit a service, a Service window appears. In this window,
you can enter or edit the tooth number and service fee.
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When any services are added to the appointment, the Display Abbreviation
for the service is displayed.
For information on setting up the Display Abbreviation, go to the Service
Code chapter in the Setting up Your Software unit.
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.
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.
Select this button to view the patient’s photo.
Select Lab Case to create a lab case that is attached to this appointment.
Select Fast Walkout to process a walkout with any existing services
attached to this appointment. You are prompted to save the appointment
before continuing.
Select Family Appts to view the scheduled appointments for other family
members.
Select the Appt Queue to save this appointment to the Appointment Queue
instead of scheduling.
Select OK to save the appointment.
Select Cancel to return to the main OnSchedule window without saving
changes.
Managing and Viewing Existing Appointments
OnSchedule gives you several options for modifying and viewing
appointment blocks. From the OnSchedule window, you can confirm an
appointment, change the arrival indicator status, view the prescription
history and more.
Editing the Appointment
1.
Highlight the appointment in the main OnSchedule window.
2.
Right-click and choose Edit or double-click on the existing
appointment slot. The Edit Appointment window appears.
3.
Modify any information that needs to be changed.
4.
Select OK to save the changes.
Set Next Arrival Indicator
1.
Make sure the arrival indicator preference is selected in the
OnSchedule Preferences window.
2.
Change the Next Arrival Indicator. There are two ways to change the
indicators:
•
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Right-click on the appointment and select Next Arrival Indicator.
Each time you select this menu option, the next indicator appears.
OnSchedule • 187
For example, if the indicator is yellow (Mark as Arrived), the next
indicator is green (Mark as in Chair)
•
3.
Double-click on the Patient Arrival indicator in the top left corner
of the appointment block. A menu appears. Select the indicator
from that menu
From the Indicator menu, select the status of the patient.
If you select Mark As in Chair, the indicator appears green on the
appointment block.
Note: The indicators are not visible on the printed schedule or from the
Week-At-A-Glance view.
Track Arrival Button
Customize the toolbar to add the new Track Arrival button.
Note: Setting the Indicator to a
previous level will reset the
associated time. For example,
moving from In Chair to
Arrived will reset the Arrived
time.
Using the existing Arrival Indicators, select Arrived, In Chair or Late.
Use the Track Arrival button to open a window displaying the status of
today’s patients currently marked as Late, Arrived or In Chair.
Note: Ctrl + H will
temporarily hide patient
names.
The Patient Arrival Tracking window refreshes every minute, and patients
are colour-coded and sorted according to their status and appointment times.
A dash in a column indicates the patient has not reached that status. A zero
in a column indicates the patient has bypassed a status.
Select the Report button to create the Patient Arrival Tracking Report.
This report is also available
from the Reports menu.
This report offers current statistics for the patients currently marked as
Late, Arrived or In Chair as well as Walked out. An average for each
status is calculated at the bottom of the report. The Total Visit column is
not calculated until the patient is walked out. Select the Print button to
print the Patient Arrival Tracking report.
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Select the Filter button to customize this report.
Mark Appointments As Walked Out
When you process a walkout with services attached to an appointment, the
appointment block is changed to gray to indicate the services have been
walked out. To manually change the appointment block status, right-click
on the appointment block and choose Mark as Walked Out.
Confirm/Unconfirm Appointments
Multiple Confirmation Statuses help keep your Appointment tracking easy.
Use the right-click menu to select from one of the following options:
Confirmed
Unconfirmed
Left Message
Sent E-mail
No Answer
Phone Busy
Waiting for
Callback
Other
To view the Appointment’s Confirmation Status, double-click to select
the appointment or view the right select menu. The current Confirmation
Status will appear with a check mark beside it.
To confirm an appointment, right-click on an appointment block and select
from the available Confirmation Status. To remove the confirmation
status, right-click on an appointment block and choose Unconfirm.
View Patient Photo
If the Patient Photo indicator preference is selected in the Scheduler
Preferences window, a small icon appears on the appointment block. This
icon indicates there is a patient photo available for this patient.
There are two ways to view a patient’s photo:
•
Double-click on the patient photo icon. The Patient Photo
appears
•
Right-click on the appointment block and select View Patient
Photo. The patient’s photo appears
Review Prescription History
To view a patient’s prescription history, right-click on the Appointment
Block and select Practice Management, then Prescription History. From
the Prescription window, you can create, edit and print the prescriptions.
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Using the Current Time Indicator
The Current Time Indicator
does not display in the MonthAt-A-Glance mode.
The Current Time Indicator in OnSchedule allows you to note the time at a
glance. The gradient brown line appears in OnSchedule on the appropriate
time block.
The current time has been added to the OnSchedule tool tip.
Rest your cursor on any open slot in OnSchedule and the tool tip will
appear.
The current time is determined by your computer time.
Moving/Copying Appointments
Moving appointments within OnSchedule is very much like the cut, copy
and paste feature found in most Windows applications.
Select and Drag Appointments
Use this feature in
the Week at a
Glance window to
move appointments
within the same
week.
If you want to move an appointment from one time slot to another within
the same day, simply select the appointment that you want to move and,
while holding down the left mouse button, drag the appointment to the
correct time slot. Release the left-mouse button and the appointment is
moved.
How to Use the Appointment Queue
Maintain greater control over your schedule with the Appointment Queue.
Use the Appointment Queue to move and copy appointments, schedule
Family Appointments and queue Unscheduled appointments.
Move/Copy Appointments
Select the Appointment Queue button to view appointments in the queue.
To move an appointment, select the appointment and right-click. In the
menu, select Move Appointment/Block.
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The following is an example of the Appointment Queue.
Once the appointment is in the Appointment Queue, simply select and drag
the appointment to the desired location.
To copy an appointment, select the appointment and right-click. In the
menu, select Copy Appointment/Block. Once the appointment is in the
Appointment Queue, simply select and drag the appointment to the desired
location or right-click and select Paste.
Scheduling Family Appointments
Now, you can schedule family appointments as easily as scheduling a single
appointment. Create Family Appointments from several areas of the
software including edit patient, account screen and all quick access buttons.
Right-click on any vacant appointment slot and select Schedule Family or
select the Family Appointments button. From the Schedule Family
Appointments window, select Mark for any patients to be scheduled.
Select Mark All to select all patients in the family. Select the Provider,
Appointment Type and Units from the dropdown list. Select OK to queue
or save. This will create a Family Folder in the Appointment Queue
under Family Appointments.
To deselect a family member, highlight the patient and select Clear. Select
Clear All to deselect all patients. Select Cancel to exit without creating.
Select the Appointment Queue icon to open the Appointment Queue. In
the Edit Appointment window, double-click on a Family Appointment to
open that appointment.
To schedule a family appointment, select the appointment and drag it to the
desired location.
Creating Unscheduled Appointments
Unscheduled Appointments allow you to capture all appointment
information without committing to a specific time, chair and date. Create
Unscheduled Appointments for a series of treatments, fulfillment of a
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treatment plan and more. Right-click on the appointment in the Queue and
select from the following menu.
Use the right-click menu to View Appointment, Remove Appointment,
Move to Quick Fill List, Move to Unscheduled and Go To Next Recall
Date. Select Use to schedule the selected Unscheduled Appointment.
Blocking Unavailable Appointment Times
To block out chairs during times when the provider(s) may be unavailable:
1.
Highlight the slot on the appointment grid that you wish to
block from scheduling appointments.
2.
Select Block or right-click on the appointment, and choose
Schedule Services |Create Block. The Block Appointment
window is displayed.
3.
Enter the length of the duration for the block. Do so by
keying in the ending time in the To field, or enter the number
of Time Units that the block lasts. To delete a block, select a
block and select Delete.
4.
Select the checkbox next to Block all Chairs if you would
like this block applied to all chairs.
5.
Enter any notes for the block in the Description field.
6.
Select OK to apply the appointment block. The blocked time
is displayed in a charcoal gray colour (or the colour designated
in OnSchedule Preferences) to indicate that this time is not
available for appointments, or select Cancel to return to
OnSchedule without saving the block. Move or copy a block
the same way that you would an appointment.
Day-At-A-Glance – Go to a Different Day
To change the current day being displayed in OnSchedule:
1.
From the main OnSchedule window, select Go To or right-click on the
OnSchedule window and choose Schedule Services | Go To Date.
The Date Selection window is displayed.
2.
Change the date of the OnSchedule window by either selecting on the
month dropdown box and year arrows or by selecting on the preset
buttons.
3.
Select OK to view the schedule for the new day. The date that appears
in the title bar is changed to reflect the date selected and the schedule
for that day is displayed.
Or, select Cancel to exit the date selection window without changing
the date
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4.
Remember: The date is changed by using the movement arrows at the
top of the OnSchedule window. Setup for these buttons was described
earlier in this chapter.
Deleting Appointments
To delete an appointment from the current day, follow these instructions.
1.
Select the appointment that you wish to delete.
2.
Select Delete or right-click on the OnSchedule Appointment window
and select Delete.
3.
Appointment summary information is displayed (name, date, provider).
Choose from one of the following three options:
Mark the appointment status as Failed if the patient simply did not
show up.
-orMark the appointment as Cancelled if the patient called in with
advance notice.
-orMark the appointment as Neither if the appointment was not
considered failed or cancelled.
4.
Uncheck Add this appointment to quick fill list if you do not wish to
keep this appointment on file for future reference.
5.
Select the checkbox Apply Appointment Cancellation Fee to add a
fee to the patient’s account.
For instructions on using the Quick Fill List, see the Quick Fill List
section.
6.
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Select OK to delete the appointment, or select Cancel to exit without
deleting the appointment.
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Searching and Locating Appointment Times
To search for an available appointment:
1.
From the OnSchedule window, select Find Appointment or rightclick and choose Schedule Services, and Find Appointment. The
Appointment Search window is displayed.
2.
Highlight the chairs you want to include in Find Appointment by
selecting on each one. To highlight multiple chairs, hold down the
Shift key while selecting the extra chairs.
3.
The Appt Type field defaults to (Any Type). Change the appointment
type if you utilize templates. To choose an appointment type, select the
type of your choice from the dropdown list box.
4.
The Provider field defaults to (Any Provider). If the patient prefers to
see a specific provider, choose the provider from the dropdown list box.
Note: Secondary providers will not be available when using the search.
5.
Enter the number of Time Units required for the appointment.
6.
Enter the Date Range that you would like to search. The From prompt
is the date from which the search begins. You can enter the range of
dates manually or you can use the buttons to the right to change the
date ranges.
7.
Enter the Preferred Time for the appointment search.
8.
Check the box next to each Day Of Week that you wish to search.
You should “check” the days of the week that the patient can normally
make appointments.
9.
Select Begin Search to begin searching for open appointments. The
system begins searching for available appointment slots that match the
criteria you specified or select Cancel to return to the main
OnSchedule window.
10. When the search is complete, the Appointment Search Results
window is displayed with all available appointment slots. If you see an
appointment slot that works, highlight the desired appointment slot and
select Use to schedule a patient for the slot. Enter the necessary
appointment details.
Additionally, you can:
11. Select Go To Day to see the day and time that is currently selected.
12. Select More to continue searching for available time blocks.
13. Select Cancel to return to the Appointment Search window.
Note: The search only identifies the first 25 open appointment slots. If you
would like to continue the search, select More.
Locating Scheduled Appointments for Patients
To locate all scheduled appointments for a patient and the patient’s family:
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1.
From the OnSchedule main window, select the Locate An
Appointment button, or right-click and choose Schedule Services and
Locate Appointment. The Patient List window is displayed.
2.
From the Patient List window, choose a patient and select Use. The
system searches for any scheduled appointments for the patient and
other patients within the same account. When the search is complete,
the Appointments For<<ID Number>> window appears.
3.
Review the future scheduled appointments. Check Show Past
Appointments to view previous dates for this patient.
4.
To delete an appointment date, highlight the date and select the Delete
button.
5.
To print the appointment dates as a report, select the Print button.
6.
If necessary, you can go to the date of the scheduled appointment by
highlighting the appointment and selecting Goto. You can also doubleclick on the appointment. You can also Delete any future appointments
if desired.
7.
When you are finished reviewing scheduled appointments, select
Close.
Quick Fill List
In the event that an appointment has been missed (failed) or cancelled, it is
sometimes important to save the details of these appointments. The Quick
Fill List enables you to store the details of missed (failed) or cancelled
appointments for possible later use. The Quick Fill List also enables you to
add notes to the appointments, print reports and send them to InContact.
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Using the Quick Fill List Window
The Quick Fill List window not only gives you options for managing your
appointments, it also displays important information relating to each
appointment.
Why the Appointment is in the Quick Fill List
Any time an appointment is deleted, you have the option of sending this
patient to the Quick Fill List. When sending the appointment to the Quick
Fill List, you can also select the reason for sending – Failed, Cancelled or
Neither. The top of the Quick Fill List window lists these three status
types and updates each one automatically. For example, if the Failed radio
button is selected when deleting an appointment, the Failed amount is
updated. Appointments can also be added directly to the Quick Fill list or
by designating an appointment as Sooner if Possible.
Quick Fill List Ledger
The ledger displays the appointments added to the Quick Fill List. The
ledger is sorted by the following criteria: date, provider, patient name,
appointment type, time unit and amount. Select the column heading to
change the sort order of the ledger.
If you enter a note for an appointment, a pencil icon appears in the far left
column (see the preceding image).
Quick Fill List Toolbar
The toolbar provides functions for managing your appointments.
Use – Select this button to schedule the highlighted appointment.
New Quick Fill Patient – Select this button to add a patient directly to
the Quick Fill List.
View – Select this button to view the selected appointment.
Note – Select this button to enter notes for this appointment. You can view
these appointments by selecting Note or by printing the Quick Fill List
report.
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You can also add notes to the appointment when sending them to the Quick
Fill List.
Delete – Select this button to delete a selected appointment from the
Quick Fill List.
Add to InContact – Select this button to add a selected patient to
InContact.
Report – Select this button to print the Quick Fill List appointments.
Close – Select this button to close the Quick Fill List window.
Deleting an Entry from the Quick Fill List
1.
From the OnSchedule main window, select the Quick Fill button, or
right-click on the OnSchedule window and choose Quick Fill. The
Quick Fill List window is displayed.
2.
Highlight the patient and appointment information and select Delete to
remove the entry from the Quick Fill List.
3.
Select Close to return to the main OnSchedule window.
You can also do a Find for the patient and even add the Quick Fill List to
InContact.
For more information on InContact, see the InContact chapter in the
Practice Administration Tools unit.
Quick Fill Note
Add the Quick Fill Note to the Account. A checkbox to the Quick Fill
Note has been added.
When checked, the note is added to the Account.
This also applies when adding Quick Fill notes while deleting
appointments.
The Quick Fill Note is added when deleting an appointment or adding an
appointment to the Appointment Queue.
Scheduling A Patient from the Quick Fill List
From the OnSchedule window, choose a time slot. Select Quick Fill or
right-click on the appointment slot and choose Quick Fill.
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OnSchedule • 197
Review the list of patient appointments in the Quick Fill list. Highlight the
appointment you would like to schedule and select Use.
The Edit Appointment window is displayed. Confirm the appointment
information and select OK to save the new appointment.
Printing the Daily Schedule
To print the schedule for the day:
1.
From the OnSchedule window, go to the day that you would like to
print.
2.
Either select Print or right-click on the OnSchedule window and
choose Print. After you have done this, a window similar to the
following appears.
Printed Page Properties
Before printing the schedule, select from the following criteria:
•
Start/End Time – Select the time range you would like to
appear on your printed daily schedule. This enables you to
customize the schedule according to your office hours
•
Print Orientation – This enables you to print the schedule in
a portrait (vertical on the paper) or a landscape (horizontal on
the paper) format
•
Bold Font – Select this checkbox to print the Schedule in a
bold font
•
Show Times on the right – Select this checkbox if you
want to have times appear on both sides of the printed
schedule. If you deselect the checkbox, times only appear on
the left
•
Print in colour – Select this checkbox if you want to print
the schedule in colour
Note: You must have a colour printer to print the schedule in colour.
Other Print Options
Printing a list of appointments
1.
198 • OnSchedule
From the Reports menu in EagleSoft, choose All Reports.
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2.
Choose Appointments from the listing of available reports, and select
OK.
3.
On the Primary Report Filter window for this report, enter the desired
criteria (if necessary) and select Report Preview.
4.
From the Preview Report window, select Print to print the report.
Printing an individual schedule for each operatory
1.
From the Reports menu in EagleSoft, choose All Reports.
2.
Choose Today’s Appointments from the listing of available reports
and select OK.
3.
From the Preview Report window, select Print to print the report.
Viewing a Week at a Time
To view the appointment schedule a week at a time, do the following:
1.
Go to Activities | OnSchedule | Day at a Glance and then choose
Week At A Glance. If you are already in OnSchedule, select the
WAAG button.
2.
The Week At A Glance window is displayed.
3.
Select the appropriate arrows to move to the correct week. You can
also use the Goto button.
4.
View the appointment details for the week. All scheduled
appointments are indicated with the colour that denotes the Provider or
Appointment Type for that particular appointment. All blocked
appointments are indicated with a B. All lunch times are indicated with
an L. All open appointments are coloured in white space.
5.
Select an available appointment slot by selecting it. Then, right-click
Edit/Schedule to schedule an appointment or edit an existing
appointment during that time. (You can also double-click on the
appointment slot.)
Viewing Appointment Information within EagleSoft
There are many other areas within EagleSoft where you can view, print or
access information from OnSchedule. Please review the following
information to see where the appointment information can be viewed within
other areas of EagleSoft.
To:
Area:
Walkout
Search and schedule the existing patient for
Processing Window an appointment.
Treatment Plan
Search and schedule the existing patient for
Processing Window an appointment.
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Recalls
Print reports, appointment reminder cards and
so on.
Patient Summary
View upcoming appointment information for
the entire family.
OnSchedule • 199
200 • OnSchedule
Edit Patient
View next appointment date and time.
Reports
Print the following reports: Appointments
Report, Daily Provider Goals, Office Chairs
Master, Patients on Short Notice, Scheduled
vs. Goal Report, Scheduled vs. Goal by
Provider and Today’s Appointments.
Account Window
Schedule appointment for selected patient.
Clinical
The following Clinical modules have
integration buttons available from each
window: Chart, Clinical Exam, PSR Exam,
Perio Exam and Notes History.
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EagleSoft Today
EagleSoft Today
EagleSoft Today can be
used as an interactive route
sheet.
EagleSoft Today uses all the
same icons and indicators as
OnSchedule. The colour
blocks on the right indicate
the Appointment Type
colour. Double and Triple
book colours appear as
arrows next to the
appointment time.
Overdue Tasks appear in
red.
EagleSoft Today is like a digital day planner for your desktop. This
module will allow you to view daily Appointments, Tasks and Post-Op
calls from a centralized location. Access detailed information associated
with these areas of the software. View items by Chair or Provider.
To access this new virtual screen, select Window | ESToday. In the
Appointment bar, use the dropdown arrow to select the desired date.
Double-click appointments, tasks and post-op calls to open the live
information for editing.
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Customizing EagleSoft Today
To customize your EagleSoft Today, select the hyperlink at the bottom
View: All Appointments by <<selected setting>>. In the Customize
EagleSoft Today window, use the drop down arrows to select Provider,
View and Refresh settings. In the Indicators area, select from the
following checkbox options: Patient Arrival Status, Double and Triple
Book, Patient Pre-med, Lab Cases, Patient Alerts, Patient Photo,
Appointment Type and Patient Names.
In the Display/Task/Call Options area, select from the following checkbox
options: Show Post-Op Calls, Show Tasks, Include Private Tasks,
Include Completed Tasks, Appointment Detail Popup and Show Photo
in Detail Popup.
Select OK to save and apply your options. Select Cancel to close the
window without saving.
Right-click Menus
Use the right-click menu on a selected Appointment to Edit, Delete, Find
Appointments, Locate Appointments, Call Patient @ Work, Call
Patient @ Home, Email Patient, Set Next Arrival Indicator, Mark As
Walked Out, Refresh and Print Today’s Appointments.
Use the left-select menu on the confirmation status to toggle between
Confirmed, Unconfirmed, Sent Email, Left Message, No Answer, Phone
Busy, Waiting for Callback and Other.
Use the right-click menu on a selected Task to Add Task or View Task
List.
Use the right-click menu on a selected Post-Op call to Call Patient @
Work, Call Patient @ Home.
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Task Manager
Introduction
Task Manager is a way to schedule reminders/tasks for personal and office
use. The Task Manager enables you to set up recurring tasks daily, weekly,
monthly, periodically or annually. The shortcut keys and toolbars give you
access to the task list from any window in EagleSoft. A preference
enables the Task List to start up each time you log into EagleSoft.
Using the Task List
Accessing the Task List
There are three ways to access the Task List.
•
From Activities, choose Task List
-or-
•
Use the F11 keyboard shortcut
-or-
•
From the right-click menu in the OnSchedule window
Preferences
Before using the Task Manager, it is a good idea to set up the Task Manager
preferences.
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1.
If you want the Task List to appear at the time of logon, go to File |
Preferences | General.
2.
Select the Display Task List at time of login checkbox.
3.
Select OK to save and exit the preferences. Now, each time a user logs
on to EagleSoft, the Task List is displayed. This is useful for
meeting reminders, prescriptions and lab cases.
Task Manager • 203
View Options
These features allow you different ways to view the Task List. You can
filter the appearance of the Task List according to provider, task status and
many other options. Each view is customized for the user logged into
EagleSoft. For example, when George Young logs in to EagleSoft and
pulls up the Task List, he views only those tasks assigned to him. Select the
Cancel button to stop generating the Task List.
For
Select a provider to view tasks for that provider.
Show Future Tasks
Select this checkbox to view future tasks. Future tasks are tasks that have
not started yet.
Sort By
Select any of the Sort By options to view the tasks in that order of that
column.
Status
Assigned To
Priority
Category
Due Date
Patient
Task List Ledger
The Task List ledger displays the current, viewable tasks. By selecting the
column header, you can rearrange the order of the tasks. The Sort By
function mentioned above has the same function.
Status
Select this checkbox to mark the status as completed. The next time you
log on to Task Manager, the task is gone.
Priority
Displays the priority of the task.
Subject
The subject or title of the task.
Due On
When the task is due or to be done by.
Assigned To
If the task is assigned to a specific provider, the provider shows up here. A
private setting is given if the task is for a certain provider.
Category
If there is a task category for the task, it appears here.
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For information on categories, see the Task Category section in the
General Setup chapter located in this unit.
Patient
If a task is assigned to a specific patient, the patient’s name is displayed
here.
Toolbar
New
Select New to create a new task.
Read further for information on creating a new task.
Edit
Select Edit to modify a current task.
See the Creating/Editing a Task section that follows for more information.
Delete
To delete a task, select it from the Task List and select Delete. If the task is
set to occur every day, it appears the next day. If, however, you delete the
last occurrence of a recurring task, you are prompted with a message box.
You must receive this prompt for
a Task to be deleted.
Select Yes if you wish to proceed.
Report
Select Report to get a listing of all tasks.
The Task Manager Report Filter window appears.
For more information on task reports and filtering, go to the section later in
this section.
Select Close to leave the Task List.
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Task Manager • 205
Creating/Editing a Task
1.
To add a task to the list, you need to first open the Task List window.
2.
Select New to add a task.
3.
To use the Task Manager Wizard, select Set Freq. The Task
Manager Wizard walks you through setting up the time, frequency
and other settings for the task.
New Task Window
1.
To create a task, select New.
2.
The New or Edit Task window appears.
3.
Enter a subject for this task in this box. Enter a subject that
appropriately describes the task.
4.
If you are going to select a due date (a date for the task to be
completed), type it in here. Select the None box to not use this option.
If you use Set Freq. to set up a task frequency, this overrides the Due
Date. This takes you to the Task Manager Wizard.
For information on using the Task Manager Wizard, see the next
section.
206 • Task Manager
5.
Select a patient if you want to attach this task to a patient. The task
could remind you to call a patient about a bill or reschedule a cancelled
appointment.
6.
If task categories have been created, select from the Category
dropdown list box. Using task categories is especially helpful if you
later want to print out a list of your tasks according to their category.
7.
Select the provider to whom you are assigning this task. Select the
Private checkbox if you want only this provider to see the task.
8.
Select a Priority radio button for the task. High priority items are
listed at the top of the list, medium is next and low priority is at the
bottom.
9.
Select a status from the dropdown list box:
Not Started – The task has not been started.
In Progress – The task is currently being worked on.
Completed – The task is completed and no longer appears on the
task list.
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Waiting on Someone Else – This cannot be started until
someone else joins the task.
10. Select OK when you are finished in this window.
Creating a Task with Task Manager Wizard
If you want to set up a frequency or time range for a task, select Set Freq.
This takes you to the Task Manager Wizard.
The first window enables you to select the frequency of the task.
Frequency
•
Daily – This task happens daily
•
Weekly – This task happens weekly
•
Monthly – This task happens monthly
•
Yearly – This task happens yearly
•
Once – This task happens only once
Setup
1.
Select an option and select Next to set up details for the frequency.
The daily option is selected in the following window.
2.
Select the recurrence you would like for this scheduled entry.
The recurrence dictates how often or the frequency of the task.
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Task Manager • 207
In the above example, you have the following three options:
3.
•
Every __ day(s) – Enter how often you want the task to occur
(for example, every 5 days)
•
Every weekday – Select this option if you want the frequency to
appear on Monday-Friday
•
Every day – Select this frequency if you want the task to occur
every day of the week
Select Next when you are finished selecting details.
The following window appears next, unless the Once Frequency is
selected.
208 • Task Manager
4.
Select the Starting on and Ending on dates for the range of recurrence.
The dates can be typed manually or you can select the down arrows and
choose the date from the dropdown month/day selection.
5.
If the No Ending Date checkbox is selected, the Ending on date is
blanked out.
6.
If you want to select how many times this task should occur, select
Stop after __ occurrences checkbox and enter a number. If you enter
4, the task occurs only four times and then stops.
7.
Select Finish when you are ready to process this task. A summary is
displayed after you have finished setting up the frequency.
8.
Select OK to save the task.
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Task Manager Report
Filtering the Report
You can view and print out the tasks from two different locations.
•
From Reports | All, select Task Manager
-or-
•
Select Report in Task List
From the Task Manager Report Filter window, select preferences for
your report.
Sort By
Sort the order of tasks in your report.
Filter By
Select a checkbox and choose from a dropdown list box. You can also
combine the filters.
Due Date
Select this option to pull report criteria using the due date.
Patient
Select this checkbox if you want to use criteria for a specific patient.
When you have filtered the report according to your criteria, select OK.
Select Print to print the report. You are then able to select a different
printer, a range of pages and the number of copies.
Select Cancel to exit the Report Preview window.
Printing and Previewing the Report
The Task Categories report gives you a list and a total of the categories in
the system.
To access this report, go to Reports | All Reports | Task Categories.
For more information on task reports, go to the Other Reports section in
the Reports and Graphs chapter located in the Practice Administration
unit.
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Time Clock
Overview
Time Clock offers a unique way of tracking and managing employee hours.
Time Clock enables an employee of the office to “clock in” when coming in
to work and “clock out” when leaving. The Employee Time Sheets show
total hours worked for a selected time period. These features better enable
your office to manage your employees’ hours without all the extra
paperwork and time.
Setting up the Time Clock
By default, each provider is marked to use the Time Clock feature, so Time
Clock is ready to use immediately. However, if you want to set up security
and other options, read the Setting up Preferences section that follows.
Setting Up Preferences
Before using the Time Clock, you may want to verify that the following
areas of information related to the Time Clock are set up.
•
Provider Information
•
Time Clock Passwords
•
Work Types
Provider Use of Time Clock
Before starting the general setup, verify that each provider is set up on
Time Clock. To do this, go to the Provider window and make sure the Use
Time Clock checkbox is selected at the bottom of the Provider/Staff
window.
Time Sheet Security
The Time Sheet password feature enables you to edit or view time sheets
for each provider and staff member. A staff member with Administrative
security rights needs to set up those who should have access to this feature.
To provide access to this feature, the Administrator must log on and edit the
employee. From the Edit Provider/Staff window, select Password. From
the Password window, select the Time Sheet Mgmt checkbox.
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Setting up the Time Clock Password
The Time Clock feature enables you to set up password access for each
provider and staff member when clocking in or out. To set up the Time
Clock password in the Integrated Mode, go to Lists | Provider/Staff and
select the current provider. From the Provider/Staff window, select the
Password button with the Time Clock icon. From this window, enter a
password in the New Time Clock Password box and then enter the same
word in the confirmation field. Set up the additional question and answer
section designed to help your office retrieve forgotten passwords.
Setting Up Work Types
Work types are classifications for work hours. When clocking in and out, a
work type is associated with the hours worked. For example, if an
employee is going to be gone on a weeklong vacation, this employee may
want to set up a time sheet for this period and use the Vacation work type.
There are four work types included in the database: Vacation, Holiday,
Regular and Sick. To use these work types or add more, follow the
instructions below:
Adding New Work Types
1.
2.
To add new work types, go to Lists | General Setup and select Time
Sheet Work Types.
From this window, select New to create new work types.
The New Work Type window appears.
3.
Enter a Work Type name in the Work Type field box (for example,
conference, business meeting and so on).
4.
Enter a default time in and time out. This appears next to the Work
Type name in the Employee Time Sheet to indicate the hours for this
work type.
5.
Select OK to save and return to the Work Types list.
Editing Work Types
Note: The work types installed with EagleSoft – Vacation, Holiday,
Regular and Sick – cannot be deleted or edited.
1.
To edit a work type, select a work type and select Edit.
The Edit Work Type window appears.
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Time Clock • 211
2.
Select in the Work Type field to change the description. If it is a
system work type, you are unable to change the description.
3.
Select in the Time In and Time Out fields to change the times.
4.
Select OK to save and return to the Work Types list.
Using the Time Clock
1.
When an employee of the office logs into EagleSoft, select the Time
Clock icon on the desktop to clock in.
-orFrom the Activities menu, choose Time Clock and then Time Clock
from the Time Clock menu.
The Time Clock window appears.
2.
When the Time Clock window appears, select the User dropdown list
box and choose a provider name. Then, select Clock In.
If a password is set up for the staff member or provider logging in,
enter the password before clocking in or out.
3.
When you are clocking out for the day, open the Time Clock window.
Select the provider’s name and select Clock Out.
Entering Notes
4.
Select Notes to enter more information for the time sheet. If an
employee calls in sick, you can enter a note explaining the reason the
person is out.
Time Sheet
5.
212 • Time Clock
Select Time Sheet to access the Time Sheet window.
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If the current user has security access, you can create and edit time
sheets. The Time Sheet provides a way for an employee and/or the
staff administrator to manage hours for the office staff.
If you want to change the date range, select the arrows next to the
From and To dates. To view different employers, select the Employee
dropdown list box and select. Select the Show Inactive checkbox to
view all time sheets.
When you select edit or new, a timesheet record window appears.
From this window, select an employee, work type, the dates, and the
time in and out. Select OK to save the time sheet.
Time Sheet Report
6.
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Select Report to preview and print a time sheet for the current
provider. You can also select Notes in the Employee Time Sheets to
enter notes for the time sheet. Another way to access the Time Sheet
report is to go to Reports | Providers | Employee Time Sheets.
Time Clock • 213
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Account Management – Unit 3
The Account Management unit contains the following:
How to Process a Walkout
A Breakdown of the Account Screen
How to Receive Account Payments
How to Receive Insurance Payments
How to Set Up a Payment Plan
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Account Management – Unit 3 • 215
Walkout Processing
Introduction to Walkouts
The walkout statement is the invoice of services rendered for each patient.
The walkout statement records all services rendered; generates insurance
claims for the patient, updates the treatment plan and prints a receipt or
walkout statement for the patient.
This chapter includes information on the following:
216 • Walkout Processing
•
Accessing the Walkout Statement window
•
Creating and processing a walkout statement
•
Generating an insurance claim
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Where Can I Process a Walkout
1.
From the Activities menu, choose Practice Management Activities
and then Walkout Statement.
2.
From the Account window, select Walkout below the ledger.
3.
From the Integrated Mode window, select the Walkout icon.
4.
From the Practice Management Front Office window, select the
Walkout icon.
5.
Select Walkout on the toolbar.
Walkouts can also be accessed from Account, Treatment Planning and
Chart.
How To Create a Walkout Statement
From the Activities menu, choose Practice Management Activities and
then Walkout Statement. The Walkout Statement window is displayed
(see the following image).
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.
To change the provider for walkout, select the Provider for Walkout
dropdown list box. If services on this walkout were performed by a dentist
other than the patients Preferred Dentist, you may need to change the
Provider on Walkout.
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Walkout Processing • 217
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
If this patient has treatment plan items marked Post to Walkout, the
Planned Procedures window appears, and the items are marked to pull
directly into the walkout by default. Select OK to pull the marked items
into the walkout.
If the treatment plan items are marked Proposed, you are first prompted
about the treatment plan items. Select Yes if you want to use any of the
treatment plan items. A list of those items is displayed. Highlight the items
you want to pull from the treatment plan into the walkout and select Mark.
When all items are marked, select OK to proceed to the Walkout
Statement window.
When you have selected the treatment plan items, select OK to return to the
Walkout Statement window.
If applicable
Under Options, select the checkbox Use Date of Service From Planned
Procedure or Use Fee From Treatment Plan.
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.)
If you want, change the provider by selecting the Provider box. A
dropdown list box appears. Choose a new provider from those listed.
Select the Quick Walkout checkbox to bypass the payment option screen.
Select the checkbox Show Preview of CAESY Printables to preview those
associated items prior to printing.
After verifying that you have selected the correct provider for the service,
you may need to enter specific information for that service regarding
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tooth/quadrant/ root/surface. If you are receiving a message stating that the
tooth/quadrant/root 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.
To delete a service code from the Walkout Statement window, highlight
the service and select Delete.
The More Information Button
To view more details about the service code, choose More Information.
Modify the information, if applicable.
Use the More Information button
to view details about the service,
modify service dates, aging dates,
tooth number, fees and insurance
estimation amounts.
You can also apply discounts and
taxes.
For example, if you had a service
that didn’t get walked out on the
date of service; use More
Information to enter the correct
date of service when walking out
the service.
The following options are available from the Item Detail window:
•
Service Date – Enter or edit the date of service for this item.
•
Aging Date – Edit this to change the True Date Aging date.
By default, this date is based on the service date.
•
Tooth – Modify the tooth number if needed.
•
Fee – Enter a fee or modify the current one.
•
Lab Fee – Enter a fee or modify the current one.
•
Lab Codes – Enter or modify the current lab code
•
Proc Type Codes – Enter or modify the current proc type
codes.
•
Apply Discount – Select this checkbox if you want a
discount to be applied to this service.
•
Submit on Insurance – Select or deselect this checkbox
based on whether or not this service needs to be submitted to
insurance.
The Show Estimation Button
To view how insurance estimates a service in the walkout, highlight the
service and select Show Estimation.
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Walkout Processing • 219
If insurance appears to not be estimating correctly, check the following
areas:
•
Edit Person Window – The patient must have remaining
benefits and must have met deductible.
•
Employer Percentages – Edit the policyholder’s employer via
List | Practice Management Lists | Employers/Coverage List.
Under Service Types for this employer, percentages for the service
types must exist for insurance to estimate.
•
Employer Calculation Method – Edit the policyholder’s
employer via List | Employers/Coverage List. Choose
Preferences. The calculation method must be set to “Estimate
Insurance.”
•
Employer Coverage Book – Edit the policyholder’s employer
via List | Coverage Book List. Choose Coverage Book. If the
service exists within the Coverage Book, this is taken into
consideration.
•
If the fee for the service appears to be wrong, check the following
areas:
•
Lists | Service Codes – Edit the service code and confirm that
the Standard Fee for this service is correct. Also, verify the service
type to make sure the correct percentage is pulled from the Edit
Employer window. Verify that the service code has been marked
to submit on insurance.
•
Edit Person | Preferences – Under Financial Preferences,
Fee Schedule should be set to (None) unless you are utilizing a fee
schedule that differs from your standard fees.
•
Edit Employer – Edit the policyholder’s employer via List |
Employers/Coverage List. The Fee Schedule for the Employer
should be set to (standard fees) unless you are utilizing a fee
schedule that differs from your standard fees.
Choose Process to process the walkout statement. The Walkout
Statement Processing window is displayed.
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CAESY Printables
CAESY Printable PDFs are now included as part of EagleSoft. Provide
patient education take-home materials by attaching CAESY printable files
to specific service codes. CAESY Printable PDFs can be printed in English
only.
CAESY Printables Preferences
In the Printing Preference tab, select the Print Associated CAESY
Presentations During Walkout checkbox. Select OK to save your
changes.
This will allow you to automatically print any associated CAESY
information with the patient’s walkout.
CAESY Printables Setup
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Walkout Processing • 221
To attach CAESY Printables to a service code, select List | Services.
Select the desired service code and select Edit. In the Edit Service Code
window, select the Printables button.
In the CAESY Printables Assignment window, select the checkbox
pertaining to the desired CAESY Printable form(s). Select OK.
Select the Preview button to view a PDF file of the selected CAESY
presentation.
CAESY Printables Walkout
During the Walkout Process, select the checkbox Show Preview of
CAESY Printables to preview those associated items prior to printing.
How To Process a Walkout
After the services are entered into the walkout statement, the next step is to
process this walkout. Processing the walkout potentially leads to generating
an insurance claim (the final stage in processing a walkout), accepting
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payment on the account, setting up recall information or generating a receipt
for the patient.
It is possible to process the walkout statement with or without payment
from the patient. If the patient does not have insurance, the walkout
statement should be processed with a payment, unless the patient prefers to
receive a statement in the mail.
1.
To begin processing the walkout choose Process. The Walkout
Statement Processing window is displayed. Note: If you are using the
preference for Quick Walkout, this screen will not appear.
2.
To see the individual balances of the patients in the account, while in
the Walkout Statement Processing screen, select View.
Using Payment Types
3.
Choose the Payment Type from the dropdown list. If the Payment
Type also has a corresponding prompt (for example, cheque number),
provide the appropriate amount.
4.
Type the Amount of the payment and press the Tab key.
5.
If the Provider Distribution (Prov. Dist) box is checked, you are
prompted to distribute payment among providers (see the following
image).
6.
If the Patient Distribution (Pat. Dist) box is checked, you are
prompted to distribute the payment to other patient balances on the
account.
Using Adjustment Type
7.
Choose an Adjustment Type from the dropdown menu, if there is an
adjustment applied to the patient’s account (for example, a Delta Dental
write-off).
8.
Enter a description of the adjustment, if applicable.
9.
Enter the Credit Adjustment amount or the manually figured discount
of the walkout, if you wish to decrease the patient balance.
How to Print a Walkout Statement
10. Check the Print Walkout Statement box to print a receipt. The
default for this option can be found under File | Preferences | Printing
and choose Print Statement At Time of Walkout.
11. Choose the Walkout Statement Message from the dropdown list, or
press the F2 key to create a new message.
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Walkout Processing • 223
12. Select Lab Case to view, edit, create or assign a lab case for this
walkout statement.
13. Select Account Pref to view or modify account preferences. From this
window, select preferences for receiving statements, finance charges,
and so on. You can also enter a statement message that appears on
each statement and/or a one-time monthly note for statements that
appear below the statement message. The monthly note for statements
can also be entered in the Account window for the patient.
14. Select Setup to adjust the Walkout or Insurance printer settings, if
necessary.
15. Select Schedule to schedule an appointment for this patient. If you
want to view OnSchedule in different views (Day at a Glance or Week
at a Glance), select the down arrow and choose one of the options.
Determining a New Recall Date
16. In the Recall Frequency field, enter a new recall frequency, if
preferred.
17. The New Recall Date is automatically updated when using the Adult or
Child Prophy service codes based on the Recall Frequency of the
patient (Edit Person | Preferences).
For more information on recalls, see the Recall Wizard section in the
Continuing Care unit.
If this New Recall Date is not updating correctly, check the following
areas:
Service Code List – Edit the adult and/or child prophy service codes
and confirm that the Updates Patient Recall preference is marked.
Edit Person | Preferences – Confirm that the patient is marked to
Receive Recalls and that the recall frequency is set for this patient.
18. Select the Update Today’s Appointment as Completed checkbox, if
you want to update the appointment block in OnSchedule. When the
services for that appointment are walked out, the appointment block’s
colour is changed.
19. When you are ready to process this walkout, select OK to save your
settings and process.
20. If you selected to print the Walkout Statement, the statement prints
with a list of the services, balance due, estimated insurance, and so on.
The bottom of the statement lists the next appointments for other family
members.
Generating an Insurance Claim from the Walkout
If you are using the preference Use Quick Walkout, this window will not
appear
If the patient has insurance, the next step in completing the walkout
statement is to generate an insurance claim. Simply answer the pertinent
insurance claim questions and determine how you wish to submit your
claims. The system automatically generates a claim for the patient’s
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primary insurance. After the primary insurance is paid and marked Final
and a balance remains, EagleSoft generates a claim for the secondary
insurance (if applicable).
There are several options for printing and submitting insurance claims.
Insurance claims may be printed immediately and given to the patient to
submit by hand. They may also be saved and printed at a designated time
during the day or week as a batch of claims. You can also submit insurance
claims electronically.
There are four options available on the Insurance Questions window in
the Print Claim section:
•
Print Now – The claim is printed immediately, and the status
is changed to Open
•
Print Later – The claim is saved until you are ready to print
the saved batch of claims and mail them to the insurance
companies. To view these claims, go to the Process
Insurance Claims window. From the View section, select the
Unsubmitted checkbox
•
Submit Electronically – The claim is generated in
electronic format and is electronically submitted through the
Process Insurance Claims window. To view these claims, go
to the Process Insurance Claims window and select
Unsubmitted Elec (Electronic) in the View section
•
Submit Manually – The claim status is automatically
changed to open and waiting for an insurance payment. You
or a staff member is responsible for submitting the claim to the
insurance company
Enter insurance
information like Remarks
for Unusual Service
Choose the Insurance Form you wish to use.
You will need to answer the insurance questions as if you were completing
the form by hand. If a question does not apply, simply leave it blank.
Choose Missing Tth (teeth) to update the patient’s chart of missing teeth.
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Walkout Processing • 225
Select the AutoNote button to attach an AutoNote to the claim in the
Remarks for Unusual Services area. Use an existing AutoNote or create a
new one for the situation.
Choose OK to generate and print (if applicable) the claim.
Once the claim is generated, the insurance questions can be changed at a
later time in the Process Insurance Claims window. However, if changes
are made, the claim needs to be resubmitted.
When using electronic claims, there are a limited number of characters
available for Remarks for Unusual Services.
Frequently Asked Questions about Walkouts
How can I “back date” a Walkout?
Back-dated services will appear
on the current day’s EOD with
the assigned date.
Use the More Information button. Select the More Information button
and use the dropdown arrow to select a new date under Service Date.
My insurance isn’t estimating correctly. How can I see how the estimation
is being calculated?
To view how insurance estimated a service in the walkout, highlight the
service and select Show Estimation.
If insurance appears to not be estimating correctly, check the
following areas:
•
Edit Person Window – The patient must have remaining
benefits and must have met deductible
•
Employer Percentages – Edit the policyholder’s employer via
List | Practice Management Lists | Employers/Coverage List.
Under Service Types for this Employer, percentages for the
service types must exist for insurance to estimate
•
Employer Calculation Method – Edit the policyholder’s
employer via List | Employers/Coverage List. Choose
Preferences. The calculation method must be set to Estimate
Insurance
•
Employer Coverage Book – Edit the policyholder’s employer
via List | Coverage Book List. Choose Coverage Book. If the
service exists within the Coverage Book, this is taken into
consideration
If the fee for the service appears to be wrong, check the following
areas:
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Patterson EagleSoft 15.00
•
Lists | Service Codes – Edit the service code and confirm that
the Standard Fee for this service is correct. Also, verify the service
type to make sure the correct percentage is pulled from the Edit
Employer window
•
Edit Person | Preferences – Under Financial Preferences,
Fee Schedule should be set to (None) unless you are utilizing a fee
schedule that differs from your standard fees
•
Edit Employer – Edit the policyholder’s employer via List |
Employers/Coverage List. The Fee Schedule for the Employer
should be set to (standard fees) unless you are utilizing a fee
schedule that differs from your standard fees
Walkout Processing • 227
Account Activities
Introduction to Account
The Account window can be utilized to access the Edit Person window,
review account history, print account history reports, post transactions via
the walkout statement, accept payment on the account, record adjustments
or returned checks, and much more. Essentially, the Account window
offers a central place to perform most of your daily accounting procedures.
The following information is in this chapter:
•
Viewing patients on the account
•
Using the integrated features from the right-click menus
•
Reviewing the account ledger
•
Writing off an account
•
Entering account notes
•
Entering account adjustments
•
Editing and deleting past transactions
How to Access the Account Window
1.
From the Activities menu, choose Practice Management Activities |
Account.
2.
From the Integrated Mode or Practice Management Front Office
window, press Ctrl + A.
3.
Choose Account from the Toolbar. Select the Account icon from the
Integrated Mode window.
4.
Select the Account icon from the Practice Management Front Office
window.
The Account window is displayed.
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When the window appears, type the full or partial last name of the patient.
You can also type or search (F2 key) the Patient ID. The patient and
responsible party names are displayed, as well as account information.
Account Window Options
Use:
To:
Report
Print or view the account history
Preferences
Set account preferences
Note
Write notes about the account
Alerts
Set account alerts
Edit Patient
Access Edit Patient window
Adj
Add transactions to account history, such as credit
adjustments, debit adjustments, returned cheques,
write-offs and billing and finance charges
Edit
Modify account payments, services and notes
Delete
Delete an account transaction
Filter
Determine the items included in the account history
display
Walkout
Create a walkout statement for this patient
Ins Payment
Make an insurance payment for this patient
Acct Payment
Make an account payment for this patient
Today’s Receipt Print a list of the current day’s receipts for the entire
account
Viewing Patients on the Account
The Account window displays a list of all patients on that specific account.
When accessing any of the account activities buttons listed above, it uses
whichever patient is highlighted within the Patients area.
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Account Activities • 229
Using Account Options
1.
In the Patient box, highlight the patient for whom you wish to enter
information or a transaction.
2.
Right-click, and a list of options is displayed.
3.
Choose the option you wish to utilize.
4.
Follow the procedures for the option you have chosen.
Using Integrated Options within the Account
Window
This menu enables you to access virtually every area of EagleSoft. It also
enables you to perform functions within the Account window.
To access this menu, right-click next to the patient name in the gray area.
Call
Dial the patient’s work or home phone number using Auto-dialer.
Treatment Plan
Access the Treatment Plan window.
Insurance Info
Access insurance information for the patient selected in the patient box.
View Claims For Patient
View existing claims for the highlighted patient on the current account.
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View Claims For Account
View claims for the current account.
View Rx Information
View prescription information for the selected patient.
Send To
Select this option to send letters or e-mails.
View History
View a printable history of the current account.
Print/Queue Statement
Print a statement for the account or send a Statement to the Statement
Queue.
Reprint Last Statement
Reprint the last statement for the account.
SmartDoc
Access SmartDoc for the current patient.
Schedule Patient
Open OnSchedule and create an appointment for the current patient.
Schedule Family
Open the Family Schedule feature in OnSchedule for the current family.
Clinical
If Clinical is installed, this enables full access to all installed modules. If it
is not installed, this option does not appear.
View Referral Information
View referral information on this account.
View/Reprint Walkouts For Account
View and/or reprint walkout statements for this account. The Walkout
Statement Utilities window is accessed once this is selected.
Patient Summary
View patient summary for the selected patient.
Note History
View the Note History for the selected patient.
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Account Activities • 231
Patient Route Sheets
Open the Patient Route Sheets window.
Patient Signatures
View the digital signatures for the selected patient.
Fast CheckIn
Send the selected patient to a Fast Check-In terminal.
Ledger Options
This menu can be accessed by right-clicking in the ledger.
Depending on the transaction you select, a different right-click menu option
appears each time.
View Distribution
View patient and provider distribution on an account or insurance payment.
View Claim
View the claim and notes or change insurance answers with this option
when selecting on a service.
Adj
Select this option to debit, credit, write off and apply a billing or finance
charge to the account. Available by selecting anywhere in the ledger.
Edit
Edit a completed service or account payment.
Delete
Delete a service, account or insurance payment.
Filter
Filter the current view of the ledger so you can view different types of
information, including transactions from other accounts.
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View Walkout
View the printable walkout statement for the selected service.
View Rx History
Select a prescription and view the prescription history for the selected
patient.
View Eligibility
View patient insurance eligibility.
Expand Ledger
Expand the Account ledger.
Add to Outstanding Claim
To add an item to an outstanding claim, select the service in the Account
ledger. Right-click and select Add to Outstanding Claim. The Add to
Outstanding Claim window appears.
The Provider on Insurance on the service and the Provider on Insurance on
the existing claim must match. The Invalid Claim Selection warning will
appear if they do not. Select OK to return to the Add to Outstanding
Claim window.
Select the existing claim from the list. Select the checkbox Update Annual
Deductible for Patient if applicable. Select the View Claim button to
preview the specifics of the selected claim. Select OK. The Recreate
Claim window appears.
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Account Activities • 233
The Provider on
Insurance dropdown
list will only appear
when using the
preference for
Provider On
Insurance in the
Accounting tab.
Select the appropriate Estimation Options. Select OK to recreate the
claim.
Select the appropriate Print Claim option. Select the desired Insurance
Form. Review the defaulted information under Questions. Select OK to
finish.
Multiple Providers can not
be selected on Insurance
claims.
Select the appropriate Estimation Options. Select OK to recreate the
claim. The Insurance Questions window appears.
Select the appropriate Print Claim option. Select the desired Insurance
Form. Review the defaulted information under Questions. Select OK to
finish.
Recreate Claim
To create a new claim from previously walked out services, select the
desired services in Account.
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Multiple services can be
selected, provided they are
not tied to an existing
claim.
Right-click and select Create New Claim. The Recreate Claim window
appears.
Select the appropriate Estimation Option. Review the displayed
information. Select OK to create the claim. The following window will
appear.
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Account Activities • 235
Select the appropriate Print Claim option. Select the desired Insurance
Form. Review the defaulted information under Questions. Select OK to
finish.
View Related Claim Items
When this option is selected, the account window ledger will be filtered by
the claim of the highlighted transaction. All claim items will be displayed
including payments, services and notes.
View Related Walkout Items
When this option is selected, the account window ledger is filtered by the
walkout of the highlighted transaction. All walkout items are displayed
including payments, services and adjustments.
Frequently Asked Questions about Account
Is there any way to expand/retract the ledger?
In Account, use the right-click menu to expand and retract the ledger.
Can I change the Aging Date on a Service in Account?
In the Account window, select the payment or service that you wish to edit.
236 • Account Activities
1.
Select Edit.
2.
If you are modifying a completed service, enter the new date of service,
the provider, and/or tooth or surface numbers.
Patterson EagleSoft 15.00
3.
If needed, enter a new date in the Aging Date box if you want to
change the date of insurance. The True Date Aging is based on the date
entered in this box. By default, this date is the same as the service date.
How do I enter a payment from a Payment Plan?
An Account Payment cannot be
transferred to a Payment Plan.
If you have made an Account
Payment by mistake, you will
need to delete the payment and
re-enter a Payment Plan
payment.
To receive payments on payment plans:
1. There are several ways to receive a payment plan payment.
From the Activities menu, choose Practice Management Activities
and then Account Payment. From the Account window, choose Acct
Payment.
2.
Type the full or partial name of the patient for whom you have created
the payment plan.
Note: The payment plan payment must be posted to the patient that the
Payment Plan has been set up for.
3.
From the Receive Payment On option, choose Payment Plan. The
payment plan details are displayed at the bottom of the window.
4.
Select the Payment Type.
5.
Type the answer to the payment prompt (if a prompt is set up for the
Payment Type). For example, when entering a cheque payment, you
are able to enter the check number.
6.
Enter the Amount of the payment and press the Tab key.
7.
If your system preference is set to Prompt To Distribute Payments,
the Provider Distribution window appears.
8.
Select the checkbox next to Print Payment Receipt to print a payment
receipt.
9.
If the payment is an overpayment, choose to apply the overpayment to
the principal or the account balance.
10. Select OK to process the payment plan payment.
11. Choose Cancel to cancel the payment plan payment.
How can I offset Debits and Credits?
If you have accounts with offsetting debits and credits and no time to fix
them, EagleSoft does the work for you.
Every time you enter the account window or run End of Day/Month,
Practice Management can tell you if there are offsetting debits and/or
credits. There are two places to correct offsetting debits and credits.
These preferences are available from the Accounting tab in File |
Preferences. The preferences are:
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•
In account screen display warning to adjust
offsetting debits and credits
•
At EOD adjust accts seen today with offsetting
debits and credits
Account Activities • 237
Reviewing Account Ledger
The Account Ledger section shows all transactions that have been posted
to any member in the selected account. The most recent transactions are
listed at the top.
See the Account Preferences
section for information on
changing Account Ledger
colours.
•
All debit transactions (transactions that increase the patient’s
balance) and notes are displayed in black (for example, patient
services are in black)
•
All transactions with outstanding insurance claims appear in
blue
•
All credit transactions (transactions that decrease the patient’s
balance) are displayed in red (for example, patient’s payment
appears in red)
•
Deleted transactions, notes and adjustments are in green. A
deletion adjustment refers to the offsetting adjustment that is
created by deleting an original transaction. For example:
•
Deleting a $100 service, which is a debit amount, creates
a $100 Delete Adjustment, which is a credit amount.
•
Deleting a $50 payment, which is a credit amount, creates
a $50 Delete Adjustment, which is a debit amount to offset
the original transaction.
A running balance is kept and displayed.
Here is a listing of the various types of Debit Transactions:
Completed service
Debit adjustment
Billing charge
Finance charge
Returned check
Here is a listing of the various types of Credit Transactions:
Account payments
Insurance payments
Payment plan
payments
Credit adjustment
Write off the account
In addition to debit and credit transactions, the account history also displays the
following types of account notes:
Account note
Modified transactions
Deleted transactions
Submitted insurance notes
Payment plans
Letters, recalls and
statements
Printing Account History
This information can be
filtered for Patient Items
Only.
238 • Account Activities
To print the account history for an account, do one of the following:
From the Account window, select Report and enter the appropriate range of
dates for the account history. Select OK.
Patterson EagleSoft 15.00
From the Report menu, select All Reports. Choose the patient and the
Account History report from the listing of all available reports. Identify the
range of dates and print the report from the Report Preview window.
Patient Information
Patient information is displayed in the Edit Person window and can be accessed
from the Account window by performing the following steps:
1.
From the Account window, right-click on the desired patient and
choose Edit Patient. The Edit Person window is displayed.
2.
Select Edit Patient.
3.
Edit the patient information as usual.
Walkout Statement from the Account Window
The walkout statement can be accessed from the Account window by
performing the following steps:
1.
From the Account window, choose Walkout. The Walkout
Statement window is displayed. You can also right-click in the
patient window.
2.
Process the Walkout Statement as usual.
Recording Payments from the Account
To process account payments received by mail or to record payments, use the
Account Payment window. To record an insurance payment, open the
Insurance Payment window.
Accepting Payments and Payment Plan
Payments
1.
From the Account window, choose Acct Payment. The Account
Payment window is displayed. You can also access this by rightclicking in the Patient window in the Account window.
2.
If the patient has a payment plan, select the Payment Plan radio
button.
For more information on making Payment Plan payments, see the
Payment Plan chapter in this unit.
3.
Type in the Payment Information.
Reminder: Payments are assigned to the oldest patient balance
first, unless specified otherwise.
4.
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Choose OK to record the payment and return to the Account
window.
Account Activities • 239
Accepting an Insurance Payment
1.
From the Account window, select Ins Payment. The Insurance
Payment window is displayed. You can also right-click in the
Patient window.
2.
Enter the Payment Information.
Reminder: The Collections Go To for the provider who
performed the service or the Provider on Walkout receives the
collection from this payment.
3.
Select OK to record the payment and return to the Account
window.
Writing Off an Account
Occasionally accounts must be written off. If an account is sent to collections
and you do not expect to collect payment or do business with that account any
longer, it is wise to write off the account. Write Off Account adjusts the
balances for each patient in the account to zero. It also reduces the amount of
your Accounts Receivable and marks all patients on the account as Inactive.
The account is marked as Written Off Account for future reference. Also, an
alert appears if you try to access the account at any time after it has been written
off. The alert reads, This account has been written off. Do you wish to activate
this account?
Print the Accounts Written Off report to view a list of accounts that have been
written off.
Writing Off an Account
240 • Account Activities
1.
From the Account window, select Adj. Select the radio button
next to Write-Off Account.
2.
Type any Write-Off notes.
3.
Select the radio button next to the option that you would like to use
under the Impacts section. For a detailed explanation of these
settings, see the Account Adjustments section later in this
chapter.
Patterson EagleSoft 15.00
4.
Choose OK to process the write-off and return to the Account
window.
Reactivating an Account that has Been Written
Off
When trying to access an account that has been written off, you receive the
following Alert (see the following image) window. If you wish to reactivate the
account, choose Yes. Otherwise, choose No.
Receiving Payments on a Written Off Account
If you do receive a payment for an account that has been written off, you must
reinstate their prior balance by making a debit adjustment for the amount of the
balance.
Using Account Notes
The account notes option allows you to record free-form information that you
would want to appear in the account history. For example, “Mrs. Smith called
today to contest a portion of her statement. She indicated that we should wait
for insurance payment first.” Unlike the other notes options throughout
EagleSoft, this notes option allows you to record a new note each time you
enter this window. Each note is placed permanently in account history with the
appropriate date. To add a note to the patient’s statement, select the checkbox
Display note on account statement.
Entering Patient Notes
1.
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From the Account window, choose Notes. The Notes History
window is initialized. You can also access it by right-clicking in
the Patient window.
Account Activities • 241
2.
Type any notes. Choose from any of the Patient Note options:
Edit
Delete
Colourize
Filter
Save As
Insert Autonote
Assign Teeth
Print
Find
3.
Choose OK to save the note and return to the Account window.
Spell Checking Patient Notes
When using the Spell Checking preference in Practice Management, you
have the ability to spell check your Patient Notes.
When using the Spell Checking option to Check Spelling While Typing in
Patient Notes, you will notice a wavy line appears under any unrecognized
word. You may right-click the unrecognized word and choose Add to include
the word in your Spell Check dictionary.
When using the Spell Checking option to Check When Done Typing, selecting
the OK or Cancel button launches the Spelling Error window. In the Spelling
Error window, choose from the following options:
•
Select the Change button to retype the unrecognized word.
Select the Change To box and retype the word
•
To use one of the Spell Checker’s suggested words, highlight
the word and select the Change button
•
Select Change All to apply the suggested or corrected word to
all occurrences of the unrecognized word
•
Select Ignore to skip the word
•
Select Ignore All to skip all occurrences of this word
•
Select the Add button to add a word to the Spell Checker’s
lexicon
•
Select Cancel to close the window
Recording Returned Cheques
Unfortunately, there are times when you must record a returned cheque from a
patient. By recording returned cheques through this option, you can track all of
your returned cheques through account history and reports.
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1.
From the Account window, choose Adj. Select the radio button
next to Returned Cheque.
2.
Type the cheque number, check amount and service charge.
3.
Type any returned cheque notes.
4.
Select the Provider charging the returned cheque amount (if
different than the preferred dentist).
5.
Before you apply this adjustment, decide how you would like to
have this impact and select the radio button next to the correct
option.
6.
Select OK to record the returned cheque and return to the Account
window.
Account Adjustments
Adjustments on accounts occasionally need to be made to set up initial account
balances, correct an office mistake, or at the insistence of a patient.
Entering a Credit Adjustment
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Account Activities • 243
1.
Select Adj, then select the radio button next to Credit
Adjustment.
2.
Enter a note in the Note field.
3.
Select the Adj. (adjustment) Type from the pull-down menu or
press the F2 key to access the Adjustment Types list. It is
important to create specific adjustment types (for example, Delta
Dental write-off) because you are able to generate reports for these
specific adjustment types at the end of the year.
4.
Enter the amount of the adjustment in the Amount field and press
the Tab key.
5.
Adjust the distribution as necessary, and then select OK to exit
from the Distribution window.
If your preference is set to Prompt to Distribute Payments, the
payment amount defaults to pay the provider with the oldest
balance first.
Use one of the following distribution options:
Equally To Providers – Distributes the payment amount in
equal portions to each eligible provider.
Oldest Tot. Bal. First – Distributes the payment amount to the
oldest total balance due.
Oldest Non-Ins. Bal. First – Distributes the payment amount to
the oldest non-insurance balance due.
Percentage of Balance – Distributes the payment amount to all
eligible providers in proportion to what is owed them.
If the default distribution is not what you want, you must zero the
adjustment amount for the provider and press the Tab key. Then,
select the provider that should receive the distribution, enter the
amount and press the Tab key.
If your preference has been set to Distribute Amount To
Preferred Dentist, choose the provider you wish to receive the
adjustment from the providers listed.
Distribution for Patients
At the bottom of the transaction window, each patient and his/her
balance are listed. The credit adjustment is automatically defaulted
to the patient with the oldest balance first. If this is not the patient
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you wish to receive the credit adjustment, you must zero the
amount for the patient that the adjustment defaulted to and press
the Tab key. Then, select the patient who should receive the
distribution, enter the amount and press the Tab key.
6.
Choose the area that is impacted by this adjustment: Adjustment,
Production or Collection.
For a detailed explanation of these settings, see the chapter on
Reviewing Provider Productivity located in the Daily
Procedures unit.
7.
Choose OK to process the adjustment and return to the Account
window.
Entering a Debit Adjustment
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1.
From the Account window, select the name of the patient to whom
you would like this adjustment to apply.
2.
Select Adj, then select the radio button next to Debit Adjustment.
3.
Type an adjustment note, if necessary.
4.
Select the Adj. Type from the pull-down menu. You can also
press the F2 key to access the Adjustment Types list. In most
cases, it is important to create specific adjustment types so that you
are able to generate reports for these specific adjustment types at
the end of the year.
5.
Enter the amount of the adjustment in the Current, Thirty, Sixty
or Ninety-Day field.
6.
Select the provider who is charging the adjustment amount.
7.
Choose which area is impacted by this adjustment: Adjustments,
Production or Collections.
8.
Choose OK to process the adjustment and return to the Account
window.
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Tracking Failed and Cancelled Appointments
To help your office better track failed and cancelled appointments, we are
offering a couple of different options. Use the Accounting Preferences to
determine the cancellation charge or simply create an account note.
Cancellation Charge
To create a service charge for failed/cancelled appointments, open the
Accounting Preferences. Under the File menu, select Preferences |
Accounting.
Select the checkbox Apply Appointment Cancellation Fee. The Adjustment
Type and Default Cancellation Fee fields appear. Use the dropdown list to
select the Adjustment Type desired or select the hyperlink to open the
Adjustment Type list. Enter a monetary amount in the Default Cancellation
Fee field.
When cancelling an appointment, the following window appears:
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Select the Adjustment Type. Use the dropdown list to change the Adjustment
Type from the selected Preference default. Select a radio button under Impacts
to change the impact from the defaulted selection.
Account Note for Cancelled/Failed Appointments
To create an Account note to denote failed/cancelled appointments,
select the Accounting tab under File | Preferences. Select the
checkbox Create Account Note For Deleted Appointments.
Print Today’s Receipts
In the Account window, select the Today’s Receipts button at the bottom of the
screen to preview or print a report of receipts for that Account and current date.
Modifying Past Transactions
The Edit option allows you to edit account payments and completed services.
Account Payments
On an account payment, you can change the date of payment, the payment type
and the check number, if applicable.
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Account Activities • 247
Completed Services
After modifying a completed
service, you will need to recreate the associated claim.
Use Walkout Statement
Utilities to re-create a claim.
You can also re-create a claim
during the Change fee process.
This feature allows offices to change service amounts on completed service
from account screen.
The Insurance total will not
be recalculated until the
claim has been closed and
re-created.
Reprints of Walkout
Statements will reflect the
change in service.
Tax and discounts will be
refigured based on the new
fee amount.
Double-click on a completed service in the Account screen to modify. In the
Fee field, enter the new amount. Select OK to save. Note: Fees, Provider and
Estimated Insurance cannot be changed at the same time.
In the Account, a new ledger entry will appear as Modification.
Deleting Past Transactions
When deleting a service attached to an open claim, you will need to confirm if
the claim should be closed or if it should remain “open.” You must rebuild the
claim if you would like to submit or resubmit it.
1.
Select the payment or service that you would like to delete.
2.
Select Delete.
3.
You are prompted to confirm the deletion of the selected item.
Select Yes to delete the item or select No to return to the Account
window. Note: When using the preference Disable Confirmation
Messages, this step may not apply.
4.
If there is a claim associated with the service you are deleting, the
claim is closed, even if there are other services on the claim. If
you wish to continue, select Yes.
The Closing Primary Insurance Claim window appears.
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5.
From the Closing Primary Insurance Claim window, select how
you want to close the claim and select OK.
Re-creating Claims Associated with a Deleted
Service
There are times when incorrect services may have been entered on a walkout. If
this is the case, you can delete services from the Account window and re-create
the claim.
1.
From the Ledger window, select a service.
2.
Select Delete.
If there is a claim associated with the service, the following
window appears.
If you select Yes, you are given several options in the next
window. Note: When using the preference Disable Confirmation
Messages, this step may not apply.
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3.
To re-create the claim for the other services, select the Recreate
Claim checkbox. Select OK, and the Recreate Claim window
appears next.
4.
The Estimate Insurance Based on Current Benefits option is
selected by default. This re-estimates the service for the current
benefits, not the benefits at the time the claim was originally
generated. Select Do Not Estimate Insurance if you do not want
to estimate any insurance on this service.
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Deleting and Re-Entering Payments
Account Payments
1.
From the Ledger window, select a payment.
2.
Select Delete.
3.
Select OK.
4.
You must reenter the payment(s) through the Account Payment
window.
Insurance Payments
1.
From the Ledger window, select an insurance payment.
2.
Select Delete. If the claim is still open, you are prompted to close
the open claim.
3.
Select Yes to apply the unpaid portion back to the patient’s
remaining benefits. If you choose No, the patient’s account is
debited for that amount.
Filtering the Account History
The Filter option limits the amount and type of information displayed in the
Account History window, providing you with specific information about the
account. For example, if you wish to view only payments and walkout
statements from a patient’s history, you would choose this option to filter this
information.
250 • Account Activities
1.
From the Account window, choose Filter. The Filter window is
displayed.
2.
Choose from the dropdown menu which Providers you want to
show.
3.
Specify to View All Account Items or View Patient Items Only.
If you choose to view the Patient Items only option and are
showing entire payments as one entry, the running balance is
disabled in the Account window.
4.
Select the checkbox Display full name to show the provider’s
entire name. Deselect this option to display the provider ID.
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5.
If you are viewing patient items only, you can choose the Include
Transactions from other accounts checkbox to view transactions
from other accounts. All transactions for that patient are displayed
regardless of their current responsible party.
You are able to print out this history from the Account window.
6.
Specify Display Ledger Entries Classifying As: Services,
Account Payments,PM Notes, Returned Checks, Insurance
Payments, Clinical Notes, Charges, Deleted Transactions, Payment
Plan Payments, Adjustments, Prescriptions, Modifications.
7.
Select Check All to display all items in the Account Ledger. To
deselect all items, select Clear All.
8.
Choose OK to return to the Account window.
Note: See the Section on Preferences for more information about
setting up filter options.
Account Type
Default Account Type – Use the dropdown arrow to select the Account Type
default setting.
To add or edit an Account Type, select the hyperlink Account Type or go to
Lists | General Setup | Account Type.
Select the Use button to apply the selected Account Type. Select the New
button to create a new Account Type. Select the Edit button to edit the selected
Account Type. Select the Report button to view the Account Type report.
Select the Close button to close the window without applying an Account Type.
The following is an example of the New Account Type window:
The Accounts Receivable by Responsible Party and Delinquent Accounts
Report can be filtered by Account Type.
To designate an Account Type, select the Preference button on the specific
Patient’s Account.
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Account Activities • 251
Use the dropdown list to select the Account Type desired from the available
options.
Setting Up Account Preferences
Account preferences define if the account receives a statement, billing charge
and/or a finance charge. You can also add additional statement messages from
the Account Preferences window. Account preferences can be different for
each account. EagleSoft enables you to select different account preferences
for each account.
Setting the Account Preferences
1.
From the Account window, choose Preferences. The Account
Preferences window is displayed.
2.
Select the checkboxes for the account preferences you choose.
The options are explained below.
•
252 • Account Activities
Receive Statements – Choose to send the account a
statement. It is important to send statements to most accounts
so that you can keep your accounts receivable low
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To see which accounts are not marked to receive a statement,
print the Accounts Marked Not To Receive A Statement
report
•
Receive Finance Charge – Choose to apply a finance
charge to the account. This applies especially to overdue
accounts
•
Receive Billing Charge – Choose to apply a charge to the
patient’s account for billing. This is also used for overdue
accounts
3.
Use the dropdown list to select the Account Type.
4.
Enter the message that you would like to appear on this account’s
statements.
5.
•
Message for Statements – Enter a message specific for
this account’s statement. This message continues to appear on
all statements for this account until it is removed.
•
Monthly Note for Statements – Enter a one-time
message that appears below the regular statement message on
the next statement. Add or edit this note anytime up until the
statement is processed.
Choose OK to save your preferences and return to the Account
window.
Offsetting Debits and Credits for an Account
If you have accounts with offsetting debits and credits and no time to fix them,
EagleSoft does the work for you.
Every time you enter the account window or run End of Day/Month, Practice
Management can tell you if there are offsetting debits and/or credits. There
are two places to correct offsetting debits and credits.
Preferences
These preferences are available from the Accounting tab in File | Preferences.
The preferences are:
•
In account screen display warning to adjust offsetting debits and credits
•
At EOD adjust accts seen today with offsetting debits and credits
Adjusting the Account
Account Window
If the Account window preference is selected, the following message box
appears when you enter an account with offsetting debits and credits.
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Account Activities • 253
Select Yes to make the account adjustments.
End-of-Day Processing
The second option allows the End of Day process to adjust offsetting debits and
credits.
If you have not checked this preference, you get the chance during the EOD
process.
Report
If you want to print out a list of your offsetting debits and credits, there is now
an Accounts With Offsetting Debits and Credits Report under Financial in
the Reports menu.
Setting Up Account Alerts
Account alerts are system messages linked to accounts that help you identify and
categorize the accounts. Alerts are useful with recordkeeping and reporting.
Some account alerts should be marked to “Warn User When Encountered” or
appear on the window each time a particular account is encountered. These
alerts are used to call your attention to an important account problem, such as
“Turned Over to Collection” or “Cash Only.” Other account alerts do not
require the same level of warning/attention, such as “Always pays account in
full.” These alerts can be used as classifications for report purposes. A list of
account alerts has already been included in the EagleSoft database. You may
add or edit account alerts as necessary.
Assigning Account Alerts
254 • Account Activities
1.
From the Account window, choose Alerts. The Account Alerts
window is displayed.
2.
Highlight the alert you wish to add to this account.
3.
Select Add. The alert is displayed in the Alerts For This Account
field.
4.
Select OK to save your changes and return to the Account
window.
5.
To create a new Account Alert, go to ListsGeneral
SetupAccount Alerts. In the Account Alerts List, select New
and type in the description of the alert you are creating. Check
mark the box to Warn User When Encountered and select OK.
The new alert will now appear in the Account Alerts window and
can be added to any account.
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Removing Account Alerts
1.
From the Account window, choose Alerts. The Account Alerts
window is displayed.
2.
Highlight the alert to remove from the Alerts For This Account
field (right box).
3.
Select Remove to remove the selected alert.
4.
Select OK to save your changes and return to the Account
window.
Specifying Where to Display Alerts
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1.
From the File | Preferences menu, choose the Alerts tab.
2.
Under the Display Alerts In section, check the boxes of the areas
within EagleSoft where you wish for alerts to be displayed.
3.
When you are finished, select OK to save your changes.
Account Activities • 255
Receive Account Payments
Account Payments
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.
This example assumes that payment plans do not exist for this account. As a
result, Patient Account is the default choice for the Receive Payment On
option. The payment is applied to the patient with the oldest balance (within the
account) first.
In the Date field, you can modify the date of the payment, if necessary.
Otherwise, press the Tab key.
Select the Payment Type from the dropdown list provided.
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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.
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.
Changing the patient distribution
Select the patient from the list of patients within the account shown at the
bottom of the preceding window and enter the payment amount in the Payment
field and press the Tab key. Amounts distributed to patients must match the
total amount of the payment.
If your system preference is set to automatically Distribute Amount To
Preferred Dentist, the preferred dentist is listed in the Provider field. If you
wish to assign the payment to a different provider, simply choose the
appropriate name from the dropdown list.
Select the Print Payment Receipt checkbox to print a receipt for the patient.
Select OK to save and enter the next payment.
Select Cancel to return to the EagleSoft Main menu.
Select Setup to modify the default printer settings.
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Receive Account Payments • 257
Receive Insurance Payments
Receiving an Insurance Payment
If the claim is closed
prior to receiving the
insurance payment, you
need to reopen the claim
in order to apply the
insurance payment. To
do this, go to Utilities |
Walkout Statement
Utilities.
Here are the steps for receiving payments on insurance claims:
1.
From the Activities menu, choose Practice Management
Activities, and then Receive Insurance Payment.
Choose Ins Payment on the toolbar or Ins Payment from the
Account window.
The Receive Insurance Payment window is displayed.
2.
Type the full or partial last name of the patient and press the Tab
key. The account, patient, insurance and contract balances are
displayed.
3.
If the patient has multiple outstanding claims, choose a claim to
post a payment to.
.
Select View Claim to review the services on the selected claim.
4.
In the Date field, you can modify the date of the payment, if
necessary. Otherwise, press the Tab key.
5.
Select the Payment Type from the dropdown list provided.
6.
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.
7.
Enter the Amount of the payment and press the Tab key.
Note: Unlike account payments, insurance payments are
distributed to the provider designated in the Collections Go To
section in the Edit Provider window for the service assigned to this
patient.
8.
If this is the final payment, check the box next to Final Payment.
9.
Distribute the amounts paid on each insurance claim item.
10.
Select Coverage Book to add services to the employer’s coverage
book based on the EOB for services paid on this claim. Add
services to the Coverage Book when the amount insurance pays for
a particular service overrides the service type percentages set up
for that employer.
When a claim is returned with explanations of an exception, you
need to record these exceptions in the coverage book for that
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employer. Entering exceptions into the coverage book helps your
office accurately estimate insurance payments for the employer in
the future.
If the Service Code Is Not Already in the Coverage Book
The following window appears.
•
Select Yes to add the service code to the coverage book
•
Select Yes to All to add all service codes from the claim
to the coverage book
•
Select No if you do not want to add the service code to
the Coverage Book
When you add services to the coverage book, the covered amount
defaults to the estimated insurance amount for that service item.
You can modify the covered amount as you wish.
If The Service Code Is Already In the Coverage Book
If the service code already exists in the coverage book, you are not
prompted to add it to the coverage book.
1.
Select View Claim to view claim information on the current claim.
2.
Select Note to create an Account Note to be associated with the
insurance claim.
3.
Check the Print Payment Receipt prompt to print.
4.
Choose OK to process the insurance payment.
5.
Choose Cancel to cancel processing of this insurance payment.
6.
Select Setup to change the settings of the default printer.
Closing an Insurance Claim – Final Payment
After marking an insurance payment as Final Payment you have the option of
assigning any unpaid amounts back to the patient’s account, creating an
adjustment and/or updating the patient deductible.
A Preference has been added to the Insurance Preferences tab that will allow
you to default the Final Payment checkbox. Under File, select Preferences |
Insurance.
When entering an insurance payment, the Final Payment checkbox will be
selected by default. You will need to deselect this checkbox if you are
expecting additional insurance payments.
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Receive Insurance Payments • 259
After processing the payment, the following window appears.
The Closing Primary Insurance Claim window is displayed. If the amount
paid on the claim was less than what was estimated, you have the option of
applying the difference back to the account balance.
Choose the Apply the amount unpaid back to the account radio button to
increase the patient’s balance by the amount unpaid by insurance.
Select the Credit the account radio button to apply an adjustment to the
account. Additional fields appear visible and enabled. Use Credit the account
for situations such as Delta Dental write-offs, and so on.
Select an Adjustment Type from the Adjustment Type dropdown list box.
These adjustment types can be set up in Lists | Practice Management Lists |
General Setup | Adjustment Types.
Select the Recreate Claim checkbox to re-create the insurance claim for this
walkout. This takes you to a re-create claim window.
Choose the Apply Unpaid Amount Back to Remaining Benefits checkbox to
increase the Remaining Benefits of the patient.
Note: You may want to leave this unchecked if the claim was submitted in one
year and the payment is not received until the following year.
Select the Assign services to current balance at next aging checkbox, if you
want the services to go to current balance. When True Date Aging is processed,
the patient’s aging balance for this service remains current and ages according to
the insurance payment date.
If the patient deductible differs from what appears on the EOB, select the
checkbox to Update Annual Deductible For Patient and key in the appropriate
amount.
Select OK to save your responses.
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Distributing Insurance Payment Amounts to
Individual Items
When recording insurance payments, you can also distribute the payment
amount to the individual line items on the claim as they are reported to you on
the EOB. These amounts can be evaluated later through the View Claim
window.
Here are the steps to distribute the payment amount to individual line items
when receiving payment on insurance claims:
1.
From the Receive Insurance Payments window, select
Distribute. The Record Claim Amounts window appears (see
the following window).
2.
Key in the new payment amount in the New Pmt field. This is the
amount paid to each service item on the claim. The total of the
amounts in the New Pmt fields must equal the Total Amount To
Apply, and Total Undistributed must equal $0.00 to process.
3.
Select OK to process the payment and return to the Receive
Insurance Payment window.
Receiving a Bulk Insurance Payment
Use the Bulk Insurance Payment feature to distribute a single payment from an
insurance company to multiple accounts. This makes entering insurance check
payments much easier and more efficient. This action results in only one check
entry on the deposit slip while allowing you to distribute payments to specific
patients.
To receive a bulk insurance payment:
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1.
From the Activities menu, choose Practice Management
Activities and then Bulk Insurance Payment.
2.
You must choose the Show open claims for insurance company
or Show open claims for payment group radio button.
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Show open claims for insurance company – This displays
all open claims for this particular insurance company.
Show open claims for payment group – This displays all
open claims for the insurance companies associated with the
Payment Group you specify.
For more information on
Payment Groups, see the
section on Employer setup.
3.
Enter the first few letters of the insurance company and press the
Tab key. Choose the correct insurance company from the list.
Any outstanding claims associated with the selected insurance
company are retrieved and displayed at the bottom of the Bulk
Payments window.
-orIf you have chosen to Show open claims for payment group,
enter the name of the payment group and press the Tab key. Any
outstanding claims associated with the insurance companies within
this payment group are retrieved and displayed at the bottom of the
Bulk Payments window.
4.
Modify the Date of the payment, if necessary.
5.
Select the Payment Type.
6.
Enter the Check Number and press the Tab key.
7.
Enter the Amount of the check and press the Tab key.
The New Pmt (New Payment) fields for all outstanding claims are
enabled, and the Undistributed amount is displayed in the lower
left of the Outstanding Claims section.
262 • Receive Insurance Payments
8.
Enter the payment information in the New Pmt field as it applies
to each claim. Remember to mark the claim to be closed by
selecting the Final checkbox, if this is the final payment for the
claim. Select the column headings to sort the order of the
payments.
9.
To distribute amounts to individual services within a claim,
highlight the claim, then select Distribute in the upper right of the
Bulk Payments window. You can also access the Distribute
feature by selecting the right-mouse button on a claim.
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The Undistributed Amount displayed decreases as you enter
amounts for each claim. This amount must equal $0.00 before you
can process the payment.
The payment amounts can also be added to that Employer’s
Coverage Book by simply selecting on the Coverage Book.
10. To view detailed information about any of the claims displayed,
select View Claim or right-click on the claim and choose View
Claim.
11. Select OK when you are ready to apply the payment.
12. You receive the Closing Primary Insurance Claim window for
any claims you mark as Final.
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Receive Insurance Payments • 263
Payment Plan
Introduction to Payment Plans
Use the Payment Plan option to set up and maintain financial arrangements for
patients who require a great deal of dental work. This option can be set up to
have patients pre-pay for services or to have patients pay for past services over a
period of time. If desired, interest can be charged to the patient for this service
as well.
If a balance exists other than a contract balance, a statement is generated for that
amount.
Setting Up a Payment Plan
264 • Payment Plan
1.
From the Activities menu, choose Practice Management
Activities and then Payment Plan. The Payment Plan window is
displayed (see the preceding image).
2.
Type the full or partial last name of the patient and press the Tab
key, or press the F2 key and choose the patient from the Patient
List. You can also enter the Patient ID in the Patient ID field and
press Tab.The account information is displayed. If a payment plan
already exists for this patient, the details of that payment plan are
displayed.
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3.
Make your selection for Payment Plan Based On:
Past Services refers to services previously processed in the
walkout, thus creating an account balance.
Future Services refers to services that have not been processed in
the walkout but will be when the next walkout is processed, after
setting up the payment plan.
4.
Enter the Annual Interest Rate if you wish to apply interest.
5.
Enter the Loan Amount or the total amount remaining on the
payment plan. The loan amount should be the amount of the loan
minus any down payment For example, if the total amount of the
payment plan is $1,000, and the patient pays a down payment of
$200, the loan amount entered is $800.
6.
Enter the amount that the patient has agreed to pay into the
Payment Amount field. The Number Of Payments field is
automatically calculated based on the loan amount and payment
frequency. Also, the amortization schedule is displayed at the
bottom of the window.
7.
Change the Payment Frequency, if applicable. The default is a
monthly payment.
8.
The Number Of Payments field is automatically updated. If you
wish to modify the number of payments, make the change and
press the Tab key. The payment amount and the amortization
schedule are recalculated if a change is made.
9.
Choose Print to:
Print an Amortization Schedule – This prints the date the
payment is due, the payment amount and the balance after each
payment is made.
Print Truth-in-Lending Contract – This prints the financial
arrangements made in the payment plan and provides a section for
the patient’s signature to indicate his/her agreement to pay the loan
amount. There is also a place on the contract for the witness’
signature.
This is where to enter a Down Payment, if applicable.
See the section on Printing Payment Plan Information later in
this chapter for more information.
Print a Coupon Book – This prints a coupon book to be used by
the patient to mail in payments.
Print a Laser Coupon Book – This enables you to print a
coupon book to a laser printer.
10.
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Choose Delete to remove the payment plan from the system and to
apply the unpaid amount to the patient’s balance.
11.
Choose OK to save the payment plan.
12.
Choose Cancel to exit the Payment Plan window and return to the
EagleSoft Integrated Mode window.
Payment Plan • 265
Printing Payment Plan Information
1.
From the Activities menu, choose Practice Management
Activities and then Payment Plan. The Payment Plan window is
displayed.
2.
Select a patient by using the F2 option or typing in part of the last
name and hitting Tab. The account information is displayed. If a
payment plan already exists for this patient, the details of that
payment plan are displayed.
3.
Select Print. The Print Payment Plan Information window is
displayed.
4.
Check the items that you wish to print. The options include
Amortization Schedule, Truth-In-Lending Contract, Coupon
Book and Laser Coupon Book.
For information on these options, go to step 9 in the preceding
section.
5.
If you choose to print the Truth-In-Lending Contract, you are
prompted to enter the Down Payment amount. This figure only
appears on this printout. Select the Use Estimated Insurance
checkbox. When opting to print Payment Plan information, select
the Print button. The amount entered in this field will print on the
Truth-In-Lending Contract.
Printing a Report of Pending Payment Plans
266 • Payment Plan
1.
Select Reports, or select the Printer icon in the Integrated Mode
window.
2.
Select the All tab and find the Outstanding Payment Plans
report. Double-click on the name of the report or single-select the
name and select OK.
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3.
Enter the number of days overdue and select a sort option. Select
the Preview Report button. A preview of the report appears.
4.
Select Print when you are ready to print the report.
End-of-Day Update Late Payment Plans
When processing End-of-Day (EOD), if you wish to apply overdue payment
plan amounts to the current balance, simply check the box next to Update Late
Payment Plans and key in the number of days that a payment can be late before
it becomes overdue.
Receiving a Payment Plan Payment
To receive payments on payment plans:
1. There are several ways to receive a payment plan payment.
From the Activities menu, choose Practice Management
Activities and then Account Payment. From the Account
window, choose Acct Payment.
2.
Type the full or partial name of the patient for whom you have
created the payment plan.
Note: The payment plan payment must be posted to the patient
whom the Payment Plan has been set up for.
3.
From the Receive Payment On option, choose Payment Plan.
The payment plan details are displayed at the bottom of the
window.
4.
Change the Date of the payment, if necessary.
5.
Select the Payment Type.
6.
Type the answer to the payment prompt (if a prompt is set up for
the Payment Type). For example, when entering a cheque
payment, you are able to enter the check number.
7.
Enter the Amount of the payment and press the Tab key.
8.
If your system preference is set to Prompt To Distribute
Payments, the Provider Distribution window appears.
If your system preference is set to automatically Distribute
Amount To Preferred Dentist, the preferred dentist is listed in
the Provider field. If you wish to assign the payment to a different
provider, simply choose the appropriate name from the dropdown
list.
9.
10.
Select the checkbox next to Print Payment Receipt to print a
payment receipt.
If the payment is an overpayment, choose to apply the
overpayment to the principal or the account balance.
In most cases, you want to apply to the principal amount of the Payment
Plan. This decreases the amount of the Payment Plan by the amount of the
overpayment.
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11.
Select OK to process the payment plan payment.
12.
Choose Cancel to cancel the payment plan payment.
Payment Plan • 267
Distributing Payments/Credit Adjustments
to Multiple Providers
If your preference is established to prompt you for provider distribution or you
choose to distribute when making account payments or credit adjustments, the
Payment/Credit Distribution window is displayed.
If you have chosen to automatically distribute the payment amount to the
preferred dentist, you still have the ability to distribute the amount to multiple
providers in the following areas:
Walkout Processing Window – Select the Distribute checkbox
Credit Adjustment Window – Select Distribute
Receive Payments Window – Select Distribute
To utilize the Payment/Credit Distribution window, follow these instructions:
Review the payment/credit distribution assigned by default. The amounts are
automatically distributed to the providers with the oldest outstanding balances
on the account.
Equally to Providers
To distribute the payment/credit adjustment equally to all providers, select
Equally to Providers. For example, if there are two providers listed and the
payment amount is $100, the payment distribution is $50 to each provider.
Oldest Total Balance First
To distribute the payment/credit adjustment to the provider with the oldest
balance on the account, select Oldest Tot. Bal. First. This adds the
payment/adjustment to the oldest balance on the account.
Note: This is the system default for payment distribution.
Oldest Non-Insurance Balance First
To distribute the payment/credit adjustment to the provider with the oldest noninsurance balance on the account, select Oldest Non-Ins. Bal. First. This adds
the payment/adjustment to the oldest non-insurance balance on the account.
Percent of Balance
To distribute the payment/credit adjustment based on a percentage of the
outstanding balance for the providers, select Percent of Balance. For example,
assume that there are two providers listed. The first provider, Provider A, has an
outstanding balance of $75, and the second provider, Provider B, has an
outstanding balance of $25. If a $50 payment is made using this method, $37.50
is assigned to Provider A, because this provider holds 75 percent of the
outstanding balance on the account.
Overriding Default Distribution Manually
To manually override the default distribution (oldest balance first), simply key
in the desired amounts in the Amount field and press the Tab key. If the
provider you wish to distribute the amounts to is not listed, select Add and
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choose the provider. You can only delete those providers you have manually
added to the list.
Note: For changes you have made in the Amount field to be recognized by the
system, you must press the Tab key within the field after making the change.
Example: After entering $0 in an amount field that previously read $50, press
Tab to recalculate the Total Unassigned amount.
The Total Amount to Distribute field at the top of the Payment/Credit
Distribution window displays the total amount of the payment or credit
adjustment. The amounts you distribute manually to providers in the provider's
list of this window must match the Total Amount to Distribute field. The
Total Unassigned amount field must show $0 before OK is enabled and you
can process the distribution.
Processing the Distribution
When you are ready to proceed, select OK to process the distribution as you
have specified.
Credit Adjustment Impact
Assign credit adjustments to impact production totals for providers who do not
have collections marked as Go To Self.
Distribute Adjustment
If adjustment is set to impact adjustments or collections, the dropdown list boxes
for either preference will still only have providers that have collections go to.
Selecting to impact Production will enable the Provider dropdown list. All
providers will be available from this list. Select the desired Provider. Selecting
the Distribute button will launch the Distribution screen. Note: If the credit
adjustment impacts production, you will not be allowed to distribute to multiple
providers. The button will be disabled.
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Payment Plan • 269
Prompt to Distribute
When using the preference Prompt to Distribute, selecting the OK button or
selecting the Distribute button will launch the Distribution screen. Select Add
to use the dropdown list to distribute to multiple Providers. Note: If the credit
adjustment impacts production, you will not be allowed to distribute to multiple
providers. The button will be disabled.
Adjustments in Walkout Payment
When using the Preference Set to Distribute to Account Automatically and an
adjustment type set to impact production, the Provider dropdown list will
display all active Providers.
Note: If the adjustment impacts production, you will not be allowed to distribute
to multiple providers. The button will be disabled.
If the Adjustment is set to impact Adjustments or Collections, the dropdown
list for either preference will only have providers that have had collections
assigned to them.
Adjustment on Closing Claim
Note: If the credit adjustment impacts production, you will not be allowed to
distribute to multiple providers. The button will be disabled.
Multiple Payments on an Account
EagleSoft has the ability to change credit distribution for patients. You can
select an option to have distribution prompts when you finish a walkout. This
prompt enables you to manually distribute credits to different patients on an
account.
The Preference
From File | Preferences, select the Accounting tab:
The Walkout Patient Credit Distribution Default is defaulted in two ways:
•
Distribute To Account Automatically
•
Prompt To Distribute
The Distribute To Account Automatically option defers the payment to the
oldest balance first without a prompt window. This is the default setting.
If you choose the Prompt To Distribute option, you receive a payment or credit
prompt during the walkout process.
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The following window is an example.
Instead of the account payment distribution and the walkout process being
separate, they are fully integrated. The result: quick and easy walkout
processing that is easier for you and your patients.
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Payment Plan • 271
Charting and Planning – Unit 4
The Charting and Planning unit contains the following chapters:
Charting Treatment
Treatment Plan
Charting Perio
PSR
Clinical Exam
Patient Notes and Note History
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Charting Treatment
Overview
Chart is where you chart conditions and treatments that are proposed, existing,
completed or accepted. Anything charted here is added to the patient’s history.
You can also create and print treatment plans for proposed treatments.
This chapter explains the following:
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•
Primary and permanent dentition
•
How to create, edit and use quick pick buttons
•
Services and conditions
•
Draw types, colours and hatches
•
Chart ledger
•
Treatment Plan window
•
How to perform quick walkouts
Charting Treatment • 273
Quick Tour through the Chart Window
This section is a summary of features in the main Chart window.
You can access the Chart window by doing one of the following:
Go to Activities | Clinical Activities and then click on Chart.
-orClick the Chart icon in the Integrated Mode window.
-orClick the Chart icon in the Clinical Operatory window.
-orClick Chart in the Restorative window in Clinical Exam.
-orChoose Chart from the Integration Menu button.
The following is an example of the Chart in 1024 x 768 resolution.
Chart Window
The main Chart window features a layout of anatomically correct teeth, with
mandibular on the bottom and maxillary on the top. This is to enable easier,
more accurate charting while enhancing the presentation of patient cases.
The draw types, colours and hatches assist in creating an accurate patient chart,
thereby improving treatment.
The Chart window also enables mixed dentition in the same window. With just
a right-click of the mouse, you can chart primary or permanent teeth.
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Insurance
The Insurance button allows you to view a summary of the current patient’s
insurance information. Select the View Claim button to view the claim
associated with this patient’s services.
Ledger
The Chart window defaults to show the entire Chart display (see the preceding
image), but you can view the patient Chart ledger while charting teeth as well.
Use the Ctrl or Shift key to select multiple Chart ledger items. Right-click and
apply an option to all selected items.
To show the Chart ledger, click Ledger.
To hide the Chart ledger, click Ledger.
Images
View images for selected teeth from the right of the Chart window.
To display the images, click Images and highlight a tooth that has images.
To remove the images, click Images.
Zoom
The Zoom button allows you to view an enlarged version of a specific tooth in
the chart. Click to select a specific tooth or place your cursor over a tooth to
view it in the zoom area. Click the Zoom button again to return to the normal
view.
Selecting Teeth
Before you can do any charting, you need to select a tooth or teeth. There are
several options for selecting teeth to chart.
•
Click on a tooth or teeth
•
Click Select All to select all the teeth
•
Click Clear All to clear selection
•
Click All Upper to select all upper teeth
•
Click All Lower to select all lower teeth
•
Click UL or UR to select the upper-left or upper-right teeth
quadrant
•
Click LL or LR to select the lower-left or lower-right teeth
quadrant
Quick Picks
The quick pick buttons allow quick and convenient charting.
You can set up multiple services or conditions using the quick pick buttons.
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Charting Treatment • 275
Status
To chart items of different statuses, choose the status dropdown list box on the
bottom of the window.
There are six status types from which to choose:
Accepted – Has been accepted (by patient or by insurance).
Existing – Treatment performed previously (by another clinic).
Proposed – Proposed treatment.
Referred – Treatment has been referred to a different clinician.
Rejected – Has been rejected (by patient or by insurance).
Walkout – Service is posted to walkout.
Integration Menu Buttons
There are integration menu buttons within Chart and throughout Clinical that
enable access to different sections of EagleSoft.
Notes
Click on this button to create notes, scribble notes or view note history.
Practice Management/OnSchedule
Click on this button to access Practice Management, OnSchedule and other
Practice Management modules.
Clinical
Click this button to access other Clinical modules.
Toolbar
Legend
Displays printable list of all draw types.
Print
Print the patient’s chart.
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Show What
Filter appearance of the Chart window (see the following image).
Coverage Book
Click Coverage Book to access the coverage book.
Tx (Treatment) Plan
Click Treatment Plan to access the treatment plan.
Keep reading to get detailed information on such Chart features as quick picks,
draw types, services and conditions.
Delete
Click Delete to remove the selected entry.
Edit
Click Edit to edit the selected entry.
Primary and Permanent Dentition
In Chart, you can view two types of dentition separately or simultaneously.
Right-Click Menu in Chart
You can view primary and permanent teeth in the same Chart window. Both
are just a click away.
Apply Mixed Dentition on the Chart with All Primary
Dentition
1.
Right-click in the area where a permanent tooth would exist.
2.
Select Permanent from the right-click menu.
The permanent tooth appears.
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Charting Treatment • 277
Apply Mixed Dentition on the Chart with All Permanent
Dentition
1.
Right-click on a permanent tooth.
2.
Choose Primary from the menu.
The tooth is now Primary dentition.
The Hidden option is available for the following teeth:
18-16, 26-28, 36-38, 46-48
3.
Right-click on the tooth and select Hidden.
For more information on processing walkouts, see the Walkout
Processing chapter in the Account Management unit.
Individual Tooth Images and History
From this window, you can easily view and filter the tooth history. If you have
Imaging installed, you can also view, edit and delete images for any given
tooth. To access these items, simply right-click on the corresponding “tooth”
and select Image or History.
When you have finished reviewing individual tooth history or images, you are
automatically returned to the Chart window.
Images
To view, edit or print images, choose Image. The Advanced Imaging window
opens, displaying all the images attached to the selected tooth. From the
Advanced Imaging window, you can view, edit or print any of the existing
image(s).
History
The History option enables you to view the history for a selected tooth,
including information on images, notes, conditions and more. The History
window also has a filter feature to customize your view.
1.
From the Chart window, right-click on a tooth.
2.
Select History from the menu.
3.
Click Show to filter the display. If desired, deselect a checkbox to
filter your Tooth History view.
4.
Click OK to save the settings and return to the History for Tooth
window.
Draw Types, Status Hatches and Surfaces
Customizable Colours and Draw Types
Draw types are among the most useful and convenient features in Chart. Most
of the services have default draw types and colours. A gold crown is gold; a
silver filling is silver. To change the colour or draw type, modify it through the
Edit Service Code or Condition window.
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Multiple Colours for the Same Service
Chart enables you to create several services with a draw type and colour on each
one. You can set up two services with the same draw type and assign two
different colours for each one.
Changing the Draw Type or Colour
1.
Go to Lists | Practice Management Lists | Service Codes.
-orFrom Clinical mode, choose Lists and then Services.
2.
Select a Service Code and click Edit.
3.
Click Chart Setup.
There are two dropdown list boxes related to setting up the draw type and
colour for Chart.
4.
•
Draw Type
•
Colour
Click a dropdown list box and choose either a different Draw Type or
Colour.
There is another colour on top of the draw type to show the status. This is
discussed in the following: Status Types and Changing the Status Hatch Colours
sections.
Custom Draw Types
Create Custom Draw types in Clinical. From the Lists menu, select Draw
Types.
To locate an existing custom Draw Type, select the type, impacts area or type a
key word into the Find field and select the tab key. To create a new custom
Draw Type, select the new button.
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Charting Treatment • 279
In the description field, type the name of your custom Draw Type. In the Draw
Type Options area, select the Affected Area from the dropdown menu. Each
Affected Area allows for different options to appear below. Select from the
following checkbox options: Use for all teeth, Flip teeth 21-31 and F-O, and
Allow conditions.
In the lower right corner, select the tooth affected unless using the option Use
for all Teeth.
In the Drawing Tools section, select from the following options:
Select the Draw button to draw on the object.
Select the Erase button to erase enhancements.
Select the Line button to make lines.
Select the Fill Colour button to fill the entire area with colour.
Select the Circle button to make a circular outline.
Select the Opaque Circle button to make a solid fill circle.
Select the Square button to make a square outline.
Select the Opaque Square button to make a solid fill square.
Select the Arrow button to align left.
Select the Arrow button to align right.
Select the Arrow button to align up.
Select the Arrow button to align down.
Select the Zoom button to enlarge an area.
Select the Position button to relocate an enhancement.
Select the Brush Size slider to adjust the brush width.
Select the Undo button to remove the last enhancement. Select the Clear button
to restore the image to a blank state. Select the Default button to restore the
image to its original state. When you have completed your new custom Draw
Type, select the Save button.
Save individual show settings on the Chart.
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Status Types For Teeth
Status types appear on the teeth in the Chart window to denote the status of the
service or condition. If the service is Proposed, a status type can be used to
indicate the Proposed status.
There are two methods of charting status types in Chart: Solid and Hatch. The
Solid method colours in the entire affected area of the service or condition in a
solid block. The Hatch method displays an overlay of vertical or hatched lines
to indicate the service or condition.
To customize the settings for the colours and appearance of the status types, go
to File | Preferences and choose Chart.
These are the types of statuses used in the Chart window:
•
Existing – This status type is for an existing service
(performed by another clinic).
•
Completed – This status type is for any completed service
(performed by your clinic) on the tooth.
•
Condition – This status type is for any problem areas, such
as cracks, abrasions, decay and so on, that may need to be
watched.
•
Defective – This status type indicates the service on the tooth
is defective.
•
Proposed – This indicates the service is proposed, which
means it is marked as posted to walkout, planned, or accepted
in the Treatment Plan window.
•
Watch – This status type indicates that the marked tooth
should be watched for any precursors to deterioration. A
Watched tooth is signified with a solid block background
behind the indicated tooth.
Changing the Default Status Colours
To change the existing, defective, condition or proposed status hatch colours:
1.
Click File | Preferences.
2.
Select the Chart tab.
3.
Click the Existing, Defective, Condition, Completed, Watch or
Proposed colour button or select the dropdown list box.
4.
Select the colour you want or click Custom.
5.
Select Custom to create or modify your own colour.
For more information on status types, see the Clinical Operatory Preferences
chapter in the Setting up Your Preferences unit.
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Services and Conditions
The Chart window provides several methods to enter conditions and services.
This section provides summarized information on entering conditions/services.
Enter Condition
To enter a condition, select the tooth and click the Condition button or
Condition quick pick.
Condition
Select a condition from the dropdown list box if you want to change the
condition.
Provider
Select a provider from the dropdown list box. This is the provider charting the
condition.
Date
Select a date for the condition.
No Longer Present
Use this feature to denote that a condition is no longer present. Select the No
Longer Present checkbox when editing a condition from Chart. The existing
draw type will be affected by this change based on your preferences.
Root Information
If applicable, select a root surface for the tooth.
Tooth
Enter a tooth for the condition. If you have already selected a tooth, the box is
filled in with the tooth number.
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Surface View
Select a surface view: Summary or Detail.
Enter Service
When charting, you will often need to enter information for a service. The
Enter Service window enables you to enter the pertinent information.
There are two ways to access this window:
Select the tooth and click a Quick Pick button
-orClick Service.
Status
Select the status for this service.
Service
Displays the service code and name.
Fee
Modify the fee for service, if necessary.
Provider
Select the provider who performed this service.
Date
Choose the date for this service.
Work Is Defective
When the service is marked as existing, select this option to indicate defective
work.
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Charting Treatment • 283
Tooth
If applicable, enter the tooth number. If you select the tooth first, this field is
filled.
Root
If applicable, enter the root. Root options vary by tooth number.
Tooth Information
If you are entering multiple tooth codes, you need to select the teeth you are
using by clicking on the specified teeth, quadrants or areas of the mouth.
Treatment Plan Information
Enter a phase number. Click the Response dropdown list box to choose the
status of the service.
Remarks For Unusual Services
If a service is completed , you can enter information in this box. This
information will correspond with the insurance form.
Surface Information
Before you apply draw types where surface is the affected area, you need to
select a surface. The surface is the area of tooth where the service will be
performed. Sometimes a service covers several surfaces on one tooth. The
Chart window enables you to post these services efficiently and easily.
For more information on applying surfaces, see the section later in this chapter.
Edit Services or Conditions
There are three ways to edit services and conditions in the Chart window.
The three ways are:
•
Right-click on the tooth
•
Right-click on the service or condition in the Chart ledger
•
Edit button on the Chart ledger
Right-Click on Tooth
One of the easiest ways to edit services and conditions is to use the right-click
menu. Instead of having to tediously search the chart ledger for the tooth
number, you can find and edit the tooth on the Chart display within seconds.
All the ledger information will be stored on the right-click menu: date, service
code, name and status.
Using the Edit Service/Condition Window
284 • Charting Treatment
1.
Select the tooth.
2.
Right-click on the tooth and select Edit.
3.
Select the service or condition from the Edit menu.
4.
Click OK when you are finished to save changes.
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Using the Right-Click Menu to Edit the Service or Condition
The right-click menu gives you the ability to post an item to walkout, delete the
item or change its dentition.
Image – This option displays the image attached to this tooth.
History – Select the History option to display a window of the service
information attached to this tooth.
Post To Walkout – If the service item has not been walked out, you will be
able to post the item to walkout. Just right-click on the tooth and select Post To
Walkout. The service items available for posting will appear on the menu.
Once the service has been posted to walkout, it is automatically pulled into the
Walkout Processing window.
Delete – To delete services on a tooth, right-click on the tooth and select Delete
from the menu. A list of services appears.
Bring To Top – Select Bring To Top to move a charted service to the
forefront.
Permanent/Primary/Hidden (Dentition) – Select a Permanent, Primary or
Hidden option from the menu. A check mark appears next to your selection.
Add Watch – Choose add watch to add a watch to a specific tooth. When you
select Add Watch from the Chart right-click menu, the Watch Tooth window
appears (see the following image).
From this window, you can select the provider, date entered and summary or
detailed surfaces. Click OK to save the watch. The Watched Tooth is indicated
with a shaded background. Right-click on the same tooth if you wish to view or
remove the watch.
Right-Click in the Chart Ledger
If you are used to using the ledger style, editing and viewing services/conditions
from the Chart ledger may be easier.
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1.
Select the service or condition in the ledger.
2.
Right-click on the service or condition and select Edit.
3.
When you are finished editing the item, click OK to save the
changes.
Charting Treatment • 285
Edit Button on the Chart Ledger
Clicking Edit works the same as right-clicking in the ledger. Just select the
service or condition and click Edit.
Applying Surfaces
Summary Surfaces
The Summary Surfaces are most commonly used when charting. When you
select a tooth and choose a service, Summary Surfaces appear as the default.
Buccal/Facial Class V
Buccal/Facial
Mesial
Occlusal/Incisal
Distal
Lingual
Lingual Class V
How to use the Summary Surfaces:
1.
Select a tooth by clicking on it. The tooth will be highlighted in
blue.
2.
Click on a Quick Pick or the Service button to select a service.
3.
From the Enter Service window, enter all pertinent information
about this service. Go to the Surface Information at the bottom
of the window.
4.
If these buttons are unavailable, you need to select a service that
has an affected area of surface. Try a Resin or an Amalgam.
5.
Click the surfaces of the tooth that are affected. You can also type
in the abbreviation for the surfaces covered in the Summary text
box. For example, enter MOD and each correlating box appears in
yellow.
If only a few letters are entered for a Surface Code, the
AutoCorrect feature fills in the rest of the code. In some cases, it
even unscrambles codes. For example, select tooth 22 and enter
DOBL in the Summary text box, press the Tab key, and the code
is automatically changed to DIFL. Both of these features can be
used when entering detailed surfaces.
6.
Click OK to continue.
7.
The selected surfaces are now shaded.
Detailed Surfaces
Detailed Class for Tooth Numbers:
14, 15, 24, 25, 34, 35, 44, 45
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Buccal V
Buccal
Line Angle
Cusp
Mesial
Mesial Pit
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Distal Pit
Distal
Lingual
Lingual V
Detailed Class for Tooth Numbers or Letters:
13, 12, 11, 21, 22, 23, 33, 32, 31, 41, 42, 43
53, 52, 51, 61, 62, 63, 73, 72, 71, 81, 82, 83
Facial V
Line Angle
Facial
Mesial
Mid-Facial
Central Incisal
Mesial Incisal
Distal Incisal
Lingual
Mid-Lingual
Lingual V
Distal
Detailed Class for Tooth Numbers or Letters:
18, 17, 27, 28, 38, 37, 47, 48
55, 54, 64, 65, 75, 74, 84, 85
Buccal V
Line Angle
Buccal Pit
Cusp
Groove
Mesial Pit
Mesial
Distal Pit
Central Pit
Lingual Pit
Distal
Lingual V
Detailed Class for Tooth Numbers:
16, 26
Line Angle Cusp
Buccal V
Mesial Pit
Buccal Pit
Groove
Mesial
Central Pit
Distal Pit
Distal
Lingual Pit
Lingual V
Detailed Class for Tooth Numbers:
36, 46
Line Angle Cusp
Buccal V
Mesial Pit
Buccal Pit
Groove
Mesial
Distal
Central Pit
Distal Pit
Lingual Pit
Lingual V
An Example of Using Detailed Surfaces
Patterson EagleSoft 15.00
1.
Go to the Chart window.
2.
Select tooth 16.
3.
Select an Amalgam for the service. Select Existing for the status.
4.
Choose the following surfaces: Mesial, Occlusal/Incisal, Distal.
5.
Click Detailed Surfaces.
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6.
Select the following buttons: Mesial, Central Pit and Distal.
7.
Click OK.
Detailed Surface information
The purpose of this feature is to accurately depict treatment in the Chart,
Treatment Plan and Walkout. For each summary surface, there is a
corresponding set of detail surfaces that defines what exactly is drawn on the
chart. For each summary surface, you will be able to define one or more detail
surfaces to be associated with the selected summary surface. Detailed surfaces
can only be a member of one summary surface.
For example, if the surface you have selected to be part of the Mesial summary
(previously Lingual) is no longer part of the Lingual summary surface but only a
member of the Mesial summary surface, it will now chart when you select a
Mesial summary surface, but will not chart when you select a Lingual summary
surface.
To define the Detailed Surface information:
1.
Go to File | Preferences | Chart.
2.
In Chart Preferences, select the Summary Surface Setup button.
3.
Highlight the Summary Surface and select any detailed surface to
add. This will add the Summary Surface colour to the Detailed
Surface selected.
Select the Detailed Surface again to change to a hatch pattern in the same
colour as the associated Summary Surface. When set to hatch, the detail
surface will not draw on the tooth but it will still belong to that summary
surface.
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Select A Tooth Group – Choose the tooth anatomy that you wish to edit
Select A Summary Surface – Choose the summary surface you wish to edit.
Select The Corresponding Detailed Surfaces – Select the detailed surfaces
you wish to see when charting the selected summary surface.
Tooth Preview – Displays a preview of and example tooth for this group and
will show the surfaces of the currently selected summary surface.
The currently selected Summary Surface will be highlighted by a white box,
similar to the control when editing a Draw type.
The summary surfaces will not be multi-select; only one summary code will be
highlighted at one time.
The tooth preview will update as different surfaces are selected. The
corresponding detail surfaces will be drawn on the tooth.
Ledger
The ledger displays all items entered in Chart. It displays the following
columns: Date, Provider, Phase, Code, Description, Tooth, Surface, Status,
Amount, Appointment and Show.
Right-Click Menu Options
The following options are available from the right-click menu in the Chart
ledger:
Edit
Edit a service or condition. Use the Ctrl or Shift keys to select multiple items
to be edited simultaneously.
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Charting Treatment • 289
Delete
Delete services and conditions from the ledger.
Post to Walkout
Post services to walkout. Once a service has been posted to walkout, it will
automatically be pulled into the Walkout Processing window in Chart. If
Practice Management is used for processing the walkout, the service is listed
in the Planned Services window.
Show What
Open the Show What menu.
Don’t Show On Chart/Show on Chart
Don’t Show on Chart hides charted services or conditions without deleting
them. Show on Chart displays a previously hidden service or condition.
Bring To Top
Select Bring To Top to move a charted service to the forefront.
Add To Unscheduled
Select this option to add a selected ledger item to an Unscheduled appointment.
Edit Unscheduled
Select this option to edit an existing Unscheduled appointment that is tied to the
selected ledger item.
Remove From Appointment
Select this option to remove the selected ledger item from the associated
appointment.
View Associated CAESY Presentations
Select this option to view any CAESY videos that might be associated with the
selected service.
Lower Toolbar Options
The toolbar at the bottom of the ledger gives different functionality within the
ledger and the rest of the Chart window.
Legend
Click Legend to view the names and pictures of all the draw types.
The Chart Draw Type Legend window appears.
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For more information, see the Appendix in the back of this guide for a listing of
the draw types.
Print
Click Print to print a detailed chart with patient information, including the
ledger.
Show What
The Show What function allows you to customize the appearance of the Chart
window. It allows you to view services according to status, services charted
through a specific time period and even according to phases.
If you want proposed items to print in the tooth chart, you must select Proposed
in the Show What window.
From/To
Select a date range for what appears on the Chart window.
Providers
View treatments according to the provider who performed them.
Non-Tx Plan Items
Select types of non-treatment plan items to view.
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Charting Treatment • 291
Tx Plan Items
Select a treatment plan to view from this dropdown list box. You can also view
Chart items according to the status of the treatment. To view only proposed
treatments, select the Proposed checkbox.
Phases
Enter a range of phases for treatment plans to appear in Chart.
Include Perio Items
Select the Perio chart items to appear as a “read-only” overlay in Chart.
Currently Charting
Change the status of what is currently being charted. This is especially useful if
quick charting is enabled.
Using Quick Charting
Select this option to chart services much faster.
Note: This works if you have met all other required criteria (surfaces, tooth
information and so on).
Treatment Plan Phase Number
Select the treatment plans you want to appear on the Chart ledger. If you want
only phase 1 treatments to appear, enter one in this field.
Override Custom
Select this button to restore the default charting display settings.
Coverage Book
Click the Coverage Book button to access the Coverage Book attached to this
patient’s employer.
Tx Plan
Click Tx Plan to access the Treatment Planner window.
Delete
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Click Delete to remove items from the ledger.
Edit
Click Edit to edit service phases, surfaces and so on.
Status
Click the Status dropdown list box to chart services of the same status.
Integration Menus
Choose different EagleSoft modules from the Integration menus.
Save
Click Save to save the treatment.
Cancel
Click Cancel to close the Chart without saving.
Right Toolbar Options
Ledger
Click Ledger to view service/conditions for the patient.
Images
If you have Imaging installed, click Images to view images assigned to a
selected tooth.
The images appear in the left column of the Chart window.
Zoom
The Zoom feature magnifies the view of a selected tooth in Chart. Click Zoom
and a gray panel will open up on the right of the screen. Move your mouse
pointer over the tooth to have a closer look at a particular draw type.
1.
Click Zoom.
2.
Move your mouse pointer over a tooth.
3.
Click Zoom when finished viewing a tooth or teeth.
Quick Picks
A quick pick is an easy way to assign conditions or services to teeth in the
EagleSoft Chart window. It also cuts down on time you would normally
spend scrolling through windows and dropdown boxes to set up codes and
multiple conditions. With the quick-pick setup, you can set up your services and
conditions once and forget about them.
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Charting Treatment • 293
Note: You must set up services for the quick-pick buttons in File | Preferences |
Quick Picks and also have some services applied to the button groups.
For more information, see the Services and Conditions chapter in the Setting
up Your Software unit.
Follow these instructions for using quick-picks:
1.
Select a tooth and click a quick-pick button, or select from the
dropdown menu on the quick-pick button.
For a Service
2.
Enter information regarding the service or condition.
For a Service
3.
For a Condition
For a Condition
Click OK when you are finished, and the service or condition is
applied to the tooth.
Note: You can apply services or conditions without first selecting
a tooth. Just click Quick Pick or menu item and in the Enter
Service or Condition window, then select the tooth in the Tooth
Information section.
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Treatment Plan
Treatment Planner
Access Images, Presentation,
CAESY and Informed Consent
areas of the Treatment Plan
without processing the
Treatment Plan. After adding
new items to a plan, the plan will
prompt to automatically save.
Select Yes to save and continue.
Select No to return to the
Treatment Plan window.
Use the Treatment Plan (sometimes referred to as the Tx Plan) window to
record proposed treatments for patients and to record the status of the proposed
treatments. Pre-treatment proposals or estimates can be generated to assist you
in presenting the financial impact of the proposed treatments. Pre-authorization
forms for insurance companies can be printed or submitted electronically to
determine the expected amount of insurance coverage.
Once the charting is complete, you can create one or more treatment plans for
the patient.
Accessing the Treatment Plan
Click Tx Plan on the toolbar menu.
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Treatment Plan • 295
An Introduction to the Treatment Plan Window
When the Treatment Plan window for a specific patient is opened, a variety of
options and information will be available to you. This section was written to
give you a brief overview of the functionality and information so you will have a
better understanding when that information is referenced later in this chapter.
Patient Information
Patient, Resp. Party
This is the patient you are creating the treatment plan for and that patient’s
responsible party
Primary Ins. and Secondary Ins.
The primary and secondary insurance company and group number for the
patient
Pat. Due Now/Estimated Ins.
The patient’s balance and any estimated insurance on that account
View Items By Plan
Choose this option to display treatment plans or services by plan. This is also
the display option you will use to create a new treatment plan or preauthorization.
Plan Information/Settings from View Items By Plan
Description – The description (name) of the treatment plan.
Status – This is the status of the current treatment plan. It defaults to
Proposed.
Date Created – The date the plan is created.
Last Updated – The date of the last modification to the plan.
Primary/Secondary
Ded. (deductible) Before – The remaining deductible before the treatment
plan is created.
Deductible After – The remaining deductible if the items are completed.
Benefits Before – The insurance benefits before the treatment plan was
created.
Benefits After – The insurance benefits if the items are completed.
Functionality Available from View Items By Plan
Images (Only available if Imaging is installed) – Click here to view and
attach images to the treatment plan. An Explorer-style list opens with all image
exams and images for this patient. Each image is previewed on the right with
the name and date. Attached images appear as thumbnails at the bottom of the
window.
1.
296 • Treatment Plan
Before attaching images, save the treatment plan.
Patterson EagleSoft 15.00
2.
Select the images you want to attach to this treatment plan. To select
the image, click in the checkbox next to the image name. Checked
images appear as thumbnails at the bottom of the window.
3.
Enter any comments or descriptions in the Comments box.
4.
To remove a selected image, uncheck the box.
5.
Click OK when finished.
Presentation – Click here to view and/or print a detailed treatment plan
presentation. This presentation lists treatment plan items and any images and/or
comments made in the Treatment Plan Image Selector window.
Create Appointment – Click here to create an appointment in OnSchedule
using the services from the Treatment Plan.
New Plan – Use to create new treatment plan, even multiple plans.
Edit Plan – Use to modify the description or notes for this plan.
Delete Plan – Use to permanently delete the current treatment plan and all
service items within the plan.
Toolbar Options
Add – Use to add a new service item to the current treatment plan.
More Info – Use to view and/or modify information about the highlighted
service. Click the More Info button to open the Item Detail window for the
service. From the Treatment Plan (Item Detail) window, you can make
modifications to the following: Phase, Date Planned, Tooth, Surface, Status,
Fee, Submit On Insurance, Estimated Primary and Estimated Secondary.
Click the checkbox next to Insurance Amount(s) Approved to indicate that the
service has been approved by insurance.
Remove – Use to remove the highlighted service from the current treatment
plan.
If you want to remove a service, you’ll be prompted to choose one of the
following:
•
Remove From All Plans – Click this button to remove the
highlighted service from all treatment plans for this patient. If the
same service code is used in more than one plan, it removes that
line item from all plans
•
Remove From Current Plan Only – Click this button to
remove the highlighted service from the plan you are creating or
modifying
•
Do Not Remove – Click this button to cancel the remove process
and keep the service in the treatment plan
Recalc Ins – Recalculate estimated insurance for the selected service item.
This is used in a multi-user environment where multiple workstations are
accessing the same patient information. This option does not change your
service fees.
Show Estimation – Use to view the process by which the insurance totals
were estimated.
Treatment Plan Items Window Functionality/Information
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Treatment Plan • 297
Service – The service code for the service.
Prov – The provider of the service (defaults to the preferred provider of the
patient).
# – The phase number of the service.
Date Plan – The date the service was added to the treatment plan. This
may reflect when the service is planned, or when it is scheduled for a
walkout.
Description – The description of the service.
Tooth – If applicable, the tooth number necessary for the service.
Surface – If applicable, the surface/quadrant for the service.
Status – The status of the service for the treatment plan.
Standard – The standard fee for the services. This option is based on
preferences. See the section on General Preferences for more information.
Adjust – The adjusted total between the standard fee and the fee charged.
This option is based on preferences. See the section on General Preferences
for more information.
Fee – The fee charged for the service. This fee defaults to the standard fee
unless the patient utilizes a fee schedule.
Est Ins – The estimated insurance amount for the service.
Discount – The amount of discount applied to the service.
Appt – The appointment name of an unscheduled appointment or the date
of a scheduled appointment.
– Select this button to move down one
Arrow Move Down button
position in the Treatment Plan list. If service reaches the lowest position,
the button will become disabled.
Arrow Move Up button
- Select this button to move up one position in
the Treatment Plan list. If service reaches the highest position, the button
will become disabled.
Insurance Estimation will be recalculated each time an item is moved.
Changes made to existing services will be saved.
Right-Click Menu Functionality in the Services Window
See the OnSchedule section for
more information on
Unscheduled Appointments.
Right-click on any of the services to receive the following options:
Remove From Appointment – This removes the service from a
scheduled appointment.
Remove Item From This Plan – This removes the highlighted service
from this treatment plan.
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Edit Unscheduled Appointment – This opens an existing unscheduled
appointment.
Add to Unscheduled Appointment – This allows you to add the
service to an existing unscheduled appointment or create a new one.
More Information – Used to view and/or modify information about the
highlighted service. Click More Information to open the Treatment Plan
(Item Detail) window for the service (see the following image).
From the Treatment Plan (Item Detail) window, you can make
modifications to the following: Phase #, Date Planned, Tooth, Surface,
Status, Fee, Submit On Insurance, Estimated Primary and Estimated
Secondary. You can also check the box next to Insurance Amount(s)
Approved to indicate that the service has been approved by insurance.
Mark Item As Approved – Used to indicate that the service has been
approved by insurance. An approved item is in red and is indicated with an
* next to the Estimated Insurance amount for the service.
Note: This option is only available if the patient has insurance.
View All Items
Use this option to display all service items from all treatment plans. There
are also some new options in this window.
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Treatment Plan • 299
Plan Information/Settings from View All Items
Primary Ins – Name of the primary insurance company and group
number.
Secondary Ins – Name of the secondary insurance company and group
number.
Pat Due Now – What the patient owes.
Estimated Ins – The amount the insurance should cover.
Functionality in the View All Items Window
Toolbar Options
Add – Add more services to the treatment plan.
More Info – View or edit information concerning each of the following:
•
Date Plan – The date the services are planned or scheduled to be
walked out
•
# – The phase number for the plan item
•
Tth – The tooth number for the plan item
•
Fee – The fee for the item
•
Status – The status of this item
Delete – Delete items from a treatment plan.
Recalc Fees – If the price or fee schedule has changed since the treatment plan
was saved, click Recalc Fees to update the plan items.
Show What – Select the items you want to appear according to phase or status.
View Items – Select a service and click view items to see the plan the item is on.
Quick Process – Select this option to process plans without viewing all screens.
Right-Click Menu Functionality in the Item Window
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You can also right-click on an item and select Add Item to <<Plan
Name>> from the menu.
Remove From Appointment – Select this option to remove the item
from an existing scheduled appointment.
Delete Item From All Plans – Select this option to delete the item from
all treatment plans.
More Information – Same function as More Info on the toolbar.
Add to Unscheduled Appointment – Select this option to add the
selected item to an unscheduled appointment.
Edit Unscheduled Appointment – Select this option to open an
existing or new unscheduled appointment.
Remove Item From <Plan Name> – Remove item from the current
plan.
Add Item To <Plan Name (s)> – Add the item to any of the plans listed
on the right-click menu.
Show Items Scheduled For Today
Select the checkbox to view only the treatment plan items that are
scheduled for the current date.
Fast Delete from Treatment Plan
Quickly delete items from Treatment Plans without processing. In the
treatment plan, select the item for deletion. Right-click on the desired entry
and select Delete Item from This Plan. The following message appears.
Select from the available options:
Delete From All Plans – Select this option to delete the selected item from
all available plans pertaining to the current patient.
Delete From Current Plan Only – Select this option to delete the selected
item from the current plan.
Do Not Delete – Select this option to return to the Treatment Plan without
deleting the selected item.
The Treatment Plan is automatically saved and the user can cancel at this
point or select process for more options.
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Treatment Plan • 301
Creating a New Treatment Plan
1.
In the Treatment Plan window, type the full or partial last name of the
patient in the Patient field and press the Tab key. You can also tab to
the ID field, enter the patient ID, and press the Tab key. You can also
press the F2 key and choose the patient from the Person List window.
If treatment plans do not exist, the following message window appears.
If a treatment plan already exists for this patient, the services are
displayed.
2.
Click Yes to begin creating a new treatment plan for this patient. The
following window appears.
This note only appears on the Treatment Plan
Presentation.
3.
Enter a Description (name) for the new treatment plan. You can also
enter any notes about the new plan.
When the description and notes have been entered, click OK.
Treatment Plan Window
The ID of the patient’s preferred provider will appear in the Provider
field. The Date Plan defaults to the current date.
1.
Enter the service code in the Service field and press the Tab key. You
can also press the F2 key from the Service field to choose the service
code from the Service Codes List.
2.
If applicable for the service code, enter the Tooth (tooth) and Surface
(surface/quadrant) information. If applicable, press the F2 key for a
multiple tooth service code.
3.
Enter the Status of the service item for this plan.
Choose from the following status types:
302 • Treatment Plan
•
Completed – Items that are posted from the treatment plan to the
walkout and have been processed. In other words, these are
walked out services.
•
Proposed – Services you are proposing for treatment to the
patient. Note: This is the default status.
•
Accepted – Select when you have received confirmation from the
patient’s insurance company, or the patient has accepted the
Patterson EagleSoft 15.00
service. To find out the dollar amount, go to the More Info
window.
•
Rejected – Services that are not accepted for treatment by the
patient
and/or the patient’s insurance company.
•
Post To Walkout – If items exist with this status type, the next
time you open the Walkout Statement window for this patient,
these services are added to the walkout.
•
Referred – Services that are referred to a specialist.
4.
Modify the fee of the service, if necessary.
5.
Select a service in the treatment plan and click on Show Estimation to
view how the insurance was estimated. Note: This applies to the View
Items by Plan option.
6.
Click Process to save the service items in the treatment plan and to
print a treatment plan estimate and/or submit a pre-authorization. The
Treatment Plan Processing window is displayed.
7.
Click Cancel to exit the Treatment Plan window without saving the
treatment plan and return to the virtual screen.
For more information on processing, see the following section.
Processing the Treatment Plan
After the services have been entered for the treatment plan, the next step is
to generate an estimate for the patient and/or a pre-authorization form for
the insurance company.
Patterson EagleSoft 15.00
1.
From the Treatment Plan window, click Process. The Treatment
Plan Processing window is displayed (see the following image). It
includes the patient’s recall and appointment information.
2.
Check the box next to Print Treatment Plan Estimate to print a
proposal. Choose the plan(s) you want to process by highlighting
the plan(s) in the Plan Name box. You can highlight multiple plans.
3.
Choose a method by selecting one of following Method radio buttons:
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All Items – This prints all items within the plan.
New Items – This prints only those items added in this transaction.
By Date – This prints items with Date Plan dates that match the date
range criteria you specify.
By Phase # – This prints items with a Phase # that matches the phase
number entered.
4.
Select the checkbox Group By Appointment to group items by
appointment date/name.
5.
Check the box next to Suppress Item Detail if you do not want service
item detail to print on the pre-estimate. This only prints the subtotals
for selected phases.
6.
Select the checkbox Show Tx Plan Disclaimer to display the
disclaimer on the printed treatment plan.
7.
Select the checkbox Show Tx Plan Signature Message to display the
signature message on the printed treatment plan.
8.
You can choose a Message to print on the pre-estimate. To choose a
message, click the down arrow of the dropdown list box and highlight
the message of your choice. You can also press the F2 key to create a
new message.
9.
Under Print/Submit Pre-Authorization, click the plan name to
highlight the plan(s) that you want to print a pre-authorization for. The
plan name must be highlighted for the pre-authorization to print. If
the patient has both primary and secondary insurance, choose which
employer to use for the pre-authorization under To Submit.
10. Choose one of the methods listed under the preceding item 3.
11. Click OK to save and continue with the processing.
12. If Print/Submit Pre-Authorization Insurance Form is selected, the
Pre-authorization for <<Plan Description>> for Patient <<Patient
Name>> window will be displayed. Answer the insurance claim
questions appropriately and click OK to print or submit the form.
Orthodontic Patients
If the patient is marked as an Orthodontic patient, the option to Submit
Statement of Actual Services is available.
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Under Print/Submit Pre-Authorization, select the checkbox Submit
as Statement of Actual Services. Proceed with the process as
described above.
Informed Consent
CAESY products are only
available to CAESY users. For
more information on CAESY,
contact your local Patterson
Representative.
In the Treatment Plan, you have the option of using the Informed
Consent report. Select the hyperlink next to Informed Consent to view
the current form or to acquire a new Patterson EagleSoft Informed
Consent form.
Under Presentations Viewed, select the View Videos button. Select the
appropriate CAESY videos to include with the Treatment Plan.
In the Planned Services area, the planned services from the selected
treatment plan appear with all the pertinent information including Status.
In the Plan Notes area, any notes that you have attached to the selected
treatment plan will appear. Attached images display in the Assigned
Images area. In the original treatment plan, select the Images button to
attach images to a treatment plan.
Select the Autonote button to add a narrative to your Informed Consent.
Use your compatible electronic signature pad to capture the Patient and
Witness signatures. Select the Accept Signature button to add the current
signature to the Consent. Select the Clear Signature button to remove the
current signature.
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Select the Create Consent button to finalize your Informed Consent form.
The Patient Informed Consent Agreement appears.
See the SmartDoc section for more
information on auto-generating
Informed Consent Agreements
directly into SmartDoc.
The Patient Informed Consent Agreement displays the treatment plan
information, any attached narratives and a list of attached videos and any
captured signatures. Print a copy of this form for your patient.
Use the SmartDoc Preference to auto-generate the Informed Consent
reports and Signature capture in SmartDoc upon generation.
EagleSoft/CAESY Power Presentation
The following option is available for offices using CAESY Edge and
ShowCase 5.0.
Selecting the Patient Education
monitor on the Clinical Graphic
Interface launches the
EagleSoft/CAESY Power
Presentation.
306 • Treatment Plan
Patterson EagleSoft directly integrates with CAESY presentations from
within the software. Create presentations that include patient information,
images, treatment plan information and CAESY videos.
Use the treatment plan to create patient education presentations within
EagleSoft.
To default a Patterson EagleSoft presentation with CAESY for a specific
service code, assign the proper CAESY Patient Education videos to your
Service Codes. Service Codes are found in the Lists menu.
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Assign CAESY presentations to specific service codes. Select the CAESY
button.
The following window appears:
Service Codes are not considered part
of a Treatment Plan until the plan
has been processed. When adding
new Service Codes, you must first
process the plan prior to selecting the
CAESY button if they are to show in
the Power Presentation
Select the plus sign next to the folder of interest. Select the desired
presentation and drag it to the right field.
Double-click on any presentation to preview it in the Preview Presentation
area. Use the available controls to adjust the presentation volume and play.
Select the radio button for Default Language. Select the Clear button to
remove an added presentation. Select the Clear All button to remove all
added presentations. Select the Cancel button to close the window without
adding presentations.
When you have added all the desired presentations to a Service Code, select
the OK button. Select OK to close the Service Code window.
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Treatment Plan • 307
Create Treatment Plan Presentations with CAESY Patient Education. In
an existing Treatment Plan, select the CAESY button. Select Launch
CAESY Presentation window.
The following is an example of Patient Information:
Your checkbox selections in
this section become the
default selections for future
presentations.
Patient Information is
selected by default.
Select the checkboxes of the areas you wish to add to your finished
presentation. If the checkbox is unavailable, the area is non-applicable to
the selected patient. Select the Autonote button to add an existing
Autonote. In the Presentation Summary menu, select Treatment Plan to
view all plans for the selected patient.
The following is an example of the Treatment Plan option:
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The current Treatment
Plan is included by default.
Select the Remove Plan button to remove the plan displayed. Multiple
Treatment Plans can be added.
In the Presentation Summary menu, include any of the plans listed under
Images.
The following is an example of the Images option:
Highlighting items in the
Presentation Summary
displays their information
on the right.
Highlighting a video
presentation displays the
video preview.
Select the dropdown arrow to select an existing Image Exam. Select the
Add Exam button. Use the Remove Exam button to remove an added
exam. Select Other Exams from the dropdown list to add individual
images. Multiple exams can be added.
The following is an example of the Other Exam option:
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Treatment Plan • 309
Select the checkbox of the desired image and select OK. Select Cancel to
close the window without selecting an image. Multiple images can be
added.
The following is an example of the Presentation option:
Videos that have been attached
to service codes from the
selected Treatment Plan will
be included by default.
In the Presentation Summary menu, select any of the videos listed under
Presentation. To remove a presentation video from the Power
Presentation, select the video and drag to the left. To preview a video,
double-click on the video. Select the radio button under Default
Language. Select the Clear button to remove an added presentation.
Select the Clear All button to remove all added presentations. Select the
Cancel button to close the window without adding presentations. When
you have added all the desired presentations, select the OK button.
Multiple videos can be added.
To include additional videos, select the plus sign next to the folder of
interest. Select the desired presentation and drag it to the right field.
Double-click on any presentation to preview it in the Preview Presentation
area. Use the available controls to adjust the presentation volume and play.
Select the radio button for Default Language.
Select the Create Presentation button to launch the Power Presentation.
Modifying Existing Treatment Plans
Pull up a treatment plan for a patient and select View Items By Plan.
Modifying a Different Plan
310 • Treatment Plan
1.
From the Description field, click the dropdown list box. The
descriptions of other existing treatment plans for the patient will be
displayed.
2.
Click on the description of the plan you wish to modify, and the details
for that plan will be displayed.
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Modifying the Description/Notes of the Plan
1.
Click Edit Plan. The Edit Treatment Plan window appears.
2.
Make necessary modifications to the description or notes for the plan.
3.
Click OK to save your changes.
Modifying the Status of the Plan
1.
From the Plan Status Field, click the dropdown list box. Status types
are listed.
2.
Choose from the following status types:
Accepted – Use when you have received confirmation from the patient’s
insurance company or the patient has accepted the service.
Completed – Processed items posted from a treatment plan to the
walkout.
Post To Walkout – These items are ready to be walked out.
Proposed – Treatments proposed to the patient and/or the patient’s
insurance company.
Referred – Services referred out.
Rejected – Any service rejected by a patient or insurance company.
Modifying the Status of a Service Item in a
Plan
1.
From the service item status field, click the dropdown list box. The
available Status Types are displayed in the list.
2.
Choose a Status Type (see the Status Type list under the preceding
item 2).
Modifying the Service Item Date Planned,
Tooth, Surface
1.
Highlight the service item you wish to modify.
2.
Click More Info.
3.
Make any necessary modifications, and click OK.
-or-
4.
Highlight the service item you wish to modify.
5.
Make modifications directly in the line item to any field except Service
Code, Description and Estimated Insurance.
Saving Your Modifications
When you have made all necessary modifications to the treatment plan(s),
process the plans.
Refer to the Processing the Treatment Plan section earlier in this chapter
for details.
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Charting Perio
Introduction
According to the CDA, over 75 percent of adults have some form of
periodontal disease. One of the leading reasons patients file lawsuits
against their dentists is lack of periodontal diagnosis. These two facts alone
make it obvious that proper periodontal diagnosis, charting and treatment
are essential in any dental practice.
When performing a comprehensive periodontal exam, you’ll find using
Clinical Perio so easy that the findings can actually be entered faster than
pocket depth measurements and other information can be taken. Pocket
depth and gingival margin measurements, furcation, mobility and
mucogingival junction grades, plus areas with bleeding and/or suppuration,
can all be charted. Clinical attachment levels are calculated automatically.
For an effective case presentation and patient education, a comparison of
various Perio charts, or a graphical representation of the Perio chart or
Comparison, can be viewed or printed. All are colour-coded to easily note
areas of concern. The Perio Graph is used to show the patient’s current
condition. The Perio Comparison window and graph make it easy to
monitor any changes in the patient’s periodontal condition. Here the colour
coding indicates where changes have occurred.
The following information will be covered in this chapter:
•
312 • Charting Perio
Accessing the Perio Exam window
•
Charting Perio exams
•
Comparing Perio exams
•
Setting up preferences for Perio exams
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Accessing the Perio Exam
•
From the Clinical Activities menu, choose Perio
-or-
•
Click the Perio icon in the Clinical Operatory window
-or-
•
Click the Perio icon in the Integrated Mode window
From the Clinical Exam | Perio window, click Perio
-or-
•
From the Clinical Exam window, select Perio from the
Integration Menu button
Perio Exam Findings
Using the Perio Exam
From the Perio tab, enter Perio exam findings for your patients. A
numbered box represents each tooth. The six small circles or dots
positioned around each box represent the measurement sites. Teeth 18
through 28 are displayed at the top of the screen and 38 through 48 appear
at the bottom.
An X represents any tooth charted as missing or extracted. Missing teeth
are based on completed services in the patient’s history.
The buttons in the center of the window allow you to record your findings
or manually move to a specific tooth or site when necessary. The
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Charting Perio • 313
abbreviations to the left of the screen indicate where each type of
measurement or grade is displayed.
Following are the available findings:
FINDINGS
314 • Charting Perio
USE BUTTON
DISPLAY
Mobility Grade
MOB
MOB
Pocket Depth
Measurement
PD
PD
Gingival Margin
Measurement
GM
GM
Clinical Attachment
Level
Automatically
CAL
Mucogingival Junction
MGJ
Furcation Grade
FG
FG
Bleeding
Bleeding
Colours Site Dot
Bleeding All
Bleeding all pockets
Colours Site Dot
Suppuration
Suppuration
Colours Site Dot
Suppuration All
Suppuration all
pockets
Colours Site Dot
Bleeding and
Suppuration
Bleeding and
Suppuration
Colours Site Dot
Calculated
MGJ
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You can indicate which items use the
Auto Advance function and the order in
which you would like the charting to be
completed in the Perio Preferences
window.
Position of Tooth
Position is indicated by a red rectangle that surrounds the “tooth” and the
related measurements or grades.
Site on Tooth
A blue box surrounds the site dot to show the exact position.
Movement
•
Complete your Perio chart efficiently by settting up your
system to automatically move from site to site
For information on setting up Auto Advance, see the
Perio section in File | Preferences | Perio
To enter a number higher than ten,
select the # key and the number ten.
•
To move manually to a specific tooth, use your mouse to
click on the correct “tooth,” or click the forward or back
buttons
•
Click on a site on any tooth to jump to that site. You can
also use the middle-left number pad to move to a site
once the tooth is selected
Record Findings
To record findings for each tooth and/or site, click the button for the finding
you wish to record (for example, MOB, PD, GM, FG, MGJ) and click the
correct number, 1-10, for the measurement or grade. Only the numbers that
are applicable will be enabled for each choice. When appropriate, the plus
(+) and minus (-) buttons are enabled.
For example, when you have selected MOB (for mobility), you are not able
to select any number greater than 4; however, you can use the + sign.
You can indicate both the alert depth
and charting colours in the Perio
Preferences window.
The selection recorded for the appropriate tooth and/or site will display. If
the pocket depth meets or exceeds the alert depth, the display will indicate
this by showing the pocket depth measurement in the specified alert colour.
For more information about setting up
Perio preferences, please refer to the
Setting up Operatory Preferences
chapter in the Setting up Your
Preferences unit.
If bleeding and/or suppuration are present, simply click the correct button(s)
to show the colouration indicating the condition(s).
Note: Remember, the position will move to the next site each time you chart
an item flagged for Auto-Advance.
Lock
Charting mouths with bleeding and suppuration is time-consuming.
However, the Lock button for Bleeding and Suppuration can speed up the
charting process. Once you have clicked Lock, select Bleeding or
Suppuration, and every pocket you select is marked accordingly until the
lock is removed.
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Charting Perio • 315
Individual Tooth – Images, History and
Missing Status
From this window, you can easily view and filter the tooth history. If
Imaging is installed, you can view, edit, and delete images for any given
tooth number. You can also mark teeth missing. To access these items,
simply right-click on the corresponding “tooth” and select Image or
History.
When you have finished reviewing individual tooth history or images, you
are automatically returned to the Perio chart.
Images
To view, edit, or print images, choose Image. This displays the images that
have been stored for that particular tooth. From the image display, you
have the ability to view the image or to edit the existing image(s) using the
Advanced Imaging module.
History
The History option enables you to view the history for a selected tooth,
including information on images, notes, conditions and more. The History
window also has a filter feature to customize your view.
1.
From the Perio window, right-click on a tooth.
2.
Select History from the menu.
The following window appears:
316 • Charting Perio
3.
Click Show to filter the display. If desired, deselect a checkbox to
filter your Tooth History view.
4.
Click OK to save the settings and return to the History for Tooth
window.
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Missing
Right-click on a tooth in Perio to mark it missing.
To remove the missing status, right-click on the tooth and select the
Restore Tooth option.
Toolbar Options
Save
The Save button saves the current Perio exam and any changes made to the
exam.
Close
Click this to close the Perio Exam window.
Print Preview
Click Print Preview to view and print the Perio chart. If you are using a
colour printer, the printout displays the same colour-coding displayed on
your screen.
Edit Previous Perio Exams
If you wish to view or edit Perio exams saved previously, click Edit
Previous to display a quick box where you may choose the correct chart.
As indicated by this list, Perio exams are stored by date.
Click Use to view or edit a previous exam or click Delete to remove the
highlighted Perio exam from the patient’s records.
Clear All
Click Clear All to erase all entries from the current Perio exam.
New Exam
If an existing exam has been selected and you are ready to complete a new
Perio exam, simply click New Exam. This is not necessary when Perio is
first opened, as you will already be on a New Exam window.
Back/Forward
Click Back or Forward to move from site to site.
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Charting Perio • 317
Notes
Click Notes to create, edit or delete text, audio or scribble notes. You can
also access the current patient’s note history by clicking Notes.
Practice Management Integration
Use the Practice Management Integration button to access Practice
Management, OnSchedule, Treatment Plan and other Practice
Management modules.
Clinical Integration
This button enables you to access different modules within Clinical.
Patient Photo
If you have the patient’s photo stored in the database, click on this button to
pull it up on-screen.
Perio Comparison
As described previously, the Perio Comparison tab allows you to select up
to three saved Perio charts and compare them one to another to evaluate any
changes in the patient’s periodontal condition.
This defaults to compare the pocket depths for the three most recent exams.
Whatever is compared is displayed at the top of the window (for example,
pocket depth, gingival margin, furcation, mobility, clinical attachment level
or mucogingival junction grades).
The dates are displayed for each exam included in the comparison, along
with the measurements or grades for each tooth or site.
The scores are colour coded for easy comparison as follows:
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•
Black – These are the scores entered first
•
Red – Indicates the periodontal condition has worsened
•
Green – Indicates the periodontal condition has improved
The summary at the bottom of the window shows the number of teeth or
sites that show a specific condition – such as bleeding, suppuration,
furcation or mobility – as well as a breakdown of the number of sites
within the indicated ranges for pocket depths and clinical attachment levels.
Comparison Window Functions
Print
The Print button prints this Perio Comparison. If you have a colour printer,
the printout shows the same colour-coding to easily alert your patient to
areas of special concern.
Show
If you wish to select a different group of exams or compare a different
measurement or grade, click Show to display a window where you may
select the exams or items you wish to use for comparison.
In the center, you can choose what you wish to compare in the selected
exams. Simply click on the desired item.
To choose a specific date, review the dates listed under available exams.
Highlight the correct date and click Add. This displays the date under the
Exams for Comparison window. To remove one of the exams from the
comparison list, simply highlight it in the right-hand column and click
Remove.
Select from the following radio buttons: Pocket, Gingival, Furcation and
MGJ. Choose the option to compare specific aspects of the exams
available.
Once all the exams you wish to compare and/or the items you wish to
compare have been selected, click OK. Then you are taken to the Perio
Comparison window, which displays the findings for the selected charts in
date order.
Perio Graph
The Perio Graph window gives a graphical representation of the selected
chart. This window was designed with the patient in mind. The more
natural representation of the teeth makes it easy for your patients to see and
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Charting Perio • 319
understand what you are explaining. Therefore, this window is the best
option for periodontal case presentation and education.
This window displays a graph for the same Perio exam shown under the
Perio tab. If you wish to view a previously saved exam, select that exam by
selecting the Edit Previous option under the Perio tab.
Display
To choose the display of the Gingival Margin levels, the Mucogingival
Junction grades and Pocket Depths, simply click the appropriate button in
the lower left of the window to turn the item off or on.
The pocket depths appear as small bars at each site. If the depth meets or
exceeds the alert depth, the display indicates this by showing the portion
that exceeds the alert depth in red.
The Gingival Margin levels and Mucogingival Junction grades are
represented by a line graph in the designated colours.
Zoom
If you wish to view a single quadrant in a zoom mode, simply click your
mouse anywhere within that quadrant. To return to the full mouth view,
click anywhere within the quadrant again.
Print
The Print button enables you to print this Perio graph. The printout shows
the same colour-coding to easily alert your patient to areas of special
concern.
320 • Charting Perio
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Comparison Graph
The Comparison Graph tab gives you a graphical representation
comparing existing Perio exams. The graph was designed with the patient
in mind, giving a more natural representation of the teeth.
The default comparison compares the three most recent exams. The legend
at the bottom of the screen indicates the colour that represents the Perio
exam date.
To choose to compare the Gingival Margin levels, the Mucogingival
Junction grades, or the Pocket Depths, simply click the appropriate button
on the lower left of the screen to select what you wish to view.
Show
To select a different group of exams to compare, click Show.
You can view up to three exams at one time. To choose the exam dates,
review the dates listed under Available. Highlight the correct date and
click Add. This displays that date in the Exams for Comparison window.
To remove an exam from the comparison list, simply highlight it in the
right-hand column and click Remove.
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Charting Perio • 321
Once the exams you wish to compare have been chosen, click OK to return
to the Comparison Graph window. This displays the findings for the
selected charts.
Zoom
If you wish to view a single quadrant in a zoom mode, simply click your
mouse anywhere within that quadrant. To return to the full mouth view,
click anywhere within that quadrant again.
Print
The Print button enables you to print this Comparison Graph. The printout
shows the same colour-coding.
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PSR
Overview
PSR stands for Periodontal Screening and Recording. This type of
periodontal exam allows you to record an overall score or rating for each
sextant within the mouth in lieu of a complete periodontal exam and
detailed charting. This screening is a quick and simple way to evaluate and
track a patient’s periodontal health, as well as determine the need for a more
comprehensive exam.
Since the CDA estimates that over 75% of all adults show some form of
periodontal disease, and the fact that litigation due to lack of periodontal
diagnosis is not uncommon, you can see how this type of examination can
be very valuable. A PSR chart can be completed on a routine basis even
when a complete periodontal exam is not required.
To easily monitor any changes in the patient’s periodontal condition,
various PSR charts can be compared. This comparison is colour coded to
easily note where changes have occurred. The comparison can be viewed
on the computer screen or printed out. This type of graphical information
can be a powerful tool when it comes to educating your patients and
conducting effective case presentation.
This chapter will give information on the following:
•
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Creating and editing PSR charts
•
Comparing PSR charts
•
Printing and displaying PSR charts
PSR • 323
Accessing the PSR Exam
•
From the Clinical Activities menu, choose PSR
-or-
•
Click the PSR icon on the Clinical Operatory window
-or-
•
Click the PSR icon on the Integrated Mode window
-or-
•
From the Clinical Exam | Perio window, click PSR
-or-
•
Choose PSR by clicking the Integration Menu button
PSR Exam
Adding a New PSR Exam
By default, the Exam tab is selected when the New PSR Exam window is
displayed. The Exam tab is where PSR exam findings are entered. Each
sextant can be scored on a scale of 0-4. As described on the window, each
score indicates the overall periodontal condition of that range of teeth (0
being the healthiest, 4 being the least healthy). This scoring should take
into account probing depths, mobility, gingival recession, mucogingival
problems and furcation invasions. You can also add an asterisk to indicate
other abnormalities.
These scores are entered in the Sextant Scores boxes in the upper left-hand
corner of the window. As you can see in the preceding image, there are
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three boxes for the upper arch and three for the lower arch. As you enter
these scores, press the Tab key to move to the next box (sextant). In
addition, the arrow buttons underneath these boxes will allow you to move
from one to another or simply click in the box in which you wish to enter a
score.
Note: PSR charts are stored by date.
The Clear All button erases all entries.
Viewing or Editing PSR Exams
If you wish to view or edit PSR charts that have been saved previously,
click Edit Previous to display a quick box where you may choose the
correct chart.
From that window, click Use to view or edit, or click Delete to remove that
chart from the patient’s records.
PSR Comparison
As described previously, the Comparison tab enables you to select various
saved PSR exams and compare them. This feature makes it easy to evaluate
any changes in the patient’s periodontal condition.
Select the exams you wish to use for the comparison.
Review the dates listed under Available Exams. To choose an exam,
highlight the correct date and click Add. This displays that date under the
Exams for Comparison window. To remove one of the exams from the
comparison list, simply highlight it in the right-hand column and click
Remove.
Once you have selected all the exams you wish to compare, click OK to go
to the Perio Comparison window that displays the scores for the selected
charts in date order.
As noted on the window, the scores are colour-coded for easy comparison.
Black – The first scores entered.
Red – Indicates the periodontal condition has worsened.
Green – Indicates the periodontal condition has improved.
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PSR • 325
Print
You can print this comparison by clicking Print.
Show
If you wish to select a different group of exams to compare, click Show.
Again this displays the selection box.
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Clinical Exam
Overview
Clinical Exam provides a complete exam between you and your patient.
To state it simply, Clinical Exam provides the ability to link every area of
your Clinical Exam into one centralized window!
This chapter will give you information on the following:
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•
How to access past Perio, PSR, Restorative, Intraoral and
Radiography exams
•
Creating new Perio, PSR, Restorative, Intraoral or Radiography
exams with just the click of a button
•
Automatically calculating a sum total of the conditions charted in
Perio and Restorative exams
•
How to review and edit notes specific to an exam or date of
treatment
•
Customizing an exam by creating or editing exam types
•
How to add or remove sub-exams by right-clicking on the selected
tab
•
Printing a Clinical Exam Master report or a questionnaire specific
to any of the sub-exams
•
Recording information in regard to:
•
TMJ
•
Occlusion
•
Cosmetics
•
Head and neck history
•
Habits
•
General hygiene
•
Cancer
•
Dental history
Clinical Exam • 327
Accessing Clinical Exam
From the Clinical Activities menu, choose Clinical Exam
-orClick the Clinical Exam icon in the Integrated Mode window
-orClick the patient folder image on the Clinical Operatory window
Clinical Exam Setup
There are several areas within Clinical that need to be set up before you
begin utilizing Clinical Exam effectively.
Clinical Exam Types
Clinical Exam Types are used in Clinical Exam to determine which subexam tabs will be enabled. One preset Clinical Exam Type has already
been entered, but you can add, edit or delete exam types as you prefer.
From the Lists menu, choose Clinical Exam Types. The Clinical Exam
Types quick box is displayed (see the following image).
Creating a New Clinical Exam Type
From the Clinical Exam Types quick box, click New. The New Exam
Type window is displayed.
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For more information on creating a new Clinical Exam Type, see the
General Setup chapter in the Setting up Preferences unit.
Security
All staff members using Clinical Exam need their own security settings to
allow access to this feature.
1.
From the Clinical Logon window, the Security Administrator should
log on as Security Administrator and enter the master password.
2.
When the Providers/Staff List window is displayed, highlight the staff
member you will be giving access to and click Edit. The Edit
Provider/Staff window is displayed.
3.
From the Edit Provider/Staff window, click Password. The Provider
Password window is displayed.
4.
Click Op Security (Operatory Security). The Operatory Access
Options window is displayed.
On the lower part of this window are three options for Clinical Exam
Access.
•
View Existing Clinical Exams
•
Edit Existing Clinical Exams
•
Edit Completed Clinical Exams
Select the checkbox next to each option as it would apply for this staff
member.
Note: Incomplete, Continued or Referred Exams are considered to be
“Existing” Clinical Exams.
5.
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When you have set access levels for this staff member, click OK to
save your changes. Continue to click OK to save settings and close
each of the open security windows. Click the Cancel button to exit
without saving the new security access settings.
Clinical Exam • 329
Introduction to the Clinical Exam Window
Exam Date
The patient’s information can be viewed from the most recent exam or from
a previous exam by selecting a date from the Exam Date dropdown list
box. This allows you to confirm past treatments performed, analyze those
treatments and compare them to current or proposed treatments in a
convenient layout. By clicking on a date of treatment, you can toggle back
and forth between exams and review past and recent procedures performed.
If images are on the exam, an (i) appears before the date of the exam.
Exam Type
After the exam types are created, choose the exam you want to perform by
selecting the exam type in the Exam Type dropdown box in the Clinical
Exam window. When you select an exam type, only the necessary tabs are
activated to complete the exam.
Using predefined exam types assures that you are performing only
necessary work for a patient and not forgetting any necessary work during
the patient’s visit.
Once you save a Clinical Exam (by clicking OK) after selecting an exam
type, you cannot modify the exam type for that exam.
Add/Remove Tabs from Current Exam Type
To inactivate a tab from the current exam, right-mouse click on the tab and
choose Remove From Current Exam.
To activate a tab not in the current exam, right-click on the tab and choose
Add To Current Exam.
Status
Four statuses for an exam are provided to maintain accuracy and security
regarding a patient’s record. By giving an exam a status, each user can
quickly determine the patient’s condition.
Status
Description
Incomplete
Work is not yet finished; it will be completed at a later
time.
Complete
Work is finished.
Continued
Work performed over the course of several
appointments.
Referred
Patient sent to a specialist; awaiting outcome.
Tabs
If you have already saved an exam for the day, only the tab(s) related to that
exam will be enabled within Clinical Exam. For example, if you save a
Chart exam for the patient, then go to Clinical Exam, only the Restor
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(Restorative) tab will be enabled. More tabs can be added by following the
instructions in the previous Exam Type section.
Summ (Summary)
The Summary window shows the patient’s standard images (only if
Imaging is installed) and gives you an overview of the most recent exams
for the patient. The patient photo, full smile, and most recent upper and
lower arch photos will display.
For information on adding these photos to the Summary tab, see the Image
menu subsection in the Advanced Imaging chapter located within the
Imaging unit.
The patient’s ID, name, phone numbers and last visit date are centered in
the middle of the window.
The most recent dates of the following exams are given:
Perio (Soft Tissue)
Radiography
Cancer
Restorative
Cosmetic
Dental History
TMJ
Head and Neck
Full Mouth Series
Occlusion
Habits
Bitewing
Intraoral
General
Panoramic
Edit Patient
The Edit Patient button links the Patient Summary tab to the Edit Patient
window. Easily view or modify the patient’s information directly from this
window with one click from Clinical.
History
The History button opens the Patient History window for the current
patient. The History window (see the following image) provides a detailed
history of everything that has been entered in EagleSoft. For more
information, simply double-click an item to call up the related chart,
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Clinical Exam • 331
images, or notes option. Then, close that option to return directly to the
History window. This enables you to easily review any of the items
entered in EagleSoft without having to go from option to option.
Show What
The Show What button in the History window enables you to filter the
history to display only the History Types you prefer (see the following
image). From the Patient History Filter, choose a specific date range by
clicking on the Consider Date Created box and entering the beginning and
ending dates for the filter. Additional notes can also be entered from this
window to add to the printout.
Print
Click Print to print this patient’s history.
Perio (Periodontal)
The Perio window summarizes the information from the patient’s Perio
exam performed on the date given in the Exam Date box.
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The top section of the Perio window, Summary Info, provides a summary
of the number of teeth and the number of sites charted for the following:
•
Bleeding
•
Suppuration
•
Furcation
•
Mobility
•
Pocket Depths greater than the Alert Depth
•
Clinical Attachment Levels – These are divided into four
levels: <0, 1-3, 4-5, and 6+
These fields are based on charting in the Perio module. Click Calculate to
update the numbers in the fields.
Beneath the Summary Information, record ratings for Consistency,
Hygiene, Inflammation, Margins, Plaque and Exudate.
The ratings for each of these conditions include:
Condition
Ratings
Consistency
Firm, Boggy, Fibrous
Hygiene
Good, Fair, Poor
Inflammation
Light, Moderate, Severe, None
Margins
Thin, Swollen, Receded, Irregular, Normal
Plaque
N/A, None, Light, Moderate, Severe
Exudate
Blood, Suppuration, Both
Next, the Attached Gingiva section allows input for the colour and texture
of attached gingiva, and the Papillae section allows input for the shape,
colour and texture of papillae.
The ratings for each of these conditions are as follows:
Attached
Gingiva
Ratings
Colour
Pink, Red, Magenta
Texture
Stippled, Glossy, Granular, Boggy, Smooth
Papillae
Ratings
Shape
Pointed, Blunted, Flat, Inverted
Colour
Pink, Red, Magenta
Texture
Firm, Boggy, Fibrous
Beneath this, the Periodontal Diagnosis section indicates the level of
gingivitis for the patient.
The levels include the following:
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N/A
Normal
Type I
Type II
Clinical Exam • 333
Type III
Type IV
Type V
Early Onset Periodontitis
Systemic
Associated
Acute Necrotizing Ulcerative Gingivitis
A Comments section provides an area for entering and/or editing additional
comments/notes specific to this exam. These notes are viewable from the
Note History window as well.
One-Click Access
To easily view, create or edit the Perio or PSR exams related to these totals,
click the appropriate button on the right side of the window. With only one
click, you’ll go directly to the Perio or PSR exam.
Calculate
Click Calculate to calculate the conditions under Summary Information
automatically for an exam. If corrections are made while in the Perio
window, click Calculate upon returning to the Perio Summary tab to
reflect the new totals.
You can also calculate the totals manually by clicking the appropriate box
and editing the number.
Restor (Restorative)
The Restorative window summarizes the information from the patient’s
Restorative exam performed on the date given in the Exam Date box.
The Caries section provides a summary of the Number of Caries, Number
of Dentinal Caries and Number of Recurring Caries for the patient.
The Restorations & Fractures section displays the Number of
Restorations with Poor Marginal Integrity, Number of Fractured
Restorations and Number of Fractured Teeth.
General teeth conditions follow the Restorations and Fractures section,
showing totals for:
334 • Clinical Exam
Erosion
Tori
Malposition
Extrusion
Impaction
Open Contacts
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Lesions
Wear Facets
Non-Func Teeth
Next, the number of primary teeth lost prematurely section divides the
total into two segments: the number of teeth lost in over a year and the
number of teeth lost in less than or equal to one year.
The Roots section displays the number Amputated and the total Number of
Root Canals for the patient.
Again, at the very bottom, a Comments section provides an area for
entering and/or editing notes specific to this exam.
Chart
This button takes you directly to the Chart window.
Tx Plan
Create or modify treatment plans from here as well by clicking on the
Treatment Plan on the top right of the window.
Calculate
Click Calculate to calculate values for the fields on the Restorative tab
based on the action code of the patient’s conditions, services and existing
services. After entering or editing items on the chart, calculate the totals for
the conditions charted automatically by clicking Calculate on the right of
the window or enter the totals manually by clicking on the desired box and
editing the number.
For more information on attaching Action Codes to conditions and services,
go to the Services and Conditions chapters, Setting up Your Preferences
unit.
TMJ
The TMJ (Temporal Mandibular Joint) window provides an area to record
information pertaining to a patient’s TMJ condition. The top section is
reserved for input describing the Pain, Popping, Crepitus and Deviation on
Opening for the joint.
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Clinical Exam • 335
The ratings for each of these conditions are as follows:
1.
From each section, select a rating from the dropdown list box.
Condition
Ratings
Pain
Left side, Right side, Both, None
Popping
Left side (Open, Closed, or Both), Right
side (Open, Closed, or Both), or Both
(Open or Close)
Crepitus
Left side (Open, Closed, or Both), Right
side (Open, Closed, or Both), or Both
(Open or Closed)
Deviation on
Opening
Left side, Right side, Both, None
2.
Select a Rating from the dropdown list box.
3.
Click Save to keep the settings.
The Maximum Opening Unassisted is how far a patient can open his/her
mouth. This is recorded in millimeters.
The next three sections provide fields for answers regarding Musculature,
History of Trauma and Myofacial Pain. If the patient answers Yes to
History of Trauma or Myofacial Pain, a Comments section is provided to
elaborate on those conditions.
The Diagnosis for Treatment explains whether the condition is treatable and
whether the treatment will be performed by the dentist or by a specialist.
Select an option from the dropdown list box.
A Comments section provides an area for entering and/or editing notes
specific to this exam.
Occl (Occlusion)
The Occlusion window provides an area to record information pertaining to
a patient’s maxillary and mandibular teeth contact.
The top section is used to record Dental Classification and Skeletal
Classification, ranking each as Class 1, Class 2 or Class 3.
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The next section is used to record the Left and Right Cuspid and Molar
Relations. Select one of the following from either dropdown list box:
Mesial Step, Distal Step or End On.
In the next section, measurements can be saved for the patient’s Overbite,
Overjet, Division and Maximum Opening Unassisted in millimeters.
Next, record ratings for Slide, Midline, Crossbite, Profile and Guidance.
The ratings for each of these conditions include:
Condition
Rating
Slide
None, Right or Left and in millimeters
Midline
Even, Right or Left and in millimeters
Crossbite
None, Anterior or Posterior
Profile
Maxillary Prognathic, Mandibular Prognathic, Class 1,
Class 2 or Class 3
Guidance
Canine Guidance, Group Function or Bilateral
A Comments section at the bottom of the window provides an area for
entering and/or editing comments specific to this exam.
Images
Imaging Features
This Clinical Exam tab is available only if Imaging is installed.
Acquiring Images
Acquire new images into current exams or create entirely new exams all
within the same window. If an image in an exam needs to be updated, just
select the image and click Acquire. If you need to create a new exam, it’s
as easy as clicking New and then acquiring each image.
New Exams
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1.
Click New.
2.
Select a new template from the Template dropdown list box, or you
can keep the default template.
Clinical Exam • 337
3.
Click Acquire to begin acquiring images.
4.
When finished, click Save to save the exam.
Updating Current Exams
1.
Select a sensor image.
2.
Click Acquire. You can also right-click and select Acquire from the
right-click menu.
3.
Click Yes to acquire the image over the exam.
4.
Click Save to save the exam.
Printing Images
To print the current exam, click Print at the top right of the Radio window.
You can then select the printer, number of pages and the number of copies
from the Windows Print Setup box.
The image printout displays date/time, practice information, patient
information and the name of the exam.
Transferring Images
The Transfer button enables you to move exam images from one patient to
another. This function is useful in the event that an exam is incorrectly
attached to a patient. If, for example, an exam has been saved in the wrong
patient’s records, you can easily transfer the exam to the correct patient with
just a few clicks.
1.
Select an exam.
2.
Click Transfer. The Person List appears.
3.
When you have selected a patient, click Use.
The following window appears.
4.
Click Yes to transfer the image exam. Note: This warning may not
appear when using the preference ‘Disable Confirmation Messages’.
5.
The exam is transferred to the selected patient.
Edit Images
The Edit Images button enables you to edit images from the Advanced
Imaging module. If you need to sharpen, annotate or attach information to
any of the images, just click Edit Images and the selected image is pulled
into the Advanced Imaging window.
338 • Clinical Exam
1.
Select an image.
2.
Click Edit Image to open the selected image in Advanced Imaging.
3.
When finished editing the image, either save the image or close
Advanced Imaging to return to the window.
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For information on using Advanced Imaging, see the Advanced
Imaging chapter in the Imaging unit.
Right-Click Menu
The right-click menu in the Images window incorporates all of the
Advanced Imaging features. This enables you to view, modify and enter
additional information to the exam and/or an image.
For more information on the following right-click menu features, see the
Imaging chapter in the Imaging unit.
Right-Click Menu from Templates
View Full Screen – Select this option to view the image in full window
mode. This is helpful if displaying the image to a patient for case
presentation.
Open Image – Select this option to open the image in the Image
Document window.
For more information on Image Document window, see the Advanced
Imaging chapter located in the Imaging unit.
Original View – Select this option to return the image to its original view.
This is the default for viewing images in exams. If it’s not already selected,
choose this option to view the image as it was scanned into the exam. To
view image as last modified, deselect the Original View option.
Delete – Choose this option to delete the selected image.
Mirror – Choose this option to flip the image horizontally.
Flip – Choose this option to flip the image vertically.
Rotate 90, 180, 270 – Right-click on the image and rotate the image 90,
180 or 270 degrees.
Exam Information – Select one of the following to update the following
Most Recent dates on the Summary window:
•
Updates Patient Last Bitewing
•
Updates Patient Last Full Mouth Series
•
Updates Patient Last Panoramic
Image Information – Choose this option to view image information,
featuring the description, dates, tooth numbers and much more.
Image History – Select this option to view and apply past image
modifications.
E-mail – This feature enables you to send images via e-mail. In the e-mail,
you can include AutoNotes and your own notes.
Copy to Clipboard – Choose this option to copy the image into the
clipboard. Then paste it into an image in Advanced Imaging.
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Clinical Exam • 339
Right-Click Menu for Exams
View Full Screen – Select this option to view the image in full window
mode. This is helpful if displaying the image to a patient for case
presentation.
Open Image – Select this option to open the image in the Image
Document window.
Original View – Select this option to return to the view of origin.
For more information on Image Document window, see the Advanced
Imaging chapter located in the Imaging unit.
Acquire From – Choose this option to acquire new images into the exam.
Delete – Select this option to delete the selected image.
Mirror – Select this option to turn the image on its vertical axis.
Flip – Select this option to turn the image on its horizontal axis.
Rotate 90 – Select this option to turn the image 90 degrees.
Rotate 180 – Select this option to turn the image 180 degrees.
Rotate 270 – Select this option to turn the image 270 degrees.
Exam Information – Select this option to update the following: Patient’s
Last Bitewings, Patient’s Last Full Mouth Series, Patient’s Last Panoramic.
Image Information – Choose this option to view image information,
featuring the description, dates, tooth numbers and much more.
Image History – Select this option to view and apply past image
modifications. This feature gives you the chance to review past image
modifications and even apply some of them to the current image.
E-mail – This feature enables you to send images via e-mail. In the e-mail,
you can include AutoNotes and your own notes.
Copy to Clipboard – Choose this option to copy the image into the
clipboard. Then paste it into an image in Advanced Imaging.
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Other Fields
On the lower half of the window, record the Horizontal Bone Loss, Vertical
Bone Loss, Calculus and Unfavorable Crown Root Ratio in free-form entry
boxes.
Rate the degree of Calculus as:
Supragingival Light
Supragingival Moderate
Supragingival Heavy
Subgingival Light
Subgingival Moderate
Subgingival Heavy
None
At the very bottom, a Comments section provides an area for entering
and/or editing notes specific to this exam.
Cosm (Cosmetics)
The Cosmetics window provides an area to record information pertaining to
the patient’s maxillary and mandibular conditions. This tab divides the
mouth into four areas for recording conditions: Maxillary Anterior,
Maxillary Posterior, Mandibular Anterior and Mandibular Posterior.
For each area of the mouth, the conditions and ratings are as follows:
Condition
Rating
Abnormal Morphology
Yes, No, N/A
Anterior Malalignment
Yes, No, N/A
Anterior Diastema
Yes, No, N/A
Anterior Discolouration
Yes, No, N/A
At the very bottom, a Comments section provides an area for entering
and/or editing notes specific to this exam.
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Clinical Exam • 341
Head
The Head window provides an area to record the patient’s head and neck
conditions. Record a score of Normal, Abnormal or N/A for the following
conditions:
Facial Tissue
Retro Molar
Upper Lips
Tuberosity (Maxillary)
Lower Lips
Gingivae
Floor of Mouth
Lingual Tonsils
Hard Palate
Vestibular Depth
Soft Palate
Buccal Mucosa
Tongue (Lateral)
Edentulous Ridge
Tongue (Anterior)
Oropharynx
Tongue (Dorsal)
Salivary Ducts
The Comments section at the bottom provides an area for entering and/or
editing notes specific to this exam.
Habits
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The Habits window provides an area to record the patient’s habits.
Record a status of N/A, None, Potential, Manifested or Historical for each
of the following habits:
Grind Teeth
Cigar/Cigarette
Bite Cheek
Pipe
Toothpick/Stimulator
Chewing Gum
Tongue Thrust
Bite Nails
Candy
Mouth Breather
Smokeless
Tobacco
Soft Drinks
Bulimia/Anorexia
Thumb/Finger
Other
If a status of Potential, Manifested or Historical is recorded in the habit
Other, a line is provided to enter a description for that habit. At the very
bottom, a Comments section provides an area for entering and/or editing
notes specific to this exam.
General
The General window provides an area to record miscellaneous patient
information and serves as a quick reference regarding the patient’s overall
condition/pain.
Dental Care
Under the Dental Care section at the top of the window, use free-form
entry to record the frequency with which the patient brushes and flosses, the
brand of toothpaste and mouthwash the patient uses, and any other
information you want to enter specific to the patient.
Emotional Motivators/Concerns
Emotional Motivators and Emotional Concerns can also be recorded using
free-form entry for the patient.
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Use this window as a quick reference for the patient’s status. Enter
information for the following fields: Oral Cancer, TMJ, Blood Pressure
and Pulse.
The last section of the window summarizes the patient’s pain for Dental and
Mucosal in the Maxillary Anterior, Maxillary Posterior, Mandibular
Anterior and Mandibular Posterior areas of the mouth.
Each type of pain should be recorded for each area of the mouth using the
following ratings:
Low Acute Pain
Low Chronic Pain
High Chronic Pain
None
High Acute Pain
At the very bottom, a Comments section provides an area for entering
and/or editing notes specific to this exam.
Cancer
The Cancer window provides an area to record information regarding a
patient’s cancer condition.
The window splits this into the following four phases:
Developmental
Deep
Systemic
Surface
Under each phase, select Yes, No or N/A for Pathology Present or Biopsy
Indicated. For each section, choose an Affected Area option from the
Affected Area dropdown list box.
Check the appropriate radio button for the Tooth Related Pathology
Present section.
A Comments section provides an area for entering and/or editing notes
specific to this exam.
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History
The History window provides an area to record past conditions pertaining
to a patient. The window divides History into two sections: sensitivity
(top) and general history (bottom).
Select Present, Past, Never or N/A for the following questions:
Are your teeth sensitive to:
Have you ever had:
Hot or Cold
Orthodontic Treatment
Biting/Chewing
A Bite Plate or Guard
Sweets
Periodontic Treatment
Oral Surgery
Serious Injury to Mouth or Head
A Comments section at the bottom of the page provides an area for
entering and/or editing notes specific to this exam.
Other
The Other window provides an area to enter answers to any customized
questions you set up for this Clinical Exam Type. You can have up to 15
questions per exam type. For more information about setting up
customized questions, refer to the section earlier in this chapter.
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Clinical Exam • 345
Notes
The Notes window provides an area to view and edit all Text, Audio and
Scribble notes entered into Clinical for a particular patient for the selected
Exam Date. From this window, view or edit existing notes only; new notes
cannot be added from this area.
To add a note to the patient’s record, click Note at the bottom left of the
window and choose a new Text, Audio, or Scribble Note. To edit existing
notes, double-click on the desired note to open the appropriate edit window.
Sort the notes by Type of Note, Date or Note Content by simply clicking
the desired column heading.
Printing A Clinical Exam Report
While in Clinical Exam, click Print on the lower right of the Clinical
Exam window. You’ll have the choice to print a report or print a
questionnaire for the Clinical Exam.
The What To Print dropdown list box (see the preceding image) offers the
following reports:
346 • Clinical Exam
Clinical Exams Master
Incomplete Clinical
Exams Report
Clinical Exam Detail
(Current Exam)
Periodontal Exam
Questions
Restorative Exam
Questions
TMJ Exam Questions
Occlusion Exam
Questions
Cosmetic Exam
Questions
Head and Neck Exam
Questions
Habits Exam
Questions
General Exam
Questions
Cancer Exam
Questions
Patient History
Questions
All Exam Questions
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The Clinical Exams Master report is a comprehensive report listing every
patient reviewed in Clinical Exam.
The Incomplete Clinical Exams report lists only patients with an
Incomplete status.
The Clinical Exam Detail report lists only the details of the patient currently
in the Clinical Exam.
The reports for Exam Questions are printable questionnaires for the patient
to fill out. If you choose to print any of the questionnaires pertaining to the
exam questions, you have the option to also print the new patient
information at the top of the questionnaire. To print the new patient
information, select the checkbox next to Include New Patient Information
At Top Of Questions.
Once you have selected the report you will print, click OK to print. A
Report Preview window appears to allow you to review the report before
actually printing it.
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Patient Notes and Note History
Overview
Use the Patient Notes feature to record and view text, audio or scribble pad
notes. Text and audio notes can be used to summarize a conversation with a
patient or to review an exam. The Scribble Pad notes help explain a
procedure or condition by “sketching” out the process to give the patient a
better understanding.
Accessing Note History
From the Integrated Mode window, click the Note History icon.
Integrated Notes History and Patient Notes
Record and manage notes easier in the Notes History window. Click the
scribble, text or audio note button, and the top part of the window displays
that note function. For example, if you click Scribble Note, the top part of
the window turns into a Scribble Note pad with different widths or colours
to choose from for the marker. Click Save and the note is added to the Note
History ledger.
The following features are available in the Note History window at all
times.
Display Note on Account Statement
Select the checkbox to Display Note on Account Statement to include the
current entry on the selected patient’s account statement.
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Tooth Selector
The Tooth Selector function is available from the Note History window.
Now you can easily assign notes to specific teeth and/or areas of a patient’s
mouth.
Colour
Click Colour to modify the colour of the current note.
Save As
Click Save As to save the current note as an AutoNote.
AutoNote
Click AutoNote to access a list of your AutoNotes.
Find
Use the find feature in the Note History window to find notes based on the
text in the note. Just enter a word into the Find field box that’s found in the
body of the note and click the word Find.
Save
Click this button to save the current note.
Note Ledger Toolbar
The Note Ledger toolbar enables you to modify existing notes.
Filter: Click Filter to filter the notes ledger according to type, status,
format and more.
Filtering the Note History Display
1.
Click Filter. The Note History Filter window is displayed.
You can filter by choosing from the following criteria:
Note Formats
Audio, Scribble, Text
Note Types
Chart, Perio, General,
PSR, Image, Radio
Note Status
Verified, Unverified,
Deleted
Consider Date Created
Specify the date range
you prefer
2.
You can also filter the display by clicking on any of the column
headings of the Note History display.
Edit: Click Edit and the note appears in the top part of the Note History
window.
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Patient Notes and Note History • 349
Viewing or Editing the Contents of a Note
1.
Highlight the note from the listing in the Note History window.
2.
Click Edit.
3.
Click Save when finished editing note.
Deleting a Note
1.
Highlight the note from the listing in the Note History window.
2.
Click Delete.
3.
The note appears with strike-through marks.
Print: Click Print to print the note history for this patient.
Tracking Notes
Tracking notes in EagleSoft provides an easy way to view and print any
changes made to the notes after an EOD is processed. After an EOD is
processed, text, scribble and audio notes are tracked within the Note
History.
1.
When a note is deleted, it is given an inactive status while tracking who
deleted it and when it was deleted.
2.
When a note is deleted, the current note is inactivated, and the newly
edited note will be saved as a copy.
3.
A strike-through denotes inactivity.
Tracking Post Procedure Notes
A post procedure note can continually be edited until it is verified. Any
time an End-of-Day is processed after the creation of a note, and the note
has been verified, it is tracked in the same way a scribble or text note is
tracked.
Printing a Listing of the Notes
350 • Patient Notes and Note History
1.
Click Print. The Print Preview window is displayed.
2.
Then, click Print to print the report. Click Cancel to exit the Print
Preview window without printing.
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Text Notes
Create text notes from any of the clinical modules in Clinical, such as
Perio Exam, PSR Exam, and so on. They can also be created from the Note
History window, which is described in this chapter.
Creating a New Text Note
1.
From any area in Clinical or the Account Screen, click Notes and
choose New Text Note. The New Text Note window is displayed.
2.
Type your patient note into the open note field.
3.
To save the new text note as an AutoNote, click Save As.
4.
When you are ready to save your new note, click Save. Click Cancel
to exit without saving the new text note.
Scribble Pad Notes
With scribble pad notes, use the pen and tablet or your mouse to draw a
picture that appears on the window. Use this to help describe a condition or
procedure to a patient. A drawing can even be saved for future reference.
Creating a New Scribble Pad Note
1.
From any area in Clinical, click the Notes button/icon and choose
New Scribble Note. The Scribble Pad window is displayed.
2.
Enter a description for the scribble note in the Description field. A
default description may have already been provided, depending on the
area within Clinical you are creating a new scribble note from.
3.
To begin drawing, simply hold down your left-mouse button while
dragging the cursor over your drawing board.
4.
To change line sizes, simply click on the line thickness of your choice
from those displayed in the toolbar to the right of your drawing board.
5.
To clear contents of the current drawing, click Clear.
6.
To choose a different colour to draw with, click Colour. This accesses
a template where you can choose from various colours. Simply click
the box that shows the colour you would like to use. If you wish to
create your own colours, click Define Custom Colours, add the new
colour and select it from the Custom Colours section. Click OK.
To save a drawing, confirm your description at the bottom of the window
and click Save. To close the window without saving, click Cancel.
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Imaging – Unit 5
The Imaging unit contains the following chapters:
Advanced Imaging
Cosmetic Imaging
352 • Imaging – Unit 5
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Advanced Imaging
Introduction
EagleSoft’s imaging interface enables the user to acquire, edit and save
any type of image, all from one window. Create a template in a few easy
steps without ever having to leave the exam.
The Imaging unit guides you through how to use Imaging. The section is
broken down into areas based on a typical order of using Advanced
Imaging.
•
Accessing Advanced Imaging
•
Opening Advanced Imaging for the First Time
•
Acquiring New Images
•
Using Advanced Imaging – Functionality
•
Image Document Window
Accessing Advanced Imaging
Open the Advanced Imaging window from several places in EagleSoft.
•
From the Integrated Mode window, click on the Advanced
Imaging icon
-or-
•
Go to Activities | Imaging, and select any of the options on the
submenu
-or-
•
From the Clinical Operatory window, click on the icon that
represents that module
•
From any of the Integration menus in Clinical, click on any of
the imaging options
-or-
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Opening Advanced Imaging for the First Time
This section provides information on the basic elements of the Advanced
Imaging window, including the toolbar, icons and so on. When you first
open Advanced Imaging, you will notice that the window is split into three
areas: Toolbar, Exam Bar and Exam View. The toolbar is along the top
part of the window and displays various functions for acquiring, editing and
viewing images. On the far left of the window is the Exam Bar. This
window displays three exam bars: Exams By Date, New Exams and
Exams By Type. Each area displays shortcut icons to exams or images.
When you click on the shortcut icon, the image appears to the right in Exam
View.
Toolbar
The Advanced Imaging window enables many customization features for
the toolbar. You can customize the layout of the toolbars, add or remove
buttons and more.
Usability Modes
There are two different toolbar modes: Standard and Advanced. The
Standard mode offers basic toolbar buttons with text descriptions on each
button. The Advanced Mode offers all available toolbar buttons without the
text.
Standard – By default, the standard mode appears when you first open
Advanced Imaging. If you need to change to the Standard Mode, go to
View | Usability Modes and choose Standard.
Advanced – Choose this option to view all the advanced imaging buttons.
To view these toolbar buttons, go to View | Usability Modes and choose
Advanced.
Customizing the Toolbar Area
Customize the toolbar by adding or removing toolbars, buttons or text.
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Toolbar Options
To add a particular toolbar to the toolbar areas, go to Views | Toolbars and
choose one of the following: File, View, Effects, Tools or Standard. All
these toolbar functions are available from the Advanced Imaging window
menus.
Advanced Toolbar Options
Right-click on the toolbar to add or remove buttons or text.
For more information on customizing the Advanced Imaging toolbar, see
the Advanced Toolbar section in the Using EagleSoft chapter.
Exam Bar
The Exam Bar is divided into three sections: Exams by Date, Exams by
Type and New Exams. From this area, the icons represent the source of the
template or exam. You can also right-click on an icon and choose to
remove, rename or modify the exams or templates. Right-click in the gray
area of the Exam Bar window to switch to small or large icons.
New Exams
If you are not already viewing the new exams area, click the New Exams
button, and the exam and template shortcuts are displayed. A small icon
displayed on each shortcut denotes the type of template. For example, a
wand represents a video template; a sensor represents a sensor template and
so on.
Using the New Exams Area
To use the icons, click on a template. You now have two options for
acquiring images.
Click Acquire on the Advanced Imaging toolbar, or right-click on a
template, choose Acquire From and select a source.
Depending on your installation, you have different image sources available
from this menu; however, the following sources appear at all times:
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•
Default Source – Select this to acquire an image from your
predetermined default source
•
Sensor – Choose this option to acquire an image from a sensor
•
Scanner – Choose this option to acquire an image from a flatbed
scanner or another TWAIN-compliant device
•
Video Capture – Choose this option to acquire an image from an
intraoral camera
•
DenOptix – Select multiple images, right-click, and choose this
option to acquire a DenOptix image. From the DenOptix
Acquisition window, assign corresponding carousel positions to
the template positions selected
Advanced Imaging • 355
•
Other Exam – Select this to acquire an image from a previous
exam
•
File – Select this option to import an image file from a location
outside of EagleSoft
•
Clipboard – Select this option to paste an image you have copied
into the clipboard
Exams by Date
The Exams by Date area stores shortcuts to the exams. Just click the
Exams by Date bar on the left and exam icons appear. To view a recent
exam, click on the exam icon and it appears in the window to the right.
Using the Exams by Date Area
To use the Exams by Date area, click on an icon and the images in the
selected exam appear in the Exam View.
Right-click on an exam to rename or delete the exam.
Right-click to resize the icon.
Exams by Type
This area contains all of your saved exams. The Exams by Type area is
divided into subsections according to types of images. Click the plus (+)
next to IntraOral Image icon to view IntraOral Image exams. The dates
are listed next to each exam.
Example:
1.
To view an image, click on the plus (+) next to the Radiography
Images icon. This expands Radiography Images category.
2.
Click on the plus (+) next to Full Mouth Series. This expands the
exam to display the images. Double-click on an exam to view all of
the images in that exam.
3.
Click on the Full Mouth Series icon and the image appears in the
Exam Window.
Single-Click Preview
While the Image View option is available in the Exam View window, you
can preview exams while browsing in the Exams by Date area of the Exam
Bar window. Click once to preview the image.
Right-Click Menu on an Exam
Right-click on an exam and the following options are available:
Rename – Rename the exam.
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Transfer Exam – Transfer the exam to another patient.
Delete Exam – Delete the exam.
Updates Patient Last Bitewings, Updates Patient Last Full Mouth
Series, Updates Patient Last Panoramic – Select one of these options to
update the patient’s last bitewings, full mouth series or last panoramic exam
in the Clinical Exam area.
Exam View
The default Exam View window displays images from any exam or
document selected in the Exam Bar. From the Exam View, there are
various functions available, such as the Image Document window or the
right-click menu.
Image Document Window
Double-click on any image in the Exam View window to open the image in
the Image Document window.
For more information on using the Image Document window, see the
Image Document section later in this chapter.
Using the Right-Click Menu in Advanced Imaging
The right-click menu in the Exam View has various advanced imaging
functions. Right-click on any image and the following functions are
available:
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•
View Fullscreen – Choose this to view images using the entire
screen. Click anywhere on the screen to return to normal view
•
Original View – Choose this to toggle between the last enhanced
image and the original image
•
Acquire From – Choose this option to acquire over an image.
From this menu, you can select different methods of acquisition
•
Mirror – Choose this option to rotate the image on the vertical
axis
•
Flip – Choose this option to rotate the image on the horizontal axis
Advanced Imaging • 357
358 • Advanced Imaging
•
Rotate 90, 180, 270 – Choose this to rotate the image according
to the selected degrees
•
Exam Information – This updates the last exam date of the
patient’s last bitewing, panoramic or full mouth series. This
information appears on the Summary window in the Clinical
Exam module
•
Image Information – Choose the Image Information window
to view more information about the selected image, including the
tooth selector, document group and example group
Description – Enter or edit a description of the image
Exam Group – Displays the Exam Group that the image
belongs to, the source of the image and the location
Document Group – Choose a Document Group to which
you wish to assign the image. The Document Groups are
classifications of types of images, such as Medical Histories,
Lower Arch, Patient Identification, and so on. The Full
Smile, Upper Arch, Lower Arch and Patient Photo groups
update the images on the Summary screen of the Clinical
Exam
Example Group – The Example Group images are samplings
of various images, such as amalgams, perio, before and after
and so on. Example Groups can be accessed under Exams By
Type
Tooth Selector Area – Assign the selected image to specific
teeth, quadrants or areas of the mouth
Image Detail – The Image Detail portion of the window
displays technical information about the image. Click Details
to view only the top portion of the window
Image History – Select this option to view or apply past
image modifications to the selected image. Click a previous
modification to view the image at that point. Click Undo to
delete the selected modification. Click Go Back to return the
image to the selected state
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E-mail – Select this option to e-mail the image to a referral,
hygienist and others
•
Copy to Clipboard – Choose this option to copy the
selected image to the clipboard. You can then use the Paste
button in the image’s window, if one is provided, or press Ctrl
+ V to paste the image
•
Send to SmartDoc – Choose this option to move the
selected image to SmartDoc
Image View
To use the Image View option, go to the View menu and choose Image
View. Double-click on the image in the Image View and it is opened in the
Image Document window.
The Image View window appears as follows:
The Image View window gives you minimal editing functions, such as
brightness and contrast adjustment, colourize and more. These features are
the blue underlined hyperlinks to the right of the image. These functions
are also available from the menu and toolbar.
For more information on these functions and their use, see the Advanced
Imaging window – Functionality chapter.
Enter a name for the selected image in the text box. You can also assign the
image to specific teeth, quadrants or areas of the mouth.
Image Information View
To use the Image Information View window, go to the View menu and
choose Image Info View. To view information about an image in the
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Advanced Imaging • 359
exam, click on an image and the information appears in the bottom of the
screen.
The Exam View window appears as follows.
Image Desc (Image Description)
This displays the image description for the selected image. Click in the
field to enter or edit the text.
Source
This displays the source from which the image was acquired (for example,
Schick Sensor, Scanner, IntraOral Camera and so on).
Document Group
This displays the Document Group to which an image has been assigned.
Click the dropdown list box or the hyperlink to change the Document
Group assignment.
Acq By (Acquired By)
This displays who acquired the image by EagleSoft. Imported images will
display the date the image was imported.
Acq On (Acquired On)
This displays the date when the image was acquired.
Example
This displays the Example Group to which an image has been assigned. To
change the assignment, click the dropdown list box or the hyperlink and
select a different group.
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Tooth Selector
The Tooth Selector enables you to assign the selected image to a tooth,
quadrant or an area of the mouth. The Tooth Selector box is also available
from other places throughout EagleSoft.
Viewing Open Images
EagleSoft gives you four new options for viewing open images in
Advanced Imaging. Select a patient and click into Advanced Imaging to
use these options. To use the new Viewing Open Images options, you must
uncheck the Clinical preference Open one image document for each
template. This preference is located under FilePreferences Images.
Browse Images: Clicking FileBrowse Images enables you to open a
menu of all images for this patient from all available exams. Now you can
see all your patient's images displayed by name in a single menu.
Open As Document: Clicking FileOpen As Document allows you to
open a selected image directly into the Document View window.
Open Cascaded: Clicking FileOpen Cascaded displays your open
images stacked one on top of the other in Document View.
Only exams in templates can
be compared.
Comparison and/or Tiling Vertically – Tile vertically will work similar to
tiling horizontally except that it will add new rows before adding new
columns as the number of windows increases. Once the number of tiled
image windows causes the window height to shrink to 350 pixels, a new
column of windows will be added.
In Advanced Imaging:
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1.
Select the desired exams.
2.
Next, right-click the exam folder in the Exams by Date bar or the
Exams By Type bar.
3.
Select Compare Exam.
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To Tile Vertically:
1.
Select multiple images.
2.
Select File | Tile Vertically. The number of images selected will
determine the number of tiles.
Acquiring New Images
Acquiring images from the Advanced Imaging window is easy and
efficient. Select an exam type from the Exam Bar and acquire an image
from the selected exam type’s imaging source.
Sensor
1.
Click New Exams in the Exam Bar window.
2.
Choose a Sensor Exam Image Template shortcut. The Sensor Exam
shortcuts are indicated by small Sensor icons on each shortcut.
3.
Click Acquire to acquire images into the exam, or right-click on the
template position and choose Acquire From | Sensor or Default
Source.
If you are using Schick Sensor USB, you only need to have the Auto
Take checkbox selected in Clinical preferences.
DenOptix
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1.
Click New Exams in the Exam Bar window.
2.
Choose a DenOptix Image Template shortcut. The DenOptix Exam
shortcuts are indicated by small DenOptix Exam icons on each
shortcut.
3.
Click Acquire to acquire images into the exam, or select template
positions, press the Ctrl key and right-click on a template position.
Then, choose Acquire From | DenOptix or Default Source.
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4.
From the Acquire from DenOptix window, select a position in the
template and choose a carousel position. The carousel row and column
numbers appear in each template position window. When you have
filled the template, click Scan to acquire the images.
EagleSoft Scanner Interface
1.
Click New Exams in the Exam Bar window.
2.
Choose a Scanner Exam Image Template shortcut. The Scanner
shortcuts are indicated by small Scanner icons on each shortcut.
3.
Click Acquire to acquire images, such as medical history forms, into
the exam or right-click on the template position and choose Acquire
From | Scanner or Default Source.
4.
Under Source area, select the Twain-compliant scanner that you would
like to use for this scan.
5.
Select the Type from the dropdown list. Note: not all scanners will
support all formats.
6.
Select the Resolution dpi (dots per inch) from the dropdown list. Note:
The higher the resolution, the more disk space that will be required for
storing this image.
7.
Select the Reduction percentage from the dropdown list. This option
is a multiplier of the resolution option. For example, if the image
resolution is set to 50 dpi and the reduction is set to 50%, the resulting
image will have a resolution of 25 dpi.
8.
The Picture option is enabled when using a device that stores multiple
images simultaneously, such as a digital camera. The dropdown list
will include a list of all the available images on the device.
9.
Select the Use Backlight option to use the scanner’s backlight
attachment. Note: This option is not available on all devices.
Scan New Images
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1.
Select the Get Preview button to see the initial scan preview. Use the
Auto Preview option to automatically preview scanner images.
2.
Select the X-ray Mount button if the images on the scanner are
contained within a standard X-ray mount. This option enables the
scanner to locate and select each image and scan them all as individual
images.
Advanced Imaging • 363
3.
Select the Scan button to capture the images.
4.
Select the Cancel button to close the interface without saving the
scanned images.
5.
Select the Get Images button to save the images into Advanced
Imaging.
6.
To delete scanned images in the Scanner window, right-click on a
scanned image and select Delete. Click and drag on a scanned image to
reposition.
7.
Edit a selected image by dragging any side of the image.
Video Capture
1.
Click New Exams in the Exam Bar window.
2.
Choose a Video Capture shortcut. The Video Capture shortcuts are
indicated by small Video Capture icons on each shortcut.
3.
Click Acquire to acquire images into the exam, or right-click on the
template position and choose Acquire From | Video Capture or
Default Source.
4.
From the Video Exam window, click Freeze to capture an image.
Click Unfreeze to search for another image. To open the image in a
template within Advanced Imaging, click Save. The image appears in
the Advanced Imaging window.
5.
In the Video Exam window, select the Setup button to review the
options. Consult your hardware provider for more information about
your video capture card capabilities.
6.
Under Image Size, select the size of the image. Select the checkbox,
Output Enabled.
7.
Select the checkbox Flip Image to automatically turn the image on the
horizontal axis.
8.
Select the checkbox Mirror Image to automatically turn the image on
the vertical axis.
9.
Select the checkbox Do Not Preview to disable the preview function.
10. Under Input, select from Composite, Aux and S-Video.
11. Under Output, select from the available selections.
12. Use the slider to control the Brightness, Contrast, Hue, Saturation,
Sharpness, Gamma, White Balance and Gain.
13. Select the Auto checkboxes to automatically enable these settings.
14. Select the Backlight Compensation checkbox to adjust backlight for
use.
15. Select the checkbox Colour Enable to transform black and white,
grayscale and colour on certain cards.
16. Select OK to finish.
17. Select Cancel to close the window without saving your changes.
18. Select the Default button to reset the defaulted values.
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The average video size
is about ten MB per
minute of video. The
average video length is
five minutes.
Live Video Exam
This feature allows you to record live streaming video in Advanced
Imaging and save them as movies.
To acquire Live Video:
1.
Select the camera icon on the Clinical interface or select the Acquire
button on the Advanced Imaging toolbar.
2.
In Advanced Imaging, a movie icon in the Thumbnail View will
indicate that the image is a movie file.
3.
In the Image View, a player will be available from which the movie
file can be viewed.
Select Freeze to capture a still image and discard the recording.
Import and export video files into Advanced Imaging as easily as you can
import still images. Note: Video will be exported in the format in which it
was originally saved. This cannot be changed.
ScanX
1.
Click New Exams in the Exam Bar window.
2.
Choose the Exam Image Template shortcut.
3.
Click Acquire to acquire images into the exam, or right-click on the
template position and choose Acquire From | ScanX or Default
Source.
Panoramic
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1.
Click New Exams in the Exam Bar window.
2.
Choose a Panoramic Exam Image Template shortcut.
3.
Click Acquire to acquire images into the exam or right-click on the
template position and choose Acquire From | Panoramic or Default
Source.
Advanced Imaging • 365
Other Exam
1.
Click New Exams in the Exam Bar window.
2.
Choose the Exam Image Template shortcut.
3.
Click Acquire to acquire images into the exam or right-click on the
template position and choose Acquire From | Other Exam or Default
Source. (See the section Drag and Drop for more information)
File
1.
Click New Exams in the Exam Bar window.
2.
Choose the Exam Image Template shortcut.
3.
Click Acquire to acquire images into the exam or right-click on the
template position and choose Acquire From | File or Default Source.
4.
Browse to the file that contains the image.
The images are saved in a compression format of the original file type. For
example, a .jpg image will be saved in EagleSoft as a .jpg compression.
Clipboard
1.
Click New Exams in the Exam Bar window.
2.
Choose the Exam Image Template shortcut.
3.
Click Acquire to acquire images into the exam or right-click on the
template position and choose Acquire From | Clipboard or Default
Source.
4.
The item that you have copied onto the clipboard will be imported.
Drag and Drop Images
In Advanced Imaging, a new exam can be created or an existing exam can
be edited by dragging and dropping images. Now, rearrange an imported
exam or combine a DenOptix Full Mouth Series or ScanX exam with a
click of the mouse.
To create a new exam from existing images:
366 • Advanced Imaging
1.
In Advanced Imaging |View Images, click New Exam and select an
exam template.
2.
Click Exams by Type. Click the plus sign next to the exam from
which you wish to drag the images.
3.
To drag an image, click with the left-mouse button and do not release.
Move your cursor to the desired location and release the left-mouse
button to drop the image.
4.
From the Exam Tree, on the list of named images associated with the
exam you have opened, left-click the name of the image and drag it to
the location on the blank template where you would like the image to
appear. Release the left-mouse button to drop the image in a new
position. A curved green arrow will appear when moving images
from an existing template to a new template.
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5.
The image will no longer be associated with the original exam once it
appears in the template.
6.
Exam will autosave.
To rearrange images within an existing exam:
1.
Left-click the image you wish to move and drag it to the new location.
2.
Release the left-mouse button to drop the image into the new location
on the template.
3.
The existing image will relocate to the vacant frame on the template. A
red and blue double-headed arrow will appear when dragging
images within the same template.
4.
Exam will autosave.
To accommodate the latest in technology, EagleSoft has created a threedimensional image viewer for use with 3D imaging devices.
Patterson 3D Viewer
To accommodate the latest in technology, EagleSoft has created a threedimensional image viewer for use with 3D imaging devices.
Sagittal View
Coronal View
Window Width
Window Center
Coronal – Front to back
Axial View
Sagittal – Left to right
3D or MIP View
Threshold
Transparency
Axial – Top to bottom
Viewer Options
OK – Select this option to save and close the Patterson 3D Viewer.
Save As Exam – Select this option to save the current images as an exam.
Print – Select this option to print the current images.
Window Center – Use the slider to adjust the brightness of the Coronal,
Sagittal, Axial and MIP views. This option does not affect the 3D rendering.
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Advanced Imaging • 367
Window Width – Use the slider to adjust the contrast of the Coronal,
Sagittal, Axial and MIP views. This option does not affect the 3D
rendering.
Slice Thickness – Use the slider to adjust the thickness or number of
slices viewed in the Coronal, Sagittal and Axial views. The Bilinear option
is the same as selecting only one slice, but it used bilinear interpolation to
provide a higher quality image. Interpolation means replacing variables and
literal characters with the appropriate values. Bilinear interpolation is an
extension of linear interpolation between two variables.
Orientation – Select this option to toggle the orientation lines in the
Coronal, Sagittal and Axial views.
Hide Slices – Select this option to hide the Coronal, Sagittal and Axial
views and resize the 3D or MIP view to fill the window.
Reset Views – Select this option to reset the orientation, window center,
window width, transparency, and threshold values to the defaults.
Show MIP/ 3D Render – Select this option to toggle between Three
Dimensional and MIP views. Maximum Intensity Projection (MIP) as a
computer visualization method for 3D data that projects in the visualization
plane rendered from the viewpoint to the plane of projection. Animations
are usually rendered of several MIP frames creating the illusion of rotation.
Sagittal plane – Select this option to toggle the Sagittal plane in the 3D
view. The Sagittal plane divides the image into left and right.
Coronal plane – Select this option to toggle the Coronal plane in the 3D
view. The Coronal plane divides the image into back to front.
Axial plane – Select this option to toggle the Axial plane in the 3D view.
The Axial plane divides the image into top to bottom portions
3D boundaries – Select this option to toggle the yellow box in the 3D
view.
Perspective – Select this option to toggle between perspective and
orthogonal rendering. Perspective defaults to Orthogonal. Orthogonal
means perpendicular or ‘at right angles’.
The following is an example of Perspective rendering.
Transparency – Use the slider to adjust the transparency of pixels in the
3D rendering.
Threshold – Use the slider to adjust the threshold of the 3D rendering.
The threshold determines which pixel values display in the image. Pixel
values below the threshold are invisible.
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Image Recycle Bin
The Image Recycle Bin requires
security level access.
The Image Recycle Bin allows you to remove images without deleting
them, so they do not appear in the patient’s file.
When opting to delete an image from an image file, the following warning
will appear.
Select Yes to continue.
To access the Image Recycle Bin, select Utilities | Image Recycle Bin.
Warning: Purged images
cannot be recovered or
restored.
To restore an image to the original exam, highlight the image and select
Restore.
To permanently delete an image from the Recycle Bin, highlight the image
and select Purge.
Note: Save to File will not
save the actual image files.
Save to File creates a .txt file
listing the image names.
To save the list of images in the recycle bin to a text file, select Save to
File. Select the location for storing the file and select OK. Files saved
outside of EagleSoft will not be backed up with the rest of your database.
Use the Select All button to select all the images in the bin. Use the Clear
All button to deselect any selected images in the bin. To select multiple
images without selecting all images, depress the Ctrl key while you select.
Use the Print button to print a report of all images in the Recycle Bin.
Select the Close button to close the bin.
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Using Advanced Imaging – Functionality
The Advanced Imaging and Image Document windows include many
image editing and managing functions. The standard and advanced toolbar
buttons are displayed under the name of the function. If available, the
hyperlink in the Image View window is listed as well.
An asterisk (*) denotes the feature is only available from the Advanced
Imaging window.
File Menu
New
Click New from the File menu and choose from the following:
IntraOral Images
X-ray Sensor Images
Scanned Images
DenOptix Images
Panoramic Images
ScanX Images
When you select an option from this menu, the Exam Bar loads the New
Exam and the image template appears in the Exam View window.
Open As Document
Choose Open As Document to open a selected image directly into the
Document View window.
Open Cascaded
Choose Open Cascaded to open images stacked one on top of the other in
Document View.
Open Tiled Vertically
Choose Open Tiled to open images arranged side by side.
Open Tiled Horizontally
Choose Open Tiled to open images arranged stacked.
Browse Images
Choose Browse Images to open a menu of all images for this patient from
all available exams. Now you can see all your patient’s images displayed by
name in a single menu.
Save
Choose Save to keep the current image and any modifications you’ve made
to the image.
Delete*
Choose Delete to remove an image.
Import*
Choose Import to introduce an image into the Advanced Imaging module.
You can import the following file types: .PSD, .CAL, .PNG, .EOP, .CGM,
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.EPS, .IMG, .ICA, .JPG, .PCD, .CMP, .MAC, .PCT, .MSP, .RAS, .TIF,
.TGA, .BMP, .WMF, .FAX, .WPG and .PCX.
Schick Images: Import *
If you are using Schick CDR Version 2.6 Software, you can import Schick
images into the Advanced Imaging module.
From the File menu, select Import Schick Images.
Select Single Image or Complete Exam. If you select Single Image, you
will be able to import only one image at a time. If you choose Complete
Exam, you will be able to import a patient’s entire exam into Advanced
Imaging.
Single Image
1.
Select the Single Image radio button.
2.
Click Import.
3.
Select the folder that contains your exams and double-click or click
Open. The folders are labeled after the last and first names of the
patient to whom the exam belongs. For example, John Smith’s folder
is labeled Smithjoh.001.
An Explorer-style window similar to the following appears.
4.
Select the image you want to view in Advanced Imaging.
5.
After you have imported an image, you can then select, clear, delete or
reset the import window.
The Import Schick Images window appears.
6.
Click Save to view the image in the Advanced Imaging window.
Complete Exam
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1.
Click the Complete Exam radio button.
2.
Click Import.
3.
Select the folder that contains your exams. The exams are probably in
the X-rays folder.
4.
Select the exam folder and click OK.
5.
Repeat steps 5-6, described previously.
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Export
When exporting X-rays, use the 8
Bit option when prompted.
When exporting video/camera
images, use the 24 Bit option
when prompted.
Choose Export to export your image to a directory on your machine, saved
as any of the following file types: .PSD, .JPG, .PCT, .TIF, .TGA, .BMP,
.WMF or .PCX.
Export All
Choose Export All to export all selected images to a directory on your
machine, saved as any of the following file types: .PSD, .JPG, .PCT, .TIF,
.TGA, .BMP, .WMF or .PCX
Your e-mail provider drives all
e-mail features.
E-mail
Choose E-mail to electronically send the selected image to a patient, a
specialist and/or an employee in the office.
E-mail All*
Choose E-mail All to e-mail all images opened within the Exam View
window.
Print
Choose Print to print the selected image(s).
Print All*
Choose Print All to print all open images.
Print 1:1 (actual size)
This option will print the selected image in actual size centered on the page
with patient and practice information as selected in Preferences.
Depending on the size of the image, some clipping may occur.
Print Custom*
Customize your print layout with the Print Custom option. This feature
enables you to improve case presentation, reorganize printed templates and
improve referrals to other doctors. To use this feature, select the exam you
want to print and the images from the exam. Multiple images can be
selected using the Ctrl key.
Customize Print Layout
1.
2.
Choose any images you want to use in the Print Custom window.
Choose Print Custom from the File menu.
The Print Custom window appears. The exam images are on the left of
the window.
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Review the section on Printer
Administration for more
information on default printers.
For example, you can use Import to
put your office logo on all Custom
Reports.
3.
In the Print Custom window, click the Print Setup button. Choose the
printer and orientation you will be using to print your custom report.
Note: failure to choose a printer and orientation prior to attempting to
print could result in the loss of your custom report.
4.
Choose a print template. In the Print Custom toolbar, click the
Template button and choose a template to use for your print layout.
5.
Select an image and click Add Image to move an image to the blank
sheet. You can also select an area in the template and double-click on
the image to move it to the layout. Click Import to add an image from
another location on your hard drive.
6.
Once the images are on the layout page, you can place them anywhere
on the page. Click on the image and drag the image to any location on
the page. Resize images using the corner handles.
7.
To add text, practice information, patient information or AutoNotes,
click Text. Drag the cursor across to open the Text Properties
window.
The Text Properties window appears.
The Patient and Practice address
information is populated based on
preferences selected in the Image
Preferences tab.
8.
From the Text Properties window, enter in patient information,
practice information, AutoNotes and Referral Info. You can change the
text colour, the font type, the size and the alignment of the text. Click
OK to insert the text.
When using the Spell Checking preference to Check Spelling While
Typing in Text Notes, you will notice a wavy line appears under any
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Advanced Imaging • 373
unrecognized word. You may right-click on the unrecognized word and
choose Add to include the word in your Spell Check dictionary.
When using the Spell Checking option to Check When Done Typing,
clicking the Process or Cancel button will launch the Spelling Error
window. In the Spelling Error window, choose from the following
options:
9.
•
Click the Change button to retype the unrecognized word. Click
into the Misspelled Word box and retype the word
•
To use one of the Spell Checker’s suggested words, highlight the
word and click the Change button
•
Click Change All to apply the suggested or corrected word to all
occurrences of the unrecognized word
•
Click Ignore to skip the word
•
Click Ignore All to skip all occurrences of this word
•
Click the Add button to add a word to the Spell Checker’s lexicon
•
Click Cancel to close the window
The remaining buttons on the top toolbar enable you to draw lines, add
time stamps, rotate images and more.
10. Use the right toolbar for size and alignment adjustments. Select all of
your images by holding down the Ctrl key and clicking on each image
with the mouse pointer. When you’ve selected the images, click any of
the following to adjust the images:
This aligns the left edges of the images.
This aligns the right edges of the images.
This aligns the top edges of the images.
This aligns the bottom edges of the images.
This centers the images vertically.
This centers the images horizontally.
This spaces the images equidistant from each other running
horizontally.
This spaces the images equidistant from each other running vertically.
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If there are images of different widths, this changes all of them to the
same width of the last image selected.
If there are images of different heights, this changes all of them to the
same height of the last image selected.
This changes all the images to the same size of the last image selected.
The image orientation buttons can be found on the right-hand menu of
button options. These options allow you to flip, mirror and rotate
images.
This button allows you to scale the existing images to fit within the
new template resolution.
Print Custom Image Templates
Create, edit and use an unlimited number of customizable templates for
Custom Image Printing.
Using the blank layout,
arrange your images as
desired and select
Template | Save As to
create a new template.
In Custom Print, select the Template button to view the Custom Print
Template List. Select the Use button to use the selected template. Select
the New button to reset the current template. Select the Edit button to make
changes to the current template. Select Delete to delete the current
template. Select the Close button to close the window.
In the Image Preferences tab, use the drop arrow to select a default
template for Custom Image Printing.
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Using Print Custom Layout
To save your print layout for later use, make sure you have the Save
custom image printouts as images preference checked on the Image tab in
Clinical Preferences. If this is selected, each custom image layout is
saved.
1.
To view or use the custom image layout, open the Advanced Imaging
window.
2.
From the Exam Bar, click on the Recent Exams or Saved Exams
buttons.
A Custom Image Printout icon is available in either folder. Click the icon
to display the image in the Exam View.
Close
The Close option is only available from the Image Document window.
Edit Menu
Undo
Choose Undo to undo your last manipulation of an image.
Image History
Choose Image History to view, revert or apply the previous changes made
to the image.
Copy
Choose Copy to duplicate the selected image or the selected part of an
image to the clipboard.
Paste As New Image
Choose Paste As New Image to paste the selected image, or the selected
part of an image, into an exam as a new image.
Image Preferences
Choose Image Preferences to specify your Advanced Imaging
preferences for Label Tools, Text Tools and Measurements.
Label Tools
1.
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Select a Label Tool from the dropdown list box. The Label Tools are
used to select or point out areas of an image.
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2.
Adjust the Pen Size, Colour Scheme, Pen Colour or Fill Colour.
3.
Click OK to save these changes.
Text Tools
From this tab, modify the annotation or text/date tools.
Annotation
1.
Click the dropdown list box and choose Annotation. The words
Sample Text appear in the preview box.
2.
Along the bottom of the preview window are four buttons that change
the colour and frame of the text on your screen.
3.
Adjust the Pen Size, Colour Scheme, Pen Colour or Fill Colour.
4.
Click OK to save these changes.
Text/Date
1.
Click the dropdown list box and choose Text/Date.
2.
Along the bottom of the preview window are four buttons that change
the alignment and colour of the text on your screen.
3.
Adjust the Colour Scheme, Text Colour and Fill Colour Size.
4.
Click the Date Format window and change the format of how the date
appears with the Text/Date stamp.
5.
Click OK to save these changes.
Measurements
This enables you to modify the appearance of measurements in the
Advanced Imaging window.
1.
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Select the Show Main Measurement checkbox to display the
measurement for the entire distance.
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2.
Select the Show Intermittent Measurements checkbox to display the
measurements in between points.
3.
Select the Show Angles checkbox to display the angle degrees.
4.
Choose colours for the specific area from the colour dropdown list
boxes.
5.
Click the Font button to change the Measurement tool fonts.
Label Properties
Choose Label Properties to modify the properties of a label you assigned
to an image (for example, Date and Time Stamp).
View Menu
1:1 View
Choose 1:1 View to view the image in its original size.
Fit To Window
Choose Fit To Window to stretch the image to fit the size of a window that
has been resized.
Full Screen
Choose Full Screen to view the selected image in its original size with
many of the elements of the window, such as toolbars, removed so you can
focus on the image.
Original View
Choose Original View to view the image as it was originally acquired.
Show Annotations
Choose Show Annotations to view any annotations attached to the selected
image.
Show Measurements
Choose Show Measurements to view any measurements related to the
selected image.
Show Labels
Choose Show Labels to view any labels related to the selected image.
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Measurement Detail
Choose Measurement Detail to view any measurements taken for the
selected image.
Image View*
Choose Image View to view the image in a separate window with image
editing capability.
Image Info View
Choose Image Info View to view image information for the selected image
in the Exam View window.
Usability Mode
Choose Usability Mode to modify the mode in which you use Advanced
Imaging. Choose Standard for a basic toolbar with general tools or
Advanced for the full toolbar with all available imaging tools.
Toolbars
Choose Toolbars to modify the toolbars displayed on your window.
Image Menu
Acquire
Choose Acquire to obtain an image from the selected source of that exam.
Click Retake to acquire a new image over an existing one.
Crop
Use the Region Selector to choose a portion of the image. Choose Crop to
resize the selected portion of the image.
Mirror
Choose Mirror to turn the selected image horizontally.
Flip
Choose Flip to turn the selected image vertically.
Rotate
Choose a Rotate button to turn the selected image 90, 180, or 270 degrees.
Click Custom to rotate the image to your own customized specifications.
Swap
Choose Swap to exchange images within an open template. To use swap
images, select an image in the Exam View and press the Ctrl key. Select
the images you want to exchange and click Swap.
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Information
Choose Information to view or modify Image Information, including:
Description – Specify a description of the image.
Exam Group – View the exam group for the image, if applicable.
Date Acquired – View the date the image was acquired.
Acquired By – View the provider/staff member who acquired the image.
Acquired From – View the image acquisition source.
Image Type – View the Image Type.
Tooth Info – Specify a tooth number or range of teeth for the selected
image. This is helpful when viewing images “By Tooth Number” in the
Open Images dialogue, in Chart or within the Perio Exam window.
Image File Information – View specifications for the selected image,
such as Format, Dimensions, Image Size, Resolution and File Size.
Exam Information
This area updates the patient’s last bitewing, panoramic or full mouth series.
Effects Menu
Clarify
Clarify is an adaptive contrast enhancement tool designed to brighten,
sharpen, normalize and contrast an image for maximum clarity.
Clarify Setup
Use Clarify Setup to establish the parameters for the Clarify feature.
To access Clarify Setup, select Effects | Clarify Setup in Advanced
Imaging. Choose from the following options:
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•
Clarify Type – Select Clarify 1 or Clarify 2. Clarify 1 is the
current Clarify settings. Clarify 2 runs much more quickly, but is
just as effective. Selecting a different Clarify Type will
automatically reset the Intensity, Gain, Radius and Adjust
Histogram values to their defaults
•
Defaults – Select this button to reset the settings to the default
values for Clarify 1
•
Apply Clarify – Select this option to apply the current Clarify
settings to the original image. The resulting image will be
displayed on the right
•
Intensity – Use the arrows or slide the bar to determine the
Intensity setting. This is available for Clarify 1 and 2
•
Gain – Use the arrows or slide the bar to determine the Gain
setting. This is available for Clarify 1 only
•
Radius – Use the arrows or slide the bar to determine the Radius
setting. This is available for Clarify 1 and 2
•
Adjust Histogram – Select the checkbox to apply a histogram
adjustment after applying Clarify. This checkbox is selected by
default when using Clarify 1
•
Pan – Select to manually move the view of the preview boxes
•
Zoom – Select to zoom in or out on either the original or the
resulting image
•
Zoom To Fit – Select to fit both the original and resulting image
into the preview boxes
•
100% – Select to zoom in or out on either the original or the
resulting image
•
OK – Select to save the Clarify settings and apply them to the
currently selected image. Changing these settings will affect any
image to which Clarify has been applied
Enlighten
Choose Enlighten to adjust overexposure or underexposure of the image.
Brightness/Contrast
Choose Bright/Cont to adjust the brightness and contrast levels on the
selected image. When the hyperlink is clicked, the mouse pointer changes
into an L-shaped cursor.
To change the contrast in the image, left-click on the mouse and move the
pointer left or right, or adjust both simultaneously by moving the cursor in a
diagonal direction. Release the left-click when finished.
A sub-menu of options is available from the Brightness/Contrast menu.
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Increase Brightness
Choose this option to increase the intensity in the selected image.
Decrease Brightness
Choose this option to decrease the intensity in the selected image.
Increase Contrast
Choose this option to increase the distinction within the image.
Decrease Contrast
Choose this option to decrease the distinction within the image.
Custom
Choose this option to customize the brightness and contrast of the image.
Select this option and an L-shaped cursor appears. Hold down the leftmouse button and drag the cursor up or down to increase or decrease the
brightness. Drag the cursor left or right to increase or decrease the amount
of contrast.
Normalize
Readjusts the contrast balancing the darkest/lightest areas.
Equalize
Readjusts the contrast to spread uniformly throughout the image.
Dynamic Range Darken/Dynamic Range Lighten
Both Dynamic Range functions perform dynamic range compression (a
non-linear brightness/contrast adjustment) on the selected image.
Histogram Adjustment
Choose Histogram to adjust the image properties.
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Click and slide the black arrows or select the specific box and enter a new
value to adjust the Maximum, Minimum, Low, Gamma and High
settings. Select the Open button to select a Custom Histogram
Adjustment. Select the Save button to save the current settings as a
Custom Histogram Adjustment.
The following appears:
Enter a name for the Histogram Adjustment Description and select OK.
Select the Reset button to return to the original settings for this image.
Select the OK button to save the settings for this image. Select the Cancel
button to close this window without saving.
Smooth
Choose Smooth to make edges appear less distinct in the selected image.
Sharpen
Choose Sharpen to make edges appear more distinct in the selected image.
Noise Reduction
Choose Noise Reduction to clear up any video static in the selected image.
Custom Filter
Choose Custom Filter to adjust the image properties. Please contact
Patterson EagleSoft Support for assistance prior to using this feature.
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From the Effect menu in Advanced Imaging, select Custom Filter. Enter
a name for the Filter.
•
Pan – Select the button to reposition the image
•
Zoom – Select the button to magnify a specific area
•
Arrow – Select the button to resize the image
•
100% – Select the button to return the image to its original size
Click into the boxes to assign a value to the Filter Matrix. Enter a value
for the Division Factor and Bias.
Select OK to apply these adjustments to this image. Select Cancel to close
the window without accepting the changes. Select Save to save these
settings as a Custom Filter. Select Delete to delete a Custom Filter
option.
Colourize
Click Colourize to toggle colourization on and off.
Invert
Choose Invert to reverse the existing colours of the image to their opposite
colour, creating a “negative” of the selected image.
Hue/Lightness/Saturation
Choose Hue/Lightness/Saturation to modify these elements of the selected
image.
Extract Colour
Choose Ext. Red, Ext. Blue or Ext. Green to remove red, blue or green
from the selected image.
Emboss
Choose Emboss to add a textured look to your image.
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Emboss 3D
Choose Emboss 3D to add a textured, three-dimensional look to your
image.
Edge Enhancement
Choose Edge Enhancement to create a darkened, flattened image with
highlighted edges.
Laplace Edge Enhancement
Choose Laplace Edge Enhancement to create a texturized, flattened image
with highly defined edges.
Highlight
Use the Highlight feature to demonstrate the spreading of a condition on Xray images. This feature enables the user to enhance gray areas in an X-ray
image with the colour of their choice. By highlighting a region and
adjusting the tolerance, this enhancement can be an effective tool for case
presentation.
1.
Choose Highlight from the Effects menu. When moved over the
image, the mouse cursor appears as a dropper.
2.
Click in an area of the image and choose a colour from the Colour
palette window.
The colour appears in the image.
3.
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Click in another area of the image and choose a different colour from
the colour palette window. That colour also appears in the image.
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4.
When both colours are applied, right-click and drag the pointer in the
left or right direction to increase or diminish highlighted areas. This
shows where the affected area will spread next.
5.
To reset the image, right-click on the image in the Exam View and
choose Original View or just click on another image.
6.
To stop using the Highlight, select the Arrow option from the toolbar,
menu or the hyperlink in the Image View window.
Custom Image Effects
Choose from previously created enhancements. To create image
enhancements for Advanced Imaging, follow these instructions.
1.
To create image enhancements, go to Lists | Clinical Lists | Custom
Image Enhancements.
2.
Click New to create a new image enhancement.
3.
Type the description of your enhancement.
4.
Select enhancements and, if available, a degree of modification for
each one.
5.
Click OK to save this enhancement.
Using Custom Image Effects
1.
From the Exam Window, select an image.
2.
To apply the Custom Image Enhancements, go to the Effects menu
and choose Custom Image Effects.
3.
Choose an image enhancement.
4.
The image enhancement is applied to the image.
Tools Menu
EagleEye
EagleEye is a diagnostic tool that enables you to view areas of the image in
high contrast, colourized or inverted ways. Instead of applying broad
changes to an entire image, EagleEye gives you the ability to choose
specific areas of the image.
There are six different EagleEye effects available from the EagleEye
submenu: Spot Enlighten, Spot Colourize, Spot Fire, Spot Ice, Spot Invert
and Spot Zoom. You can also customize the spot size and the zoom level
(magnification of the selected area of the image).
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When you click the EagleEye hyperlink in the Image View window, you
can right-click and access the EagleEye submenu.
1.
To use the EagleEye on an image in the Image View window, click the
EagleEye hyperlink.
2.
Move the mouse pointer over the image. A spot appears with an icon
that symbolizes the type of spot enhancement, such as the following: a
candle represents Spot Enlighten, a small flame represents the Spot
Fire and so on.
3.
Hold down the left-mouse button and move the mouse cursor around
the image to use the spot enhancement.
The following is an example of the Spot Fire in use.
4.
To change the type of enhancement, choose the EagleEye submenu or
right-click on the image.
5.
To increase the size of the enhancement, choose the EagleEye submenu or right-click on the image. From the menu, select one of these
spot sizes: Small, Medium, Large or Extra Large. The size
difference is applied when the enhancement is used.
6.
If you are using the Spot Zoom enhancement, choose the EagleEye
submenu or right-click on the image to change the degree of
magnification. From the menu, you have three Zoom Level options:
Low, Normal and High.
Selector/Arrow
Choose Selector to utilize the selector tool.
Region Selector
Choose the Region Selector to select regions of the image.
Zoom
Choose Zoom, then left-click anywhere on the image to zoom in on that
image. To zoom out, right-click on the image.
Pan
After clicking the Zoom option, choose Pan, then simply click and drag the
pan tool on your image to move it in the direction you desire.
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Text
Choose Text to add text to the selected image. Click and drag the Text
cursor to open the Text Properties window.
The following options are available from the Text Properties window:
Alignment
These buttons enable you to align the text with the left margin, center the
text or align the text with the right margin.
Font
Click this button to change the font type, style and size.
Text
Enter the text you want to appear on your image. View how the text will
appear in the Preview window.
Colour Scheme – Choose Colour to change the colour of the text and the
background of the text. Choose Watermark to modify the watermark
levels. Choose Invert to invert the fill and text colours.
Spell Checking – If you have the preference checked to use both options in
Spell Checker, the following are available in the Spelling Error window:
•
Click the Change button to retype the unrecognized word. Click
into the Misspelled Word box and retype the word
•
To use one of the Spell Checker’s suggested words, highlight the
word and click the Change button
•
Click Change All to apply the suggested or corrected word to all
occurrences of the unrecognized word
•
Click Ignore to skip the word
•
Click Ignore All to skip all occurrences of the word
•
Click the Add To Dictionary button to add a word to the Spell
Checker’s lexicon
•
Click Cancel to close the window
Line
Choose Line to draw a line on the selected image.
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Circle
Choose Circle to draw a circle on the selected image.
Square
Choose Square to draw a square on the selected image.
Pencil
Choose Pencil to draw on the selected image. This feature is helpful if you
want to pinpoint certain sections of the image for a specialist or patient.
Arrow
Choose Arrow to place arrows on the selected image. Double-click on the
image to modify the Arrow Label settings or use the buttons on the bottom
left of the Advanced Imaging window.
Date/Time Stamp
Choose Date/Time Stamp to place a stamp of the current date and time on
the selected image. Double-click on the image to modify the Date/Time
Stamp settings or use the buttons in the bottom left of the Advanced
Imaging window.
Relative Density
Choose Relative Density to learn the relative density of any area on the
selected image. Simply click on the location and the amount is displayed.
Annotations
Choose Annotations to add comments to the selected image. Click on the
image and the Image Annotation Type List window appears. Choose an
annotation to add to the image.
Measure
Choose Measure to take measurements of any area on your image. With
your Measure cursor, move to the point where you want to begin taking the
measurement and left-click. Drag the line to the points you want to
measure, then when finished, double-click. The Measurement
Information window (see the following image) is displayed.
Images acquired using Schick
sensors are ‘precalibrated’ and
can be measured immediately
after acquisition.
Non-Schick images will require
a measurement standard such
as a Tooth File.
Enter a Description for the measurement.
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Modify the units used for the measurement: Inches, Millimeters or
Centimeters.
If you are using the Measurement tool and the measurement tool has not
been calibrated, the Calibrate Measurement window appears.
Calibrate Measurements
Choose Calibrate Measurements to enter your own precise measurement
to be used by the Advanced Imaging module.
With your measurement cursor, move to the point where you want to begin
taking the measurement and left-click. Drag the line to the point you want
to measure and left-click again. The Calibrate Measurements window
(see the following image) is displayed.
The Reported Distance is displayed. Enter the Actual Distance from your
own measurements. The measurement(s) you enter in the Actual Distance
field(s) is used in calculating any future measurements on this same image.
Activities Menu
Change Patient
Choose Change Patient to select a different patient from the Person List
without closing Advanced Imaging.
Patient Photo
Choose Patient Photo to view the current patient’s photo, if available.
To assign a patient photo to a patient, see Image Information under the
Image Menu section earlier in this chapter.
Patient Alerts
Choose Alerts to view any alerts for the current patient, if applicable.
Clinical Exam
Choose Clinical Exam to access the patient’s clinical exam.
Chart
Choose Chart to access the patient’s chart.
Perio
Choose Perio to access the patient’s Perio exam.
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PSR
Choose PSR to access the patient’s PSR exam.
Medical History
Choose Medical History to access the patient’s medical history.
Practice Management
Choose Practice Management to switch to the EagleSoft Practice
Management application.
Notes
Choose Notes to create a new text, audio or scribble note or to view Note
History for the current patient.
OnSchedule
Choose OnSchedule to start OnSchedule, Practice Management’s
scheduling tool, or to access areas of OnSchedule such as Day-at-a-Glance
or Week-at-a-Glance.
Task List
Choose Task List to create, edit and view scheduled tasks.
SmartDoc
Choose SmartDoc to launch the SmartDoc feature.
Messenger
Choose Messenger to open the Messenger window.
Image Document Window
Anywhere an image is available in EagleSoft, you can double-click on the
image and open it in the Image Document window. This window gives
you all the Advanced Imaging tools, and you can also change the image or
example group settings. A thumbnail, a smaller version of an image, is
available to the left of the larger image. If you open an image within a
template, the template map (a collection of all the images within that
template) is also available to the left of the image.
Thumbnail Map
The Thumbnail Map displays a smaller version of the image. When you
zoom in on a part of the actual image, a green box appears on the thumbnail
in the location you are viewing.
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You can also use the green box in the thumbnail to navigate to different
areas of the larger image. To do this, move the mouse pointer over the
green box. The mouse pointer turns into a hand (see the following image).
Hold down the left-mouse button and drag the green box to different areas
of the image.
Customizable Toolbar
The customizable toolbar is available from the Image Document window.
Template Map
When you view an image attached to a template, the other images are
loaded into a template map located in the bottom left of the Image
Document window. This feature enables you to browse all the images in
the template from the Image Document window. To browse images in the
template, click on different thumbnail images on the Template Map to view
different images.
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Image Document Viewing
Use the View menu to maximize your viewing area. In the Image
Document, select View. Deselect the Thumbnail view and/or Image
Detail View. This will increase the size of the viewing area for the image.
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Cosmetic Imaging
Introduction
EagleSoft provides a cosmetic imaging tool to enhance and modify
images. These features give you the best imaging tools offered in most
expensive cosmetic programs. Applying cosmetic enhancements to your
images with the Cosmetic Imaging tool saves you money and time.
Accessing Cosmetic Imaging
To access the Cosmetic Imaging tool, make sure you are viewing a recent
or saved video exam.
When you are ready, select an image and click the underlined word
Cosmetic.
-orClick Cosmetic Imaging on the toolbar.
-orChoose Cosmetic Imaging from the Window menu in Advanced Imaging.
The Cosmetic Imaging window appears.
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On the left, there are various cosmetic tools divided into five sections
according to the type of adjustment or enhancement.
Using Cosmetic Imaging
Brushes
The Size slider applies to each of these functions. Move the Size slider up
to decrease the size of the paintbrush. Move the Size slider down to
increase the size of the paintbrush.
Smudge: This brush acts as if the user is smudging a selected portion of
the image.
Whitener: This brush demonstrates the outcome of bleaching or
whitening teeth. Adjust the levels of whitening with the Whitener slider in
the Levels section of the window.
Eraser: Use this brush to restore an area of the image to its original state
Defocus: Use this brush to sharpen or smooth areas of the image. When
you are finished adjusting the Defocus level, hold down the left-click
mouse button and drag the mouse cursor over an area of the image
Adjust the Defocus slider to change the Defocus level. Move the slider
above center to smooth the image. Move the slider below center to sharpen
the image.
Paint: Use this to paint freely anywhere on the image. Click the
underlined word.
Set Colour: Use to change the paint colour. Right-click on the image to
change the paint colour
Magnify: Use this brush to zoom in on specific areas of the image
Match Colour: Click in a specific area of the image, and the paintbrush
matches the colour of that area
Circle: Click the circle to make circular-shaped impressions
Diamond: Click the diamond to create diamond-shaped impressions
Square: Click the square to create square-shaped impressions
Selection
Use Select Area to outline a
specific tooth or to highlight a
selection of teeth.
For these functions, use the Transparency slider to increase or decrease the
density of the selected area of the image.
Copy Area: This enables you to create a copy of the selected area and
move, rotate or resize the copied area.
Select Area: Click this option to enable you to select an area of the
image. Select the area by clicking and dragging the mouse from point to
point. You can also click points on the image to select an area of the image.
Double-click when finished selecting the area. To deselect a point you
have selected, right-click and move the mouse backward to the last click.
To continue deselecting, continue right-clicking around the selected area.
Flip Area: This vertically flips the selected area.
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Add to Lib: Click this to add the selected area to the Example Groups
folder. You can also assign descriptions and groups to the new images.
Mirror Area: This flips the selected area horizontally.
Match Colour: Click this to change the colour of the selected area to
match the adjacent colours in the image.
Use Select Teeth and the
Whitening slider to whiten all
teeth at the same time.
Select Teeth: Click this link to modify only the teeth on an image. After
you’ve clicked the link, use the mouse to draw a box around the patient’s
mouth. Release the left-mouse button. You can also click points on the
image to select an area of the image. Double-click when finished selecting
the area. The teeth are automatically highlighted in blue.
Edit Selection: When the Select Teeth option is being used, right-click
in the selected area to remove portions of the selected area. Left-click to
add area. You can also adjust the Focus slider to increase or decrease the
selected area.
Try In
Clipboard: This enables the user to fill the selected area with an image
from the clipboard. When you click this option, you can then paste in
whatever is currently in the clipboard.
Import File: This enables you to import an image from your hard drive
into the selected area. When you click the option, a Windows Explorer box
appears. You can then browse through your folders and choose an image.
Lorin Library users can access
those images using the Library
link.
Library: Click this feature to add images from the Library to the selected
area of the current image. Use the mouse cursor to select an area of the
image. Click Library and a Select Image(s) window appears. Choose the
image you want to insert by selecting the checkbox and click OK.
Add to Lib: This feature enables you to add the current image or selected
area of an image into the Library. Use the orientation boxes and the Level
sliders to adjust the inserted image.
Basic Operations
EagleSoft recommends saving
your work often when using the
Cosmetic module.
Close: This closes the Cosmetic Imaging window.
Save: Click save to save the cosmetically enhanced image.
Print: Click print to print the cosmetically enhanced image.
Zoom: Click zoom to magnify the entire image. Use the left-mouse
button to zoom in and the right mouse button to zoom out.
Delete: This deletes a floating image that was inserted or imported into the
original image. Note: Once the imported or inserted image is no longer a
floating selection, Reload must be used to remove it. Reload will restore the
image to its original state.
Comparison: This feature enables you to open a before, during and after
view of the images called the Cosmetic Comparison Simulator. In this
window, the original image is compared to the cosmetically enhanced
image
The Simulator shows you the original and enhanced image, as well as the
steps used to enhance the image. Use the slide level to adjust the speed of
the simulation.
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Click Stop to stop the simulation.
Click Close to end the simulation.
Click the Print button to open the Cosmetic Comparison in Custom
Report Printing. Use any of the Custom Print features to further enhance
your cosmetic image. Click Print to print this report.
Print: Click to print the image.
Reload: Click to reload the image to its original state.
Undo: This cancels the last action performed. Undo will not remove a
floating selection.
Levels
Defocus: Move the defocus slider up to increase the smoothness of the
image, or move the slider down to sharpen the image. Using it with the
Select Teeth option increases or decreases the selected area.
Whiten: Slide this bar to change the level of whitening on the selected
teeth.
Transparency: This increases or decreases the density of a floating
image.
Size: This enables you to increase or decrease the size of any of the
brushes.
Lorin Library
EagleSoft offers the ability to interface fully with the Lorin Library of
images to further enhance your cosmetic imaging experience.
The Lorin Library is an integrated product that can be purchased separately.
After loading the Lorin Library compact disc, select the Library hyperlink
in Cosmetic Imaging.
You must have an area selected in Cosmetic Imaging prior to clicking into
Library
In the Select Images window, the Lorin Smile images will be listed in
numerical order. Clicking on the name of any Lorin Smile image will
display a preview in this window.
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1.
Check the box next to the image you want to Try In.
2.
Click OK.
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Continuing Care – Unit 6
The Continuing Care unit contains the following chapters:
Rx Writer
Lab Case Tracking
Post Procedure Notes
eReferrals
Recalls
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Rx Writer
Introduction to the Rx Writer
EagleSoft’s Rx Writer is a fully automated prescription writer that
enables you to create, process, and print prescriptions for your patients. Rx
Writer gives you the ability to set up local pharmacies, prescriptions, premedication alerts and much more. Rx Writer and OnSchedule enable you to
schedule a patient and prescribe pre-meds all from the same window.
This chapter contains information on the following:
•
Setting up the Rx Writer
•
Setting up laboratories and drugs
•
Using the Rx Writer
•
Using OnSchedule and the Rx Writer
Setting Up the Rx Writer
Before setting up the patient preferences, it is a good idea to set up the Rx
drugs, templates and pharmacies. This enables you to create prescriptions
more quickly and with greater efficiency. Setting up prescription templates,
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drugs and pharmacies means you can save time when creating a prescription
for patients who may be waiting.
Rx Drugs
1.
To set up the drugs for your system, go to Lists | Practice
Management Lists | Rx Writer | Rx Drugs.
The following Rx Drugs list box appears.
2.
From the Rx Drugs window, you can view the drug name, dispense
and refills. Click New to add a new drug. Click Edit to modify an
existing drug. Click Delete to delete an Rx drug. To print a report of
Rx Drugs, click Report.
The New or Edit Rx Drug window appears if you clicked New or Edit.
3.
Enter the drug name in the Drug box – Darvacet, Amoxicillin, Tylenol
#3 and so on. Select the # of Refills radio button and enter an amount
to allow only a certain number of refills. Select the As Needed radio
button if the drug is to be refilled only on an as-needed basis.
4.
Click OK when finished editing or creating an Rx drug.
Pharmacies
Creating pharmacies can speed up the prescription process. The pharmacy
information includes the address, phone number, contact name and any
comments. If a patient has a preferred pharmacy, the patient’s pharmacy’s
name and phone number appears in the Rx Writer, however you may
choose a different pharmacy other than the preferred. You can call in the
prescription or give instructions to the pharmacist as well.
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1.
Go to Lists | Practice Management Lists, choose Rx Writer and
select Pharmacies.
The Pharmacy List window appears.
2.
From the Pharmacy List window, you can create, edit or delete
pharmacies. To edit, select a pharmacy and click Edit. To delete,
select a pharmacy and click Delete.
To create a pharmacy, click New.
The New or Edit Pharmacy window appears.
3.
Enter name, address, the contact name, phone/fax number and
comments relevant to the pharmacy.
4.
Click OK to save and exit.
Setting Up a Preferred Pharmacy for a Patient
After creating pharmacies, you may want to set up preferred pharmacies for
patients.
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1.
To set a patient up with a pharmacy, go to Lists | Practice
Management Lists | Person and edit a person.
2.
Click on Preferences in the Edit Person window.
3.
Select a pharmacy from the Pharmacy dropdown list box.
4.
Click OK when finished setting up preferred pharmacies. This
patient’s preferred pharmacy is saved. When you enter a prescription
for the patient, the pharmacy name and phone number appear.
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Templates
Templates enable you to create prescriptions for your patients in a timely
manner.
When templates are set up, creating a prescription is as easy as selecting the
template from the Template dropdown list box and clicking OK.
Follow the instructions below for creating a prescription template:
1.
From the Lists | Practice Management Lists | Rx Writer menu, select
Template.
2.
From the Prescription Templates window, you can view a list of
current templates. The templates are displayed as Description, Drug
Name, Refill and Dispensed.
To edit a template, select a template and click Edit.
To delete a template, select a template and click Delete.
Click New to create a template.
The New or Edit Rx Template window appears.
3.
402 • Rx Writer
Enter the following template information as needed:
•
Description – Enter a description for the Rx template
•
Drug – Select an Rx drug from the dropdown list box. Once a
drug is selected, the drug information is pulled in
•
Dispense/Refills – Enter or select the amount of refills and refill
information
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4.
•
Rx Instructions – Enter information pertaining to this
prescription. This information is printed on the form to be given to
the pharmacy
•
Patient Instructions – Enter instructions for the patient. This
information appears below the perforated line on the prescription
label. This information alerts the patient to any possible side
effects, times to take the medicine and so on
•
Provider – Select a provider from the dropdown list box. This
displays the provider writing the prescription for the patient
•
Add Alert – Select this checkbox to generate an alert for this
prescription as long as it’s active
Click OK to save and exit.
Setting Up Rx Writer Preferences
Once you are finished setting up the pharmacies, drugs and templates, you
can then set up the preferences for the Rx Writer. Although the preferences
are not required, they are helpful when creating and processing
prescriptions for your patients.
Person Preferences
Setting up person preferences for the Rx Writer saves time when creating
prescriptions for each patient. These preferences also remind you of phone
numbers and pre-meds.
To set up the Rx preferences, go to the Patient Preferences window.
1.
To access the Patient Preferences window, go to the Lists menu and
select Person.
2.
From the Person List, select a person and click Edit.
3.
From the Edit Person window, click the Preferences window. In the
Patient Preferences window, you are able to add the preferences for
the current patient in the Appointment Preferences section.
Appointment Preferences – Using Rx Writer with
OnSchedule
If you select the Pre-med necessary checkbox, a pre-med message box (see
the following image) appears when this patient is scheduled for an
appointment.
This message box gives you three options:
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•
Prescribe Now – Click this button to prescribe or create a
prescription for the selected patient at the time you are scheduling
the appointment
•
Assign A Task – Click this button if you want to assign a task as
a reminder to prescribe pre-meds for the selected patient
•
Don’t Prescribe – Click this button if you do not want to
prescribe an Rx for the selected patient at this time
If the patient is set up for pre-medication in the patient’s preferences, a premedication indicator appears on the appointment block.
Financial Preferences
In the Edit Person window, select a pharmacy from the Pharmacy
dropdown list box. When you create a prescription for a patient, that
patient’s pharmacy phone number and address appear by default.
Printing Preferences
Perforated Rx Forms
Printing prescriptions through EagleSoft is an efficient way of providing
prescriptions for a patient before he/she leaves the office. EagleSoft
enables printing prescriptions on perforated Rx forms as well as plain paper.
Follow the instructions below for setting up the Rx forms:
1.
To print prescription forms with a perforated edge, go to File |
Preferences | Practice Management Preferences and select the
Printing tab.
2.
Choose the Use Perforated Rx Forms for Prescriptions checkbox.
3.
Click OK to save this preference.
Accessing the Rx Writer
The Rx Writer is accessible from several places in EagleSoft.
From the Integrated Mode window, go to the Activities | Practice
Management Activities menu and choose Rx Writer.
-orFrom the Integrated Mode window, click on the Prescription Writer
icon.
-orIf available, click Rx Writer on the toolbar in any mode.
-orFrom the OnSchedule window, right-click on an appointment, choose
Practice Management and select Prescription History.
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Creating Prescriptions
Now that the template, pharmacy and drug information are set up, you can
create a prescription.
Prescriptions Window
1.
Go to Activities | Practice Management Activities and select Rx
Writer. The Prescriptions window lists all current prescriptions with
sorting options.
2.
From the Prescriptions window, there are various ways of managing
and viewing prescriptions. To sort the prescriptions differently, click
one of the column headings.
The following options are available:
Find – Depending on the sort method, enter the Rx ID number
(far left column), press the Tab key then press the Enter key.
Show expired prescriptions – Select this checkbox to view
expired prescriptions from the Prescriptions list.
Refill – Select the prescription to be refilled and click the Refill
button. The Prescriptions window appears. Enter the refill
amount in the # of Refills box and click OK. The original
prescription remains and a new prescription appears with the date
of the refill.
New – Click New to create a prescription. To continue creating a
prescription, skip to #3.
Edit – Select a prescription and click Edit to modify a
prescription.
Delete – Select a prescription and click Delete. A deleted
prescription is marked through.
Report – Click this button to preview/print a report of
prescriptions.
For more information, see the section later on printing
prescription lists.
Close – Click Close to exit the Prescriptions window.
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3.
Click New to create a new prescription.
The New Prescription window appears.
4.
If you are creating a new prescription, select a patient. If the patient
has a preferred pharmacy, the name and phone number appear. If not,
select the dropdown list to choose any pharmacy in your database.
5.
From the Rx Template dropdown list box, select a template (if
desired). If the template has not been set up in the Template window,
click the underlined word Rx Template. From this window, you can
create, edit and view templates.
6.
If the template does not include a drug, select a drug from the Drug
dropdown list box if applicable. Enter the dispense amount and refill
information if needed.
7.
If applicable, enter any Rx Instructions for the pharmacy.
8.
Use the default pharmacy or choose any pharmacy in your database.
9.
If needed, enter instructions for the patient in the Patient Instructions
box.
10. Select a provider from the Provider dropdown list box. This is the
provider who assigned the prescription.
11. Enter or select a Valid Until date. This date indicates how long the
prescription appears in the Prescriptions window as an active
prescription.
12. Select the Add Alert checkbox if you want this prescription to appear
along with the alerts.
13. Before saving the prescription and closing, there are three other
options:
•
Click Print to print the prescription form
•
Click Setup to view the printer setup
•
Click Rx History to view this patient’s Rx history
14. Click OK to save and exit. An operatory and/or account note is
generated when a prescription is created.
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Printing Prescriptions and Reports
Printing Prescriptions
The final and most important step in processing prescriptions is printing the
prescription for the patient and the pharmacy. Patterson Office Supplies has
provided a form that is used when printing out the prescription. This form
is split into three sections: the prescription form for the pharmacy, a
duplicate of the prescription for the patient’s file, and, in the bottom portion,
a patient prescription report that includes information and/or instructions
per the medication.
1.
To print the prescription form, select the prescription from the
Prescriptions window.
2.
Click Edit.
3.
To select a different printer for the Rx Writer, click Setup.
4.
To print the prescription, click Print. The form is printed
automatically.
5.
When the prescription has been printed, the following message appears:
Your prescription has been printed.
6.
Click OK to save and close the Prescriptions window.
Printing Prescription Reports
The prescription report prints the Rx ID patient name, drug name, Rx date,
expiration date, refills, dispense, Rx instructions, patient instructions,
provider and allowable generic option.
The prescription report is available from the following areas: Edit Person
window, Prescriptions List window, the Tx/Rx/Lab tab in the Reports
menu and as an EOD report.
Once you have selected to print a report, you have different options for the
prescription report.
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1.
To print a Prescription History report for an individual, choose the
Individual Patient radio button. You then have the option of selecting
a patient.
2.
To print a report for all patients, select the All patients radio button. If
needed, select a certain provider or choose All Providers for the
reports.
3.
If you want to include expired prescriptions, select the Show expired
prescriptions checkbox. To include “striked” prescriptions
(prescriptions that have been modified), select the Show striked
prescriptions checkbox.
4.
Click Report Preview to view how the report looks.
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Lab Case Tracking
Introduction to Lab Case Tracking
The Lab Case Tracking feature is an easy way to manage lab work being
done for your patients. This feature monitors all lab work, the labs they
were sent to, the date sent, the date expected for return and more. Service
codes can be set up to generate lab cases when walked out. If you walk out
a patient who needs lab work, you can schedule the patient and create a lab
case all from OnSchedule in a few quick steps.
Lab Case Tracking gives you more ways to manage time-consuming office
work while meeting your patients’ needs.
The following information is in this chapter:
•
Setting up lab case tracking preferences
•
Creating laboratories
•
Creating lab cases
•
Using lab cases with walkouts
•
Using lab cases with appointments
Lab Case Tracking – Setup
Before using lab case tracking, you need to create laboratories and lab case
types. The laboratories store contact information for you to use when
creating lab cases. The lab case type can also be used when creating lab
cases. Lab case types help monitor types of lab cases being sent, the
amount and the frequency.
Laboratories
1.
From Lists | Practice Management Lists | Lab Tracking, click on
Laboratories.
The Laboratory List window appears.
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2.
Click New or Edit to create or edit a laboratory.
To edit a laboratory, select the laboratory and click Edit.
To delete a laboratory, select the laboratory and click Delete.
To print a report of laboratories, click Report.
To exit the Laboratory window, click Close.
3.
Enter address and contact information for the laboratory. Click OK
when finished. Continue to add as many laboratories as you need for
your practice.
Creating Lab Case Types
Creating lab case type descriptions for lab cases gives you the chance to
view, edit and print your lab cases for future reference. If, for example, you
want to track the amount of crowns sent off in the past month, print a
detailed report of crowns according to the lab case types.
To use the lab cases, you first need to set up the lab case types.
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1.
From Lists | Practice Management Lists | Lab Tracking, click on
Lab Case Types.
2.
Click New to create a new lab case type.
Lab Case Tracking • 409
The following window appears.
3.
Enter a description for the lab case type.
4.
Click OK when finished. Continue to add as many lab case types as
needed.
Laboratory Cases
To create a laboratory case, you need to access the Laboratory Cases
window.
1.
From the Activities | Practice Management Activities menu, click on
Lab Tracking.
Laboratory Cases Window
The Laboratory Cases window appears.
Select the column heading Patient Name
to sort the list by Patient Name.
By default, this window lists all current and returned lab cases. Lab
Cases are colour coded for quick reference. The Lab Case colours are
as follows:
•
Red – Lab case is overdue or past the due date entered in the
Laboratory Cases window.
•
Green – Lab case is marked as returned.
•
Blue – Lab case is marked as closed.
•
Black – Lab case is pending return or lacking return date
information.
The following options are available from the Laboratory Cases
window:
410 • Lab Case Tracking
•
Find – Type in the due date of the lab case and hit Enter. The lab
case is selected.
•
Include Closed Cases – Select this checkbox to view closed
lab cases.
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•
Include Returned Cases – Select this checkbox to view
returned lab cases.
•
New – Click New to create a lab case.
•
Edit – Click Edit to edit a lab case.
•
Delete – Click Delete to delete a lab case.
•
Report – Click Report to print a report of lab cases.
•
Close – Click Close to close the Laboratory Case window.
Creating or Editing a Lab Case
2.
Click New to create a lab case. Click Edit to modify an existing lab
case.
A new Lab Case Information window appears.
3.
Select a patient and the provider who entered the lab case.
4.
Select a laboratory from the laboratory dropdown list box. If you
haven’t created a lab yet, click the underlined word Laboratory to
access the Laboratory List window.
If there is a contact at the laboratory (a person at the lab you talk to
most often), enter that name in the Contact field.
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5.
Select a lab case type from the Lab Case Type dropdown list box.
Click the underlined words Lab Case Type if you need to create or edit
a lab case type.
6.
Enter a date in the Date Opened box. This is the date the lab case was
created.
7.
When the lab case is returned, enter the date in the Date Returned box.
8.
Enter the date the lab case is to be returned in the Date Due box.
9.
When the lab case is returned, enter the lab’s invoice number in the
Invoice Number box.
10.
If applicable, enter the shade name/number attached to the lab case.
11.
When the lab case is returned, enter the fee charged by the lab for the
lab work in the Fee box.
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12.
Enter a Description for the lab case. This box is used to enter detailed
information about the lab work. The Description field has been
expanded to allow for up to 32,000 characters. Auto Notes can now be
used to fill in the Description field.
13.
Select the Add to Task List checkbox, if you want to assign this lab
case as a task. This lab case appears in the Task List with the subject
name Lab Case, the category, the date it is due on, the provider the case
is assigned to and the patient.
14.
Select the Close This Lab Case checkbox to close the lab case. The lab
case may be reviewed by the user at any time.
Note: This option does not delete the lab case.
15. Select the teeth appropriate to this lab case.
16.
Click OK when you have finished creating the lab. The Laboratory
Cases window appears with the new lab you just created.
17.
To print/preview the lab case, click Print.
Add Images to Lab Cases
An Images button has been added to the Lab Case Information screen
located directly under the Cancel button.
Selecting the Images button on an existing Lab Case will open the Lab
Case Image Selector.
When selecting the Image button on a new Lab Case, the following
message will appear.
Select No to return to the New Lab Case Information screen.
Select Yes to save the lab case and open the Lab Case Image Selector.
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Lab Case Image Selector
The Lab Case Image Selector works similarly to the Treatment Plan
Image Selector. All Images for the selected patient will display on the left
side of the screen.
1.
Select an image to display at the right.
2.
Select the checkbox associated with the image to add the image to the
Selected Images section at the bottom of the screen.
3.
Enter a comment in the Comments section if desired.
4.
Select Cancel to return to the Lab Case Information screen without
saving any changes made.
5.
Select OK to attach the image and return to the Lab Case Information
screen.
Lab Case Tracking – Printing
There are two different print options for lab case tracking: printing lab case
reports and printing lab cases. Both of these options assist in managing lab
case tracking.
Lab Case Reports
1.
To print a lab case report from the Lab Case Tracking window, click
Report.
2.
Click Print to print the report.
3.
Click Cancel to exit from the Report Preview window.
Lab Cases
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1.
To print a specific lab case, select a lab case from the Lab Case
Tracking window.
2.
Click Edit.
3.
Click Print to preview/print a lab case.
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4.
Click Print to print the Lab Case Detail.
Using Lab Cases with Walkouts
When processing walkouts with services set to generate lab cases, you can
assign lab cases when the walkout is finished. There are two places you can
view, edit or create lab cases when processing walkouts.
When Processing the Walkout
1.
After the services are entered, click Process.
The second Walkout Processing window is displayed.
2.
Click Lab Cases to view or edit lab cases for the patient.
The Laboratory Cases window is displayed showing any lab cases for
the current patient.
3.
Select a lab case and click Edit to edit a lab case. If creating a new lab
case, click New. To print a report of this patient’s lab cases, click
Report. Click Close to return to the Walkout Processing window.
When Finished Processing the Walkout
If any service items in the walkout have been set to generate a lab case, a
Lab Case window appears.
1.
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To enable a service to generate a lab case, choose a service code.
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2.
From the Edit Service Code window, click the Generates Lab Case
checkbox.
3.
When processing a walkout using a service set to generate a lab case, a
Lab Case window appears. Enter the lab case information.
4.
When finished entering the lab case information, click OK to save and
close the window.
Using Lab Cases with Appointments
You can add laboratory cases to appointments in OnSchedule.
1.
When finished scheduling or editing an appointment (appointment must
first be saved), click Lab Case.
The following Lab Cases window appears.
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2.
Select the checkbox for the lab case you want to add to this
appointment and then click Apply to add the lab case to that
appointment. You can also create, edit, or delete any of the lab cases
from this window.
3.
When the lab case has been attached to the appointment, a lab case icon
appears. This icon resembles a beaker of pink liquid, and it appears in
the top-left corner of the appointment block.
4.
The colour of the lab case icon is based on the status of the lab case. If
the beaker liquid appears red and full, the lab case has been returned or
closed. If the lab case is outstanding, the beaker liquid appears pink
and half-full.
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Post Procedure Notes
Introduction To Post Procedure Notes
Post Procedure Notes is a feature that generates system notes based on
services. For example, if you perform a single tooth extraction and a post
procedure note is attached to the service that describes the procedure, this
note is automatically generated and appears in the Post Procedure Notes
window. From this window, you can view, edit, print and verify the note.
Post Procedure Notes are based in two areas: Service Codes and Notes.
Turning Notes into Post Procedure Notes
Only AutoNotes are available for Post Procedure Notes. To make a note
into a Post Procedure Note, you must first save the note as an AutoNote.
1.
From the Notes History window, click Text Note in the bottom left of
the window.
2.
Enter a text note and click Save As.
3.
Enter a description for the AutoNote.
4.
Click OK to save the AutoNote.
This note is now available from the Post Procedure Notes section of the
Edit Service Code window.
Linking Post Procedure Notes to Service
Codes
When service codes are linked with a Post Procedure Note and processed
through a walkout, they generate the unconfirmed Post Procedure Note
listing for your providers. Review this list at your convenience to confirm
the note or add any additional comments to it.
1.
416 • Post Procedure Notes
From the Edit Service Code window, click Post Proc. The Post
Procedure Notes Setup window appears.
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2.
To add a Post Procedure Note that is added to the Unconfirmed list
each time a walkout linked to a Post Procedure Note is processed, click
Add. A new line is added under the Description field.
3.
Click the down arrow on the AutoNote dropdown list box.
4.
From the AutoNote list box, click on the AutoNote of your choice, or
press the F2 key, and click New to create a new AutoNote.
Managing Post Procedure Notes
To verify any outstanding unverified note go to the Activities menu, choose
Clinical Activities, and select Post Procedure Notes. The Post Procedure
Notes window is displayed (see the following image). All unverified notes
are displayed.
•
Filter – Click Filter to filter the listing of unconfirmed notes
•
Delete – Click Delete to delete the highlighted note(s)
•
Edit – Click Edit to edit the highlighted note, as necessary
•
Print – Click Print to print a report of all unconfirmed notes
Verified/Unverified Icons
Unverified Notes are indicated by a crossed-out circle around a check
mark.
Verified Notes are indicated by the Notes icon.
Verifying a Note
Click the check mark on the note.
-orFrom the Edit Note window, click the Verify checkbox and click OK.
Click OK to save your changes to the Post Procedure Notes window.
All remaining unverified notes remain in this listing until verified.
Note: Unverified notes can also be verified from the Notes tab of Clinical
Exam for the selected patient.
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eReferrals
Introduction to eReferrals
Staying in touch and sharing information with other practices and offices is
important for your business. Referrals improve not only the effectiveness
of these relationss but also improve your doctor/patient relationss. This
translates into returning patients and profits. EagleSoft’s eReferral
Wizard enables you to increase your relationss and profits with just a few
mouse clicks.
A doctor can now send a patient’s historical information to specialists by
printing the information and mailing it.. The eReferral Wizard walks you
through selecting images, exams, patient information, treatment plans and
so onAlong with treatment plans, treatment plan images, radiography and
video capture exams; the following items are available to attach to the
eReferral:
•
Missing teeth
•
Patient demographic
information
•
Patient photo
•
Patient completed
services
•
Patient medical
alerts
•
Current prescription
information
•
Patient conditions
•
Watch tooth
information
The following information is included in this chapter:
418 • eReferrals
•
Setting up referral recipients
•
eReferral Wizard
•
eReferral Manager
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Setting Up Referral Recipients
Referral Recipients are specialists your office sends patients to on a regular
basis. If you notice a patient may need perio treatment, you will want to
send the patient and relevant information to a periodontist. This feature
enables you to manage, create and edit referral recipients. You can also
send letters and print productivity reports from the same window.
1.
Go to Lists and select Referral Recipients.
-orGo to Lists | Referrals and choose Recipients.
The Referral Recipients List window is displayed.
2.
Click New to create a new referral recipient. To edit an existing
referral recipient, select the referral recipient and click Edit. To delete
a referral recipient, select the referral recipient and click Delete. To
print a report of referral recipients, click Report.
When you have clicked the New or Edit button, the New or Edit
Referral Recipient window appears.
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eReferrals • 419
3.
Enter the practice name, doctor’s name, salutation, address information,
phone/fax numbers and e-mail address. *Note: An e-mail address must
be entered here in order to send referrals via e-mail.
Entering Recipient Information
The following information also needs to be entered:
e-mail – If you plan on sending e-mails, enter the e-mail address of the
specialist.
Web – If the specialist has a Web page, enter the Web page address in
the Web box.
Birth Date – If applicable, enter the recipient’s birth date.
Status – Deselect the Active checkbox to deactivate this recipient.
Specialty – Select a specialty from the Specialty dropdown list box.
Type – Select the type of referral. Select the Recipient radio button to
designate a referral recipient.
Notes – Enter any notes related to this specialist.
4.
When finished adding the referral recipient, click OK. To exit the
Referral Recipient window without saving the information click
Cancel.
If you want to print and send a letter to a referral recipient, click
Letter.
If you want to view or print the referral recipient’s productivity, click
Productivity.
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Using the eReferral Wizard
After setting up a referral recipient or recipients, you may proceed with
creating eReferrals. To access the eReferral Wizard, go to the Activities
menu and select eReferral Wizard.
1.
If you haven’t already, select a patient and select Use.
The following Patient Information window appears.
2.
From the Patient Information window, select additional information
you would like to include with the eReferral:
Missing Teeth – Displays any
missing teeth
Patient Demographic
Information – Displays names,
addresses, phone numbers, and so on
Patient Photo – Displays patient Patient Completed Services –
photo
Displays completed services for the
patient
Patient Medical Alerts –
Current Prescription Information
Displays any active medical alerts – Displays prescription information
for the patient
for this patient, such as current
prescriptions, pre-med information
Patient Conditions – Displays
any existing conditions for the
patient
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Watch Tooth Information –
Displays watch tooth information
3.
After selecting additional information to include on the eReferral, select
a date the patient is expected to return from the dropdown list box.
4.
Next, select the specialist to whom you wish to send the eReferral.
5.
Choose the method you wish to use when sending your eReferral.
•
Selected Specialist as a Letter – This option enables you to
print the eReferral and send it as a letter
•
Selected Specialist Electronically – This option is grayed out
and not yet available in Canada.
•
My printer as a report – Select this option to print the eReferral
as a report
•
My database for later use – Select this option to store the
information in the eReferral Manager
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6.
After selecting the Patient Information, select Treatment Plan from the
side bar.
7.
From this window, select the treatment plan you want to include in the
eReferral. The services appear in the Services box. The images
appear in the Treatment Plan Images box, and any treatment plan
notes are in the Plan Notes area. Right-click on an image to use
advanced imaging functions. Select Template Exam from the side bar.
The Template Exam Information window appears.
8.
If applicable, select a Template exam from the Template Exam To
Include a dropdown list box. Note: A Template Exam is any exam
that was acquired within a chosen template. Any images from the
selected exam appear below the dropdown list box. Right-click on an
image to access advanced imaging functions.
9.
If applicable, select a Thumbnail exam from the Thumbnail Exam To
Include dropdown list box. Note: A Thumbnail Exam is any image
series that was acquired without selecting a template prior to
acquisition. Any images from the selected exam appear below the
dropdown list box. As with the other image windows, you can also
right-click and access advanced imaging functions.
Select Thumbnail Exam from the side bar.
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The Thumbnail Exam Information window appears.
10. Select Create eReferral to continue.
Select Yes to continue.
Using the eReferral Manager
The eReferral Manager stores all eReferrals sent out to specialists. If you
need to check the date a referral was sent or is to be returned, this window
stores all the pertinent information. If you have an e-mail program, you can
also send e-mails to specialists from this window with just a few mouse
clicks.
To access the eReferral Manager, go to Activities | Clinical Activities and
select eReferral Manager.
The eReferral Manager window appears.
Following is a list of the functions available from the eReferral Manager:
•
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Print – This enables you to print the referral. Just select the
specialist’s name and click Print
eReferrals • 423
•
Print Letter – Click this button to print the letter sent to the
specialist, if a letter was sent instead of an electronic submission
•
E-mail Specialist – This function allows you to e-mail the
specific specialist by using your e-mail program
•
View Online –Not yet available in Canada
•
Close eReferral – Click this button to close the selected eReferral
•
View Comments – Click this button to view any comments
added to this eReferral
•
Delete – Click this button to delete this eReferral
•
Status Legend – The status legend defines the colours used in
the eReferral Manager
424 • eReferrals
Open – The eReferral appears in black
Saved – The eReferral appears in green
Closed – The eReferral appears in red
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Recalls
Introduction to Recalls
Recalls are commonly used to remind patients of their dental checkups or
upcoming appointments. If used properly, they can prevent patients from
missing their next appointment and, in the process, fill all of your chairs.
The Recall Wizard not only allows you to keep track of patient recalls and
appointments, it also walks you, step by step, through creating accurate
reports, postcards and letters.
The Recall Wizard gives you several filtering options that allow you to
customize your report or postcards for your office.
Some of the major features are listed below:
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•
Recalls filtered by Preferred Dentist/Hygienist
•
Recalls selected according to different patient criteria
•
The “and/or” option has been added to increase customization
•
Printing and exporting options
•
Message options
Recalls • 425
Using Recall Wizard
Accessing Recall Wizard
From Activities menu, choose Recall Wizard.
-orFrom the Integrated Mode window, click on the Recall Wizard icon.
-orFrom the Practice Management Front Office window, click on the Recall
Wizard icon.
Previous Recalls and Printing
The first window of the Recall Wizard summarizes the previously
processed recalls.
1.
426 • Recalls
Click Next to continue or click View Last Batch Detail to see a
detailed listing of all Recalls (see the following image) processed the
previous time. If you do not want to view the last batch, go to step 3.
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2.
Click OK to continue.
3.
Select No if the last batch did not print completely and correctly.
Choose a patient to start this recall batch.
If your last batch was processed completely and correctly, click the Yes
radio button and then Next to continue.
Setting Up the Recall Wizard
The Recall Wizard enables you to generate recalls efficiently and quickly.
The Recall Wizard walks you through configuring the wizard so that the
recalls you get are the recalls you want. Now time and money are saved
and gained.
The next window displays the different ways to select and filter your
Recalls.
Select Your Criteria from the Following
Recall Type
Select a specific recall type. See section Recall Tracking for more
information on Recall Types.
Patients with Scheduled Preventive Appt
This option enables you to pull up all those patients with scheduled
preventive appointments. If they are scheduled for a service set to update a
preventive appointment, they are selected by this criterion.
And/Or Option
The And/Or option enables you to combine different criteria:
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Recalls • 427
•
Patients with Scheduled Preventive Appointments
•
Patients with Scheduled Regular Appointments
•
Patients Due for Future Cleanings but no Scheduled Preventive
Appointment
•
Patients Past Due for Cleanings with No Scheduled Preventive
Appt
•
Patients Not Seen Since Specified Date
Patients with Scheduled Reg. Appt.
If you check this box, all patients with Regular Appointments are pulled
into your report.
Patients Due for Future Cleanings but No Scheduled Preventive
Appt.
Select this checkbox to pull in patients who are due for a cleaning, but are
not scheduled for preventive appointments.
Patients Past Due for Cleanings with No Scheduled Preventive
Appt.
Select this option if you wish to pull up patients who have not come in for
their preventive appointment or who are past due on their last recall.
Patients Not Seen Since Specified Date
If you want to choose a date range for patients who have not been in for a
long time, this is a good report for you. Just check the box and create the
date range. You can also combine this report with any of the preceding
options.
Skip Patients Marked Not to Receive Recalls
Check this box to filter out patients who are not marked to receive recalls.
When you are finished selecting your options, click Next to continue on to
Print/Export options.
Printing and Exporting Options
The printing and exporting options allow you further customization of your
recall data.
1.
428 • Recalls
When you are finished selecting filter criteria for the Recalls, click
Next.
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Method
Methods of Gathering Recalls:
2. Select the method you want to use for outputting your recalls.
•
Print to paper
•
Send to InContact
E-mailing Recalls
3.
Click the Send e-mails to patients with e-mail addresses checkbox to
send this batch of recalls to patients set up to receive e-mail
correspondence. When the recalls are processed, a window notifies
you that patients with e-mail addresses are being e-mailed their recalls
first. Patients without e-mail addresses are printed on the selected form
for recalls.
This feature only works with MAPI client e-mail packages, such as
Microsoft Outlook and Outlook Express. Consult your hardware technician
if you are unsure about your e-mail package.
When finished processing, a window appears asking if you want to print a
report for patients who received recalls via e-mail.
4.
Click Yes to print the report.
Print Options
5.
Select a print option from the following:
•
You can select two forms of postcards: laser or regular postcards
The laser postcards are printed on laser printers, such as Hewlett
Packard LaserJet Printers, and so on. Regular postcards are those
printed on dot matrix printers
•
Choose a Letter pulled from the letters in Lists | Practice
Management Lists | General Setup | Letters
•
Print a Summary or Detailed Report that gives information on all
the patients, including their recall dates
•
Option of creating Regular or Laser Labels
•
Option to print Envelopes
See the Patterson EagleSoft Hardware Requirements available at
www.eaglesoft.net for more information on supported printers.
Messages
Press the F2 key to go to the
Messages list and click New
to create a message.
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6.
When printing postcards or sending e-mail recalls, add a message to
the postcard. Click on the dropdown list box or the hyperlink to select
a message.
Recalls • 429
Sort By Options:
Next Preventive Appt
Sort By
Next Recall Date
7.
Next Regular Appt Date
Click on the dropdown list box to choose a Sort By option. This
feature modifies the recall order and how the recalls are printed on
postcards.
Patient Date
Then choose the printer you want from the Printer dropdown list box.
Responsible Party Name
Postal Code
You can select the default Recall printer in File | Preferences | Printer
Administration. This box displays all printers you have set up in the
system.
The printer usually defaults to the report printer set up in Printer
Administration.
Previews and Reports
These options enable quicker and more efficient ways of printing your
recalls.
Save time and paper by previewing Recalls. Select Preview Recalls
before you print to verify Recalls and to deselect the patients whom you
do not want to receive a recall.
The following Recalls to Process preview window appears.
Deselect the checkbox next to a recall if that patient does not want to
receive a recall.
The next box, Print Recall Report with Recalls, allows you to print a
report of all the recalls that printed out.
Note: This option is only available if detailed or summary report is not
selected.
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Recall Tracking
Create customized recall types to better manage your patient’s care.
Under Preferences | General, select the checkbox Use Multiple Recalls.
Select OK to save your changes.
To create Recall Types, select Lists | General Setup | Recall Types.
Select the New button to enter a new Recall Type. Select the Edit button
to edit an existing Recall Type. Select the Delete button to delete the
selected Recall Type. Select the Report button to preview the Recall
Types report. Select the Close button to exit the window.
Creating New Recall Types
In the Recall Types window, select the New button to add a Recall Type.
In the New Recall Type screen, enter the Description, set the Frequency
and select the Provider. Select the checkbox Plus 1 Day to add one
additional day onto your frequency amount. Select the checkbox Use this
type by default when entering a new patient to set the current Recall
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Recalls • 431
Type as the default recall type for all new patients. Select OK to save your
new Recall Type. Select Cancel to exit the screen without saving.
Recall Status
To create Recall Statuses, select Lists | General Setup | Recall Statuses.
Select the New button to create a new Recall Status. Select the Edit button
to edit the selected Recall Status. Select the Delete button to delete the
selected Recall Status. Select the Report button to preview the Recall
Statuses report. Select the Close button to exit the window.
Creating New Recall Statuses
To create new Recall Statuses, select the New button. In the New Recall
Status window, enter the Abbreviation and Description of the status.
Select OK to save. Select Cancel to exit without saving.
Assigning Recalls – Edit Person
In Edit Person, select the hyperlink Recall Date. In the Recall for
<Patient Name> screen, select the New button to add a Recall Type from
the Recall Type list. Select the Use button to use the highlighted Recall
Type as the Patient’s next recall. Select the checkbox Default to designate
the selected Recall Type as the default.
Assigning Recalls – Walkout
In the Walkout Processing screen, select the hyperlink Current Recall
Date. In the Recall for <Patient Name> screen, select the New button to
add a Recall Type from the Recall Type list. Select the Use button to use
the highlighted Recall Type as the Patient’s next recall.
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Default Recall Type
When using a Recall Type other than the Patient’s default Recall Type, the
following message will appear: ‘<Default Recall Type’s Name>’ is
currently marked as this patient’s default recall. By selecting
‘<Selected Recall Type’s Name>’, you will be making this recall the
default instead. Do you wish to continue? Select Yes to continue. Select
No to exit without using the newly selected Recall Type.
Recall Tracking
To effectively track the Recall Type assigned to a patient, select the Recall
Date hyperlink in the Edit Person screen. To select the Recall Type, use
the dropdown arrow or select the Recall Type hyperlink. Use the
predetermined time or enter the Frequency amount for the selected recall.
Use the Due Date determined by the Frequency amount or select the arrow
to choose a new date. Select the Recalc button to recalculate the
Frequency based on the date entered or the last date used. Select the Last
Date amount or use the default date based on service code. Use the
hyperlink or the dropdown list to select the Status. Use the predetermined
Provider or select a new one using the dropdown list. Select the checkbox
Use this recall by default when displaying the recall date for this
patient (Overrides the default recall type set in the Recall Types list.) to
make the selected Recall Type the patient’s primary Recall Type.
Assigning specific Recall Types
to different service codes
allows you to update multiple
recalls during the walkout.
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Recall Types and Service Codes
Selecting the checkbox Updates Patient Recall on a Service Code allows
you to assign a Recall Type. Use the dropdown list to select the Recall
Type that you wish to associate with this particular service code.
Recalls • 433
Daily Procedures – Unit 7
The Daily Procedures unit contains the following chapters:
Processing Claims and Pre-Authorizations
Aging Accounts
Processing Statements
eBusiness
Online Center
EagleSoft EveryWare
End-of-Day/End-of-Month and Year
434 • Daily Procedures – Unit 7
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Processing Claims and PreAuthorizations
Overview
The Process Insurance Claims window in EagleSoft offers more ways to
work from one centralized place. There are new ways to edit, view and
print claims. You can also make payments, re-create claims and change
insurance answers all in this window.
The following information is in this chapter:
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•
Batch printing insurance claims and pre-authorizations
•
Making payments on claims
•
Closing/re-creating claims
•
Adding notes about a claim or pre-authorization
•
Closing unpaid claims and pre-authorizations
•
Changing insurance/employer information
•
Changing insurance answers
Processing Claims and Pre-Authorizations • 435
An Introduction to the Claims Window
Accessing the Claims Window
To access the Process Insurance Claims window:
From the Activities menu, choose Process Insurance Claim.
-orSelect Claims from the toolbar or press CTRL + I.
-orFrom the Account window, right-click in the top and select View Claims
for Account or View Claims for Patient.
From the Integrated Mode window, click on the Insurance icon.
From the Practice Management Front Office window, select the
Insurance icon.
Find Name
Use the Find Name box to find a particular patient with insurance
information by typing the last name of the patient and pressing the Tab key.
Print Envelopes/Labels
If checked, this feature prints your choice of mailing labels or envelopes for
each claim that is printed. If multiple claims exist for the same insurance
company, it prints an envelope or label for each of those claims.
Show What
Check one of the following to change ledger view according to claim type.
•
Show Claims and Pre-Auths
•
Show Claims
•
Show Pre-Authorizations
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View
Click one of the following checkboxes to change the ledger view according
to claims status.
Unsubmitted – Unprinted paper claims
Unsubmitted Elec – Claims waiting to be submitted electronically
Open – Waiting for a payment on the claim
Ledger
Claim Information
Patient Name – The patient for whom the claim has been generated.
Date Created – The date the walkout was processed.
Date Submitted – The date the claim was submitted or printed.
Days Outstanding – The number of days since the claim was printed or
submitted.
Form Name – The form used to print the claim or submit the claim
electronically.
Status – The status of the claim: open, to be printed, to be sent electronic,
secondary open or to be printed or to be sent electronic.
Amount Submitted – Amount of claim.
Has Secondary – An “S” will appear in this column if the patient has
secondary insurance.
Attachments – If any attachments were sent with the claim.
Marking Claims
Mark a claim by highlighting the claim, then clicking Mark, or by doubleclicking on the individual claim. This places an arrow next to the claim you
have marked. To unmark the individual claim, highlight the claim and click
Clear.
Auto-Mark
Select any amount of claims, right-click, and change the form or mark them
for submission. To use this function, click on a claim, hold down the Shift
key and click another claim to select a group of claims. To mark the claims
for submission, right-click and choose Mark. You can also use the Ctrl
key and mouse to select multiple nonsequential claims.
Mark All or Clear All
Mark all of the claims by pressing the Mark All button. Use the Clear All
button to unmark all marked claims. Again, when claims are marked to be
printed, an arrow will appear next to each claim.
Changing Forms
From the right-click menu, you can select a new form for the highlighted
claim(s) or use the drop down arrow.
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Processing Claims and Pre-Authorizations • 437
Claim Actions
Processing Claims
Submitting and printing claims is often time-consuming, stressful and
inefficient for the entire office. The Claims Processing window in
EagleSoft not only speeds up the process, but it gives you several options
when submitting the claims: entering notes, changing insurance answers
and many others.
Select a claim or claims. When you have marked a claim, click Process.
The claim should then be processed, and the status will change.
Viewing or Editing Claims
From the View options, choose the category for the claim(s) you want to
view details for. Highlight (or select) the claim to be reviewed.
Click View Claim to display the highlighted claim. The services are
displayed as they are entered during the walkout .
Click Notes to enter notes pertaining to the current claim. These notes will
appear in the Account window.
To add a note, click Add. After viewing or adding notes, click the Close
button. Select the checkbox to add the note to the patient’s account
statement.
Click Chg (Change) Answers to change insurance answers.
For more information on this option, refer to the Change Answers section
later in this chapter.
Closing a Claim
There are several reasons you might want to close an insurance claim.
•
Claim not closed upon final payment
•
Changing the provider
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•
Modifying insurance using the Change Insurance button
Deleting incorrect service(s) for a walkout
Use the following instructions to close an insurance claim:
From the View options, check the box next to the appropriate setting for the
claim(s) you want to close. You may need to check the box next to all
options in order to locate the claim you are looking for.
Select the claim, mark it, and click Close Claim. Claims can be closed one
at a time.
Click OK to begin the process of closing claims.
Verify that you are ready to close the claim(s) by choosing Yes to continue
on the Ready to Close Claim message. Choose No if you are not ready to
close the claim.
The Closing Primary Insurance Claim window for the claim you have
marked to be closed appears. In some cases, there is an amount unpaid by
insurance. If there is, determine how you would like to handle any
remaining balance on the insurance claim.
In most cases, you will apply the difference between the estimated and the
paid amount back to the patient so that the account will receive a statement
for that amount. Or, you may decide that a credit adjustment is necessary
for the patient.
Click Apply the amount unpaid back to the account to increase the
patient balance by the amount unpaid by insurance.
Click Credit the account to apply an adjustment to the account. Additional
fields will become visible and enabled on the Closing Primary Insurance
Claim window (see the preceding image). Use Credit the account for
situations such as administration fees.
Click Re-create Claim if you want to re-create the claim.
Click Apply Unpaid Amount Back To Remaining Benefits to increase
the Remaining Benefits of the patient. Note: You may want to leave this
unchecked if the claim was submitted in one year and the payment is not
received until the next year.
If the patient’s deductible differs from what appears on the EOB, check the
box to Update Annual Deductible for Patient and key in the appropriate
amount.
Select the Assign services to current balance at next aging checkbox, if
you want the services to go to the current balance. When True Date Aging
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Processing Claims and Pre-Authorizations • 439
is processed, the patient’s aging balance for this service will remain current
and age according to the insurance payment date not the date of service.
Click OK to save your choices for closing the claim.
Viewing or Modifying Closed Claims
From the Account window, right-click on the account name and choose
Insurance Info. The Patient Insurance Information window is
displayed. From this window, you can view the status of the claims.
To view and/or modify the claim, select the claim and click View Claim.
Select any claim and click View Claim.
From the View Individual Insurance Claim window, you can add notes or
change insurance answers.
Entering Claim Notes
To add notes to the claim, click Claim Notes.
You can add the notes in the following Insurance Claim History window or
view current notes.
Click Add to create a note.
Enter the text you want attached to this claim. The text you enter here will
be attached to this claim along with the claim activity.
Click Close when you are finished. When the claim appears in the patient’s
account ledger, the note will appear below the claim item along with any
claim activity.
Making Payments
In EagleSoft, you can enter insurance payments from the Process
Insurance Claims window. This enables you to enter all insurance
payments received in one day from one window.
Select the claim and click Make Payment.
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The Receive Insurance Payments window appears. If the Receive
Insurance Payments window does not come up, make sure you have
selected an open claim.
Enter the relevant payment information and click OK when you are
finished.
You are returned to the Process Insurance Claims window.
Change Insurance
It is now possible to change the employer or insurance companies, while in
the Process Insurance Claims window.
From the Process Insurance Claims window, click Change Ins (insurance).
The following window appears.
To change the employer/insurance for this claim, click in the Change To
box and use your F2 button to select another employer.
The Change Whom section enables you to change how the claim affects
certain criteria.
To Change Insurance, click in the Change To box and use your F2 button
to select another employer.
Once you have selected the employer and insurance company, select a
Change Whom option.
Change Whom Options
Change The Employer/Company On This Claim Only
If you want to change the employer/insurance company only on this claim,
select this option.
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Processing Claims and Pre-Authorizations • 441
Change The Employer/Company For This Claim and All Patients With
This Policy Holder
This changes the employer/insurance company for this claim and all future
claims associated with the policyholder, including all other patients with the
same policy.
To view the patients with this policy, click View Patients. This window
will give you information on the patient’s ID, name, Social Security
number, birth date and primary employer.
Click OK when you are finished. You will be returned to the Process
Insurance Claims window.
Change Answers
In EagleSoft, you are able to change answers on walkouts after they are
processed. You can enter or change this information in the Process
Insurance Claims window.
Select the claim and click Chg Answers (change answers) to change
information on the insurance form.
The Modify Claim Answers window appears.
Simply add, edit or delete any answers.
Select the AutoNote button to include any pre-recorded narratives to your
claim.
Click OK when you are finished. Your information is saved to the claim.
This claim will then need to be closed and re-created if you wish to resend
the claim.
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Viewing Reconciliations
Click Reconciliations to view CDAnet information. Select the Summary
button to view a summary of reconciliations.
Printing and Reprinting Insurance Claims
From the Process Insurance Claims window, you can print a single claim,
a selected number of claims or all unprinted claims. Up until the claim has
been closed, you can reprint the claim(s) from the same window.
Note: All unprinted insurance claims and pre-authorizations will be
displayed by default.
Patterson EagleSoft 15.00
1.
Use Find Name to find a particular patient with insurance information
by typing the last name of the patient and pressing the Tab key.
2.
Mark the claim or claims to be printed.
3.
If necessary, change the Primary Form Name. To do this, click the
form name of the claim. This accesses the dropdown list box of form
choices. Make your new selection by clicking the name of the form
you like.
4.
Choose View Claim to review details about the selected (highlighted)
claim.
5.
Click Setup to direct the printing of claims to a different printer, if
applicable.
6.
Choose Process to print the claims you have marked.
7.
Choose Cancel to exit the printing of the insurance claims.
Processing Claims and Pre-Authorizations • 443
Aging Accounts
Overview
The Age Accounts function is helpful in keeping track of the length of time
that an account is overdue. EagleSoft provides four separate categories of
the account balance: Current, 30 Days Overdue, 60 Days Overdue and 90
Days Overdue. Amounts in these categories determine whether or not an
account should receive a finance charge on the billing statement, a phone
call to induce quick payment on the account or perhaps a phone call to the
collection agency. Practice Management provides two different
methods of aging: Category Aging and True Date Aging.
Aging Balances with Category Aging
When using Category Aging, all balances are moved to the next category
upon aging. For example:
The Current Balance is placed into the 30 days overdue category, with the
exception of Estimated Insurance amounts
All balances in the 30 days overdue category are transferred to the 60 days
overdue category
All balances in the 60 days overdue category are transferred to the 90 days
overdue category
Before starting this process, we recommend that you make a backup of your
data and print the Accounts Receivable by Responsible Party report. It is
also recommended that this procedure be performed once every month.
Most offices have found it beneficial to perform it in sequence with their
End-of-Month procedure. Here is a reminder list:
444 • Aging Accounts
•
Make a backup of the system
•
Print the Accounts Receivable by Responsible Party report
•
Process statements
•
Perform Category Aging
Patterson EagleSoft 15.00
To Age Accounts with Category Aging
1.
Go to Activities and choose Age Accounts. The Age Accounts
window is displayed. The number of days since the last account aging
was performed, the date and the user who performed the last aging will
be displayed.
2.
Choose Category Aging as the method to age the accounts. Click OK
to begin the process of aging the accounts. All the accounts with
outstanding balances will be aged to the appropriate categories. This
process will go fairly quickly.
When aging is finished, click Cancel to exit the window and return to the
virtual screen.
Aging Balances With True Date Aging
When using True Date Aging, the process looks at the transaction date of
outstanding services and determines the aging category that it belongs in. If
the transaction is 0 to 29 days old, it remains in the Current column. If the
transaction is 30 to 59 days old, it is added to the 30 Day column. The same
process follows for accounts older than 60 days.
Note: Account aging can take an extended period of time to complete. The
time varies based on the size of your database, the number of outstanding
transactions and the speed of your computer. If you are aging accounts
during your EOD process, expect the time to complete the EOD to increase.
To Age Accounts With True Date Aging
Go to Activities and choose Age Accounts. The Age Accounts window is
displayed. The number of days since the last account aging was performed,
the date and the user who performed the last aging is displayed.
Choose True Date Aging as the method to age the accounts. Click OK to
begin the process of aging the accounts. All of the accounts with
outstanding balances are aged to the appropriate categories.
Click Cancel to exit the window and return to the virtual screen window.
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Aging Accounts • 445
Processing Statements
Overview
The Statement Wizard is utilized to generate billing statements for all
accounts that have outstanding account balances. Statements for all
accounts, individual accounts or for a section of the accounts may be
generated.
There are several options to choose from while processing statements:
•
Customized messages for accounts with 30, 60, and 90 day
balances
•
Applying finance charges and/or billing charges
•
Excluding accounts with a small balance
•
Including or excluding the details of the transactions
Note: If you utilize True Date Aging, you should age accounts before
processing statements. If you utilize Category Aging, you should age
accounts after processing statements.
The following information is included in this chapter:
•
Setting up statement preferences
•
Processing statement preferences
•
Adding messages to the statements
•
Viewing the Account window while processing statements
Statement Preferences
Statement Preferences can be set up in File | Preferences | Statements.
Specify your choice for the default setting for:
•
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Show Estimated Insurance on Statements
•
Create Account Note for Statements
•
Add Statement Message to Account Note
•
Include Credit Card Payment Option
Processing Statements • 447
•
Include Offsetting Debit and Credit Adjustments on Statements
•
Return Address on Statements
•
Wizard Preferences
It is recommended that you set up your preferences before processing
statements for the first time.
For more information about Preferences, go to the Statement Preferences
section in the Preferences chapter located in the Setting up Your Software
unit.
How to Process Statements
1.
Go to Activities and choose Statement Wizard. The first Statement
Wizard window displays a summary of information from the last batch
of statements processed.
2.
To review a detailed summary for the last batch of statements that were
processed, click View Last Batch Detail.
3.
Click Next when you are ready to continue.
4.
If the last batch of statements processed correctly, make sure that the
Yes button is marked and click Next.
If the last batch did not process correctly, click the No radio button, and
enter the Responsible Party or ID of the last statement that was
processed successfully. When the information needed to “restart
printing with” is entered, click the Next button.
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5.
Use:
To:
All Accounts
Print statements for all accounts with
balance due.
Accounts A - L
Print statements for accounts with last
names beginning with the letter A
through the letter L.
Accounts M - Z
Print statements for accounts with last
names beginning with the letter M
through the letter Z.
Range of Accounts
Print statements for accounts that fall
in the range that you specify. This will
be based on the beginning letter of the
last name of the responsible party.
Individual Account
Print statement for specified account.
Accounts that have not
had a statement in the last
_ days.
Enter a number in the days box to print
statements that meet this criterion.
6.
7.
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Make your selection for the account(s) to Create Statements For
Enter the criteria you wish to use from the following to specify What
Accounts Should Receive Statements.
•
Accounts with balance greater than or equal to: $__
(blank) – Enter the least amount an account can have in order for
a statement to process
•
Accounts with 100% estimated insurance – Select this
checkbox if you want to print statements for accounts that have
their entire balance in estimated insurance. If the estimated
insurance is expected to cover all of the balance, but the office has
not received payment, this feature enables you to send a statement
to the patient, even though the patient’s portion is zero
•
Accounts with estimated insurance – Uncheck this box if
you would prefer to not generate statements for accounts with
outstanding estimated insurance
•
Accounts with outstanding claims – Uncheck this box if you
prefer not to generate statements for any account that has an
outstanding claim, even if insurance was not estimated
Specify your choices for How do I want the statements to look?
Processing Statements • 449
•
Include Item Detail – If this box is checked, the statement contains
detailed information about the services that were rendered and
payments received
•
Include All Items Since – Choosing Account Last Statement
includes all new activity on the account since the last statement was
processed for the account. If you would like to choose the date range
for activities, click on the radio button next to I Will Choose A Date,
and enter the date you would like statement detail to start from
•
Due Date – This is the date to appear on the statement by which you
will require payment
•
Sort Transactions – This is how the transactions for each account
will be sorted on the statement. Choose either By Patient or By Date
•
What Message do you want to print at the Bottom of the
Statement? – Choose a message from each of the dropdown boxes,
or press the F2 key to create a new message. If you have set up a
Message for Statements in the Account | Preferences window, it will
override any of these messages
See the Account Activities chapter in the Account Management unit for
information about Messages for Statements.
8.
Click Next when you are ready to continue.
9.
Check the box next to I want to apply a billing charge if you charge
your patients a fee for sending a statement. If you do not want to apply
a billing charge, skip to step 14.
10. Enter the amount to apply as a billing charge. To increase or decrease
the number a dollar at a time, click on the up and down arrows next to
the entry box.
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11. Click on the dropdown box to choose the number of days that an
account has to be overdue in order to be charged a billing fee.
12. Select the checkbox I want to apply a finance charge checkbox to
apply an additional charge to overdue accounts. If you do not want to
apply a finance charge, skip to step 18.
13. Enter the Finance Rate Percentage that you would like to apply.
14. Click on the dropdown box to choose the number of days that an
account has to be overdue in order to be charged a finance charge.
15. Enter a minimum finance charge amount.
16. Click Cancel to exit from the Statement Wizard without processing or
printing statements.
17. Click Back to go back to previous Statement Wizard choices.
18. Click Finish to continue. The Statement Queue appears.
The Statement Queue
From the Statement Queue, choose from the following functions:
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•
Print to Paper – Select the radio button to print your statements
to paper. Use the dropdown list to select the format and printer.
•
Enhanced Statement (Plain Paper) – Select this option to use
plain paper to print our enhanced statement layout without a border
•
Classic Statement (Plain Paper) – Select this option to use
plain paper to print our original statement layout
•
Pre-Printed Classic Statement – Select this option to use preprinted forms in the original statement layout
•
Pre-Printed Enhanced Statement – Select this option to use
the enhanced statement forms that contain borders
•
Pre-Printed Enhanced Statement w/Border – Select this
option to use pre-printed forms in the enhanced layout
•
Mark All – Marks all statements for processing (default choice).
•
Clear All – Unmarks all statements for processing.
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•
Note – Enter personalized notes on individual statements. This
message overrides any message entered in the following areas:
•
Message for Statements textbox from Preferences in the
Accounting window
•
The messages selected in the Statement Wizard
•
View Acct (account) – Click View Acct to view the account
information in the Account window. You are able to view the
entire ledger for each patient, but the functions are unavailable.
Use the Unapply Chgs button to remove previously applied finance
charges from statements in the Queue.
Use the Remove button to remove a statement from the list. Select the
Remove All button to clear the entire list.
Select the Hide Detail button to display the basic information about each
statement in the queue. Select the Expand Detail button to display the full
detail on each statement in the queue.
Select the Audit Trail button to print a report of everything currently in the
Queue.
Click OK when you are ready to process statements.
Click Cancel to cancel statement processing.
At the top, select the Filter tab. From here, you can filter the Statement
Queue by Provider, Processed, Not Processed and Last Batch Only.
Note: Amount due now does not reflect current billing or finance charges
that may be applied.
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eBusiness
Introduction
eBusiness is the term used when discussing the combination of business,
Internet, and current communication technologies. EagleSoft has three
forms of eBusiness: Electronic Claims, Electronic Statements and Online
Center. (Clinical must be installed). These technologies will allow you to
expedite and track your statements and insurance claims efficiently and
economically. Using EagleSoft eBusiness solutions reduces the hours
spent printing statements or claims while eliminating the extra days waiting
for payments by insurance carriers. By submitting your statements and
claims electronically, you have taken another great leap in the automation of
your office.
This chapter will give you information on setting up and using three of
these features.
Following is an outline of what is included in EagleSoft’s eBusiness
features:
•
Setting up and using eClaims
•
Setting up and using eStatements
•
Using Online Center and the Online Update Center.
How Do I Create an eClaim?
Creating an eClaim is not much different from creating a regular insurance
claim. Anytime you walk out a patient or create a pre-authorization, you
will be prompted to create an insurance claim. But instead of using one of
the paper forms, you will be submitting electronically.
Creating Electronic Claims
There are four areas in EagleSoft where insurance claims are generated.
Those areas are:
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•
The Walkout Statement window
•
Walkout Statement Utilities
eBusiness • 453
•
Receive Insurance Payments window (creates secondary claims)
•
Process Insurance Claims window
All primary and secondary insurance claims are created during the walkout
process. All claims are prepared for batch electronic submission. This
means that an entire group of claims is sent at once instead of sending a
claim with each walkout entry. To prepare the insurance claim for
electronic submission, do the following:
1.
After you have finished entering services in the Walkout Statement
window, click Process.
2.
Enter any payment, adjustment or recall information in the Walkout
Processing window and click OK.
3.
The Insurance Questions window is displayed if the current patient
has insurance.
4.
If you wish to prepare this claim for electronic submission, choose
Submit Electronically for the Print Claim status. Respond to any
questions in the insurance questions section.
5.
Click OK to prepare the claim for electronic submission.
This claim will be added to the Insurance Claim batch as Unsubmitted.
Creating Pre-Authorizations
Pre-authorizations are created in the Treatment Plan window.
From the Treatment Plan window, click Process.
From the Treatment Plan Processing window, highlight the plan you wish
to create the pre-authorization for, specify any other necessary settings and
click OK. The Insurance Questions window is displayed.
If you wish to prepare this pre-authorization for electronic submission,
choose Submit Electronically for the Print Claim status. Respond to any
questions in the insurance questions section.
Click OK to prepare the pre-authorization for electronic submission.
This claim will be added to the Insurance Claim batch as Unsubmitted.
Creating Pre-Authorizations for Orthodontic
Patients
See the section on Patient
Preferences for more
information on Orthodontic
settings.
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Pre-authorizations are created in the Treatment Plan window.
To submit an orthodontic claim for a previously designated ortho patient,
enter the scheduled treatment into a treatment plan. Process a PreAuthorization of orthodontic services and select the Submit as Statement
of Actual Services checkbox.
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Preferences
Setting Up Preferences
To set up electronic submission for all new employers, follow these
instructions:
1.
From the File menu, choose Preferences.
2.
Click the Insurance tab.
In the Default Insurance Form field, choose CDAnet from the dropdown
list box.
In the Print Default Ins Form for eClaims, choose CDA Standard Dental
from the dropdown list box.
Click OK to save your changes.
By setting the default insurance form to CDAnet, when a new employer is
set up, CDAnet is automatically assigned as the means for submitting
insurance claims.
However, you can overwrite this default for individual employers as
necessary.
To change the current insurance form for all employers, go to Utilities |
Mass Updates | Global Employer Preferences. Select the Default
Insurance Form checkbox and choose another insurance form from the
Form dropdown list box.
Changing the Default Insurance Form
for an Employer
These instructions show how to change an employer’s default insurance
form from paper claims to electronic submission. If you need to change the
default insurance form for several employers, you need to perform a mass
update of all employer preferences.
Go to Lists and choose Employer/Coverage List.
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eBusiness • 455
Highlight the employer and click the Edit button. The Edit Employer
window is displayed (see the following image).
1.
In the Ins. Form field, choose CDAnet from the dropdown list box.
2.
Select the Default insurance form to be used when opting to print your
electronic claim.
3.
Click OK to save your changes.
By changing the default insurance form to CDAnet, claims prepared for
this employer will be set up to be submitted electronically.
Provider Identification
As with all insurance claims, it is important to make sure that the correct
unique number, office number, and so on, are set up for the provider.
Before submitting electronic claims, it is a good idea to review this
information. To do this, follow these instructions:
456 • eBusiness
1.
Go to Lists | Practice Management Lists and choose Provider/Staff.
2.
Highlight the provider and click Edit. The Edit Provider window is
displayed.
3.
From the Edit Provider window, click Identification. The Provider
Identification window is displayed (see the following image).
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Verify the identification number and make changes as necessary. The most
important information to verify is the Billing, Unique,CDA Provider and
CDA Office numbers. Enter any of the relevant Other IDs. Click OK to
save any changes, or click Cancel to exit without saving any changes.
Click OK again from the Edit Provider window to save your changes.
Clients Submitting with eClaims
eClaims Preferences Setup
Before submitting electronic claims or pre-authorizations, electronic claims
preferences need to be set up properly.
•
From the File menu, choose Preferences.
•
Click the eBusiness tab.
•
Choose Electronic Claims from the Service dropdown list box and
select CDAnet from the Provider dropdown list box.
•
Check the box next to CDAnet Claims.
•
CCD Path: browse to the CCD file.
•
Modem: use the drop down arrow to select the modem in this
computer that will be sending claims. Any computer that will be
sending claims needs to have a modem.
Save – Click Save when you are finished setting up the eClaims
preferences.
Editing Insurance Companies for CDANet
Before submitting electronic claims to CDAnet, each insurance company
registered with CDAnet must have the carrier ID, network, CDAnet version
and claim age limit entered.
Go to Lists | Practice Management Lists and choose Insurance
Companies. Then, select the insurance company you want to edit.
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eBusiness • 457
Submitting Electronic Claims/PreAuthorizations using CDAnet
1.
To submit claims, go PROCESS INSURANCE CLAIMS.
2.
Click on the Unsubmitted Elec checkbox
3.
Mark the claims you wish to submit.
4.
Click Process.
The following window is displayed.
Preverifications
Your software now performs a series of tests to ensure that your claim has
the necessary information.
The software checks for the following types of errors:
•
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No CDAnet provider or office number
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•
No insurance company
•
Incomplete or no patient address lines
•
No birthdate for primary or secondary policy holders
If the claim has incomplete information, a report can be printed or viewed.
The incomplete claims will not be submitted until the information is
updated. If a connection is not established the first time, EagleSoft
continues to dial the number up to three times.
When the connection is established, a status message appears in the upper
middle of the window to inform you of transmission progress.
Claims Status
Pre-authorizations are listed in green on the claims window. Preauthorizations can be submitted; however, the status of the claim is not
updated.
As claims are electronically submitted, their status will change.
Use the following to determine the status of a claim:
Status
Unsubmitted – Claims will appear in this view when Print Later is
selected from the Insurance Questions screen during the walkout or when
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eBusiness • 459
selecting Print/Submit Secondary Claim Later when prompted to submit
the secondary claim.
Unsubmitted Electronic – Claims will appear in this view when
Electronic Submit is selected from the Insurance Questions screen during
the walkout
In Process – Claims will appear in this view if the batch is waiting to be
adjudicated.
Open – Claims will appear in this view when Print Now or Submit
Manually is selected from the Insurance Questions screen during the
walkout or when the claim has been successfully submitted to the insurance
company
Receiving Claim Information
Normally, when you submit claims, EagleSoft checks for any reports
regarding previously submitted claims and downloads the reports, if
available.In Process Insurance Claims, click on the Reconcilliation
button. Choose the Network and Carrier you wish to check as well as the
provider with the correct billing provider/office # and the date to reconcile.
Summary will print a summary of the activity from these choices.
Payments will print a list of payments and Cancel takes you out of this
screen.
Reprinting Reports
If you need to reprint reports, EagleSoft stores the last five reports
downloads. To access these reports, click on the Past Reports button in the
Process Insurance Claims window and select the correct date from the list.
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Online Center
Introduction
The Online Center can be viewed but not available for use in Canada.
Features from Patterson Technology Center, World Wide Web Links, and
eMagine can be accessed. You must have Microsoft Internet Explorer 5.0 or
higher to use this function.
If you have Internet access, you can access the Web site links.
Online Menu
Use the Online menu on the EagleSoft toolbar to access additional support
tools.
Remote Support From Patterson Technology
Center
Select this option under the direction of a Patterson Support Specialist to
allow the specialist to access your computer remotely.
Live Help
Select the Live Help option to send a message directly to a Patterson
Support Specialist for assistance. A real-time chat session will begin,
allowing the specialist and your office to communicate directly online.
FAQ
Click the FAQ icon to access EagleSoft’s Technical Support Department
page. Receive quick 24-hour software assistance by using the Frequently
Asked Questions, the Solution Database or Personal Assistance (e-mail).
Click on Search the Solution Database by entering keywords or phrases
that are related to your concern. If you have any more questions, or you
prefer the personal touch, click on Ask Us under Personal Assistance.
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Online Center • 461
Your query will be e-mailed to EagleSoft Technical Support and
responded to within 24 business hours.
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End-of-Day/End-of-Month
Overview
The End-of-Day (EOD) option is used to group together all of the
transactions since the last time an End-Of-Day was processed and generate
reports based on that time period. Regardless of when EOD is processed, it
will only process those transactions that have taken place since you last
processed EOD.
Processing End-of-Day
From the Activities menu, choose Practice Management Activities and then
Process End-Of-Day. The Process End-of-Day window is displayed.
Review the default Description, the current date. If you would like to
modify it, type a new Description.
The number of Transactions Since Last End-of-Day and the date End-ofDay was Last Processed On is displayed.
When processing EOD while transactions are still being entered or
modified in EagleSoft, you need to choose a final transaction to include on
the current EOD. To do this, click the Choose the last transaction to include
dropdown list box and select the final transaction to include on the EOD.
If any of the following tasks are being performed, you are unable to process
EOD unless you have exclusive use (all others need to be logged off
EagleSoft):
•
Aging all accounts using True Date aging
•
Adjust accounts with offsetting debits and credits
•
Update late payment plans
If none of these tasks are being performed, select a transaction and continue
processing EOD.
Select the Age all accounts using the True Date Aging checkbox if you
would like to age all accounts using this method. True Date aging ages
accounts by service date and can be done daily.
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End-of-Day/End-of-Month • 463
Note: Using this method may significantly increase the length of time
required to process the EOD.
Select the Save Indicators to File checkbox to use Infoport to export your
indicators to a spreadsheet program. The At EOD, Export Indicators to
File checkbox on the Accounting Preferences tab must be selected for this
option to be available.
Select Adj. accts. seen today with offsetting debits & credits if you want
the end-of-day process to adjust the accounts.
Check Update Late Payment Plans if you wish to apply overdue payment
plan accounts to the current balance. Also, key in the number of days
overdue.
Select the reports you’d like to print for this day. The reports that may be
printed when processing the End-of-Day are:
Deposit Slip
Post Op Calls
Audit Trail
Secondary Deposit
Slip
Collections
Reconciliation
Deposit w/ Itemized
Cash
Production
Reconciliation
Provider Productivity
Adjustment
Reconciliation
Day Sheet
Deleted Transactions
Scheduler Audit Trail
Appts Without
Walkouts
Prescriptions
Practice Audit Trail
Analysis
For more information on printing EOD reports, see End-of-Day Reports.
Click Setup to direct the reports to a different printer than the current
default.
Click OK to process the EOD.
You are then prompted to make sure that you want to proceed. If you do,
click Yes. If you do not want to proceed, click No.
If you choose No, click Cancel to exit this option and return to the
EagleSoft Main menu.
Once all of the no productivity reports have been printed, EagleSoft
prompts you to review these reports. If you want to continue with EOD
processing, click Yes.
If you do not want to proceed with EOD processing, click No. If you
choose No, your day has not been processed completely, even though
some of the reports have printed. You need to start the End-of-Day process
again before entering new transactions into your system. Otherwise, new
transactions are entered for the current day.
End-of-Day Reports
Printing Daily Reports from the Reports Menu
In addition to printing the reports through the End-of-Day process, you
may use the Reports menu for the following situations:
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•
•
•
Print a daily report for a previous EOD (Other Range of EODs).
This may be used to reprint a day’s report(s) if they printed
incorrectly
Reprint reports from the previous day if they did not print
successfully
Print the day’s activity prior to processing the EOD (Today)
From the Reports menu, select the appropriate End-of-Day report. For
example, select the Daily Audit Trail report from the Financial Report
Grouping.
For the most recent processed day’s totals, choose the Other Range of End
Of Days report. This automatically uses the last End-of-Day you processed
for its totals. Click Preview Report to generate the report on window.
Click Print to print the report.
Deposit Slip/Secondary Deposit Slip
Because most banks do not need to see your credit card deposits, and so on,
EagleSoft offers the Secondary Deposit report. This report is specifically
designed to display the Payment Types set up in EagleSoft to be included
on this report. These payment types, however, are excluded from the main
Deposit Slip report.
Note: If you want payment types to be on the Secondary Deposit Slip
report, you must select the Include on Secondary Deposit checkbox.
For more information on setting payment types up, see the section on
Payment Types in the General Setup chapter located in the Setting up
Your Software unit.
If you have multiple providers, and you want all provider payments to be
shown on one deposit report, make sure all providers have the same Bank
Account Number in Lists | Practice Management Lists | Providers/Staff |
Identification.
Processing End-of-Month
Process End-of-Day
You must first process the EOD for the current day before processing
EOM.
First time users: One End-of-Month must be processed without selecting
the end transaction. After the first time, you will be allowed to select the
transaction from the dropdown list on which you wish to end the month.
Print Statements
We recommend you print/process statements before processing EOM.
Even though statements can be processed at any time, most clients find
printing statements before running EOM to be more efficient overall.
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Statements can be processed at any time. They do not necessarily need to
be printed before processing EOM.
Perform Monthly Backup
Using the same procedures you use to make your daily backup, we
recommend you make a separate monthly backup. When the backup is
complete, it should be kept in a safe, dry location outside your practice,
such as a safe deposit box.
For more information on making backups, see the Making Backups chapter
located in the System Maintenance and Backups unit.
Age Accounts
EagleSoft provides you with two different methods to age accounts:
Category Aging and True Date Aging.
For more information about aging accounts, see the Aging Accounts
chapter.
Processing End-of-Month
Go to Activities and choose Process End-of-Month. The Process End-ofMonth window is displayed.
Review the default Description, the current month and year. If the
description does not reflect the month being processed or if you would like
to modify it, type a new description.
Choose the EOD to be included. Select the End-of-Day to be the ending
point for the End-of-Month that you are processing.
The number of Transactions Since Last EOM and the Last EOM
information will be displayed.
The Reset Insurance Balances option is used to reset the remaining
benefits and remaining deductible for all patients with insurance plans that
renew in a particular month.
For example, if you wish to reset the maximum benefits or remaining
deductible for all insurance plans with an anniversary date of January 1, key
in 1 and 1 in the With an Anniversary Month Between fields. This would
apply when processing End-of-Month for December.
Check Run End-of-Year with EOM if you wish to reset yearly totals. For
more information about processing EOY, see the following Processing
End-of-Year section.
Check the box next to the reports you want to print. The reports to choose
from are:
Accounts Receivable
Referral Production
Coverage Productivity
Day Sheet
Provider Productivity
Check the box next to the End-of-Month Clean Up tasks you want to
perform. The tasks are:
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•
Delete Past Appointments
•
Delete OnSchedule Audit Trail Files
•
Delete Electronic Submission History
The next window that appears asks if you want to search for appointments
for deletion.
1.
Select the Appointment Search for Deletion options and click OK.
2.
Select an audit trail and click Preview to view the report, or click
Delete to delete the report. Click Close to continue with the EOM
processing.
3.
Enter a date and click OK to delete the electronic submissions on or
before the date.
A progress meter appears displaying the percentage of the process
completed.
Processing End-of-Year
There are two methods of processing EOY: during the End-of-Month
process from the End-of-Month window or from the End-of-Year
window. If you are processing an end-of-month for the last month of your
fiscal year, you can choose the option of processing the end-of-year as well.
If processing EOY right after EOM is not convenient for you, choose the
EOY option.
Before Processing End-of-Year
Before you process EOY, it is very important that you:
•
Perform your monthly backup
•
Perform your yearly backup
For more information on making backups, see the Making Backups chapter
in the System Maintenance and Backups unit.
When Processing End-of-Year with End-ofMonth
Check the box next to Run End-of-Year with EOM. The Transactions
Since Last End-of-Year is displayed. Also, the Last EOY information
(date, time and user) is displayed.
When you are ready to proceed, click OK to process the EOM and EOY.
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Select the EOY reports you want to print and click OK. A progress meter
appears displaying the percentage of the process completed.
Note: Once this process has taken place, it cannot be reversed without
restoring a backup prior to processing End-of-Month/End-of-Year.
Choose Cancel to exit the window and return to the Front Office window.
When Processing End-of-Year Separately
Go to Activities | Practice Management Activities and choose Process
End-of-Year.
The Process End-of-Year window displays the number of transactions
since the EOY and the date and time for the EOY.
If applicable, click the Reset Insurance Balances for Insurance Plans
checkbox and enter the anniversary months to reset the insurance plan
balances.
Choose the EOY reports you want to print.
Click OK to process EOY.
Provider Productivity
All month-to-date (MTD) accumulators are reset during the process of
EOM. All year-to-date (YTD) accumulators are reset during EOY
processing
To help you track the performance of your office and the trends that are
taking place in your office, EagleSoft calculates several monthly and
yearly totals. These productivity totals are calculated for each month and
are reset at the time that the end-of-month is processed.
Reviewing Provider Productivity
Monitoring provider productivity is a very important component of any
practice management system. For offices with multiple doctors, provider
productivity is a critical component. This section shows you where to
review these totals, and provides a more detailed definition as to what the
totals actually reflect.
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The following are areas within EagleSoft where provider productivity can
be reviewed:
The Provider Productivity report reveals patients seen as well as
adjustment, production, and collection for the time period indicated. The
Month-to-Date and Year-To-Date totals are also reflected on this report.
Print this report during the Process End-of-Day or through the Reports
menu
The Practice Management features SnapShot and Trends give
productivity, goals and other information for the entire practice
The Productivity button in the Edit Provider window reveals the same
information as the monthly and yearly provider totals as well as the
Accounts Receivable report for the current provider
Adjustments, Production and Collections
The following transactions can be marked to impact Adjustments,
Production and Collections:
Debit Adjustment
Credit Adjustment
Returned Check
Write-off Account
Billing Charge
Finance Charge
According to what they are marked to impact, the preceding transactions
will be included in the total of one of the following columns: Adjustments,
Production and Collections. The Day Sheet and Provider Productivity
reports reflect these totals.
Adjustments – A transaction that is figured into the adjustments totals on
the Provider Productivity report. The Adjustments Reconciliation
reports reflect all transactions that calculate the adjustment totals.
Production – A transaction that is figured into the production totals on the
Provider Productivity report. The Production Reconciliation reports
reflect all transactions that calculate the production total, including
adjustments marked to impact production.
•
If the adjustment is a debit transaction marked to impact
production, the amount is added to the production totals
•
If the adjustment is a credit transaction marked to impact
production, the amount is subtracted from the production totals
Collections – A transaction that is figured into the collection totals on the
Provider Productivity report. The Collection Reconciliation reports
reflect all transactions that calculate the collections totals, including
adjustments marked to impact collections.
Patterson EagleSoft 15.00
•
If the adjustment is a debit transaction marked to impact
collections, the amount will be subtracted from the collections
totals
•
If the adjustment is a credit transaction marked to impact
collections, the amount will be added to the collections totals
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Practice Administration Tools –
Unit 8
The Practice Administration Tools unit contains the following chapters:
Patient Summary
SmartDoc
Reports
Practice Management – SnapShot, Revenue Opportunities, The Money Finder, Trends
Route Sheets
InContact
InTouch
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Patient Summary
Overview
Use the Patient Summary to review patient demographic information,
account balance, primary and secondary insurance, last payment
information, recall and appointment information for all patients within the
account.
Viewing Patient Summary
Go to Activities and choose Patient Summary. The Patient Summary
window is displayed.
Enter the full or partial last name of the patient and press the Tab key. Or,
in the ID field, enter the ID of the patient and press the Tab key. You can
also press the F2 key and select the patient from the Person List.
Review the information displayed for the selected patient.
You can view biographical information for a different patient in the account
by highlighting the patient in the Patient List in the Patient Summary
window.
Select Patient to access the Edit Patient window for the current patient.
Select Insur. Info to view a summary of the selected patient’s insurance
information.
Choose OK to return to the main menu or Cancel to display information for
another patient/account.
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Using the Right-Click Menu
The Patient Summary window offers several options by right-clicking on
the patient name. This functionality is available in all of the main windows,
such as Insurance Payment, Walkout Statement, Treatment Plan and so on.
The following is a list of the right-click functions:
Choose:
To:
Call
Choose to call the patient’s work or home
phone numbers.
Treatment Plan
View and edit any treatment plan items that
are set up for this patient.
Insurance Info
View the patient’s insurance information, as
well as any outstanding claims.
View Claims For Patient
View insurance claims for the selected
patient.
View Claims For
Account
View claims for this patient’s account.
View Rx Information
View prescription information for the
selected patient.
Send To
Send a letter through InTouch or an e-mail
through your e-mail program.
View History
View patient history.
Print Queue Statement
Activate the Statement Wizard to print an
individual statement for the current patient.
Reprint Last Statement
Reprint the last statement that was sent to
the current patient.
SmartDoc
Open SmartDoc.
Schedule Patient
Schedule this patient.
Schedule Family
Open the Family Schedule window.
Clinical
Open the selected Clinical module
(if Clinical is installed).
View Referral
Information
Display the Patient Referral Information
window.
View/Reprint Walkouts
For Account
View or reprint walkouts for this account
through the Walkout Statement Utilities.
Patient Summary
View or print a report of the patient history.
Note History
Edit, view or record patient notes.
Patient Route Sheets
Print a route sheet for this patient.
Patient Signatures
View/edit the list of patient signatures.
Ck Eligibility
Check patient elegibility through CDAnet.
Fast CheckIn
Sends patient to Fast CheckIn.
View the chapter pertaining to the feature that you are interested in to find
more information.
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Printing Patient Summary
The Patient Summary window gives you the option of printing the
patient’s information.
Select Print.
The Report Preview window appears.
From the Report Preview window, select Print when you are ready to print
the information.
Select Cancel to exit.
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SmartDoc
SmartDoc Overview
SmartDoc allows you to save reports, medical histories, letters and more
without printing and filing. Documents created or imported into SmartDoc
have the same inherent capabilities of the proprietary software from which
they originated. SmartDoc was designed to coordinate with MS Office 2000
and higher. Earlier versions of Office will perform with limitations. Use of
Open Office is prohibited.
SmartDoc Preferences
SmartDoc is accessible from person, provider, insurance, practice info,
lab tracking, referral sources, toolbars and right-click menus throughout
the program.
Add, create and save documents in SmartDoc. To set your SmartDoc
preferences, go to File | Preferences. In the SmartDoc Preferences, select
the checkboxes for the types of files you wish to use. Note: PDF and JPG
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are always allowed. Select the checkbox to Set Document Info on Import
or Default imported documents to Private to instruct SmartDoc on how to
handle your incoming documents. Select the dropdown arrow to set your
JPG quality.
In the next section, select the EagleSoft reports that you want to always
create in the SmartDoc. Select the dropdown arrows to select what file
type you prefer for each document.
Import EagleSoft Documents
From the SmartDoc Preferences, select the checkbox associated with the
EagleSoft document desired. Use the dropdown menu to select from the
following formats: PDF and JPG. Select the group from the dropdown
menu. Select the checkbox Ask for signature to embed a signature within
the document using the Patient Signature feature. A signature window
appears for new signature capture.
To create a new Document Group, select Lists | Document Groups.
Select the New button to create a new Document Group. Select the Edit
button to edit an existing group. Select the Delete button to delete a group.
Select the Report button to view a report of Document Groups. Select the
Close button to exit the Document Groups window.
Access SmartDoc from a number of locations within Patterson EagleSoft
including: Insurance, Practice Information, Provider/Staff and more
using the SmartDoc button.
Accessing SmartDoc
To open the SmartDoc, select Activities | SmartDoc. The Patient List
appears. Select the appropriate patient. To create a new document, select
File | New Document. The following window appears.
From the New Document window, select the document type you wish to
use. Select the Private checkbox to restrict viewing of the selected
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document to include only the user who created it. Select OK. Select
Cancel to close the window without selecting a document type.
To view a single existing document that was created outside of EagleSoft,
select File | Open. Browse to the folder containing your files.
To import multiple existing documents that were created outside of
EagleSoft, select File | Import. Browse to the computer on your network
containing the documents. Select the document from the proper folder.
Using SmartDoc
To access saved documents in the SmartDoc, select the document from the
Recent Documents menu. From here, documents can be edited or deleted.
Each document must be saved before opening or creating a new document.
Documents saved as .PDF or .jpg are considered ‘read-only’ items and
cannot be edited.
To use the Signature tool on a SmartDoc document, select File |
Signature or select the Signature button on the toolbar. Signed documents
exist as ‘read-only’ files until the signature is removed from the document.
To remove the signature, select the Unsign button. Signed documents
cannot be deleted.
Obtain a new patient signature and select Use. Select Cancel to close the
window. Select Clear Tablet to erase the signature. Select the F1 key to
read more about the Signature Pad functions.
In the Documents menu, select the New Letters option to open the
InTouch letter templates including VTY letters. Double-select to select a
letter template to be used in SmartDoc. The letter options will be merged
at this time.
Select the Documents By Group option to view the Document Groups.
Select the plus sign next to the Document Group folder to display the
documents contained within. Double-select to select a document from
within a Document Group.
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Documents created or imported into the SmartDoc have the same
capabilities of the proprietary software from which they originated.
Use the Document Information checkboxes to designate your PIPEDA
documents. Select from the following options: Notice of Privacy Practice,
Consent and Privacy Authorization.
Merge Creation from SmartDoc
SmartDoc Word Merge
Using Microsoft Word, create letters and templates using the InTouch
merge field. Open a Word document in SmartDoc and select the Letter
Merge field. Select the Insert button to add the merge field to the
document.
Select the Merge button or select File | Merge Data to populate the merge
fields.
Use this to create new letters or export the document to create a template for
office use that can be imported back into SmartDoc.
Batch Merge
Note: When using SmartDoc in batch merge mode, documents will not
display and the options to Export, eMail, Document Information,
Sign/Unsign, Transfer, and so on will be disabled.
Use the merge capabilities by creating a new Word document or using an
existing letter from InTouch. Use the Letter Merge to add more merge
columns to the current document. In batch mode, the Merge button will be
disabled but the merge will occur when the document is printed or saved.
Select the New or Edit icon from the toolbar (shown above). This allows
you to create a new letter or edit an existing letter. Select the checkbox
Format On Insert. The Choose a <<>> Format window displays
allowing the user to choose a format from the dropdown list or enter a
format. The data type of the merge column determines the format types
available.
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Create Batch Merge Files
In InContact, Recalls and Money Finder, create a batch from the Print
On list.
Create a Patient batch using the following reports: Delinquent Accounts,
Ortho Patient Master, Ortho Patient By Billing Period, Patient Master,
Patient PIPEDA Information and Production by Patient.
Create an Insurance batch from the Insurance Company Master report.
The following image is an example of the SmartDoc Batch option when
printing the Insurance Company Master Report.
Create an Other Referral batch from the Patients Currently Referred
Out report.
Printing a Batch
When printing or saving, a progress window will display showing the
current patient name and the total number of files to be printed or saved.
Select Cancel to stop processing a batch and return to SmartDoc.
Merge Images into SmartDoc
Image Merge is accessible from the SmartDoc toolbar or you can select
Insert Patient Image from the File menu. This new option will be
available from the SmartDoc toolbar in the following areas: Patient,
Provider, Insurance Company, Lab, Referrals, and Practice. These
options are only available when using a Word, Excel, or PowerPoint
document.
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Example Images are
available from this window as
well as patient specific
images.
To insert a Patient Image, select the checkbox associated with the desired
image. Highlighting a selection will allow you to preview the image to the
right. The selected images will be displayed as thumbnails at the bottom of
the screen. Select OK to complete the process.
To resize the image, select and drag the image using the resizing handles at
the corners of the image.
When using this feature in the Provider, Insurance Company, Lab,
Referrals, or Practice SmartDoc areas, you will first be prompted to select
a patient from the patient list. Selecting Use on the Patient list will prompt
the SmartDoc Image Selector window for the chosen patient to display.
You may then import these images into Insurance Company, Referral,
Provider, Lab, or Practice documents.
Image Merge in SmartDoc
In SmartDoc, a new merge field will be added to each merge type
dropdown called Patient Image. When this field is inserted, a new
placeholder will be added to the document. This placeholder(s) will be
embedded into MS Word for images to be placed.
When this item is chosen,
the Format On Insert
checkbox will be disabled.
Placeholders cannot be
formatted.
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Creating a SmartDoc letter with images
To create a SmartDoc letter, first create or open a Word document or
existing letter. To add images to this letter template, select Patient Image
from the merge type dropdown and select Insert. Resize and rearrange the
placeholders, if desired. (Note: In order to create a SmartDoc letter
template in which the placeholders and merged images will always maintain
an absolute position on the page, it is recommended to create a table to
insert the images into. Tables can be created by using Word’s insert
menu.)
Saving a SmartDoc letter with images
To save a SmartDoc letter template:
1.
Choose Save As Letter from the menu or toolbar.
2.
The Save As SmartDoc Letter window will open allowing the user to
choose a name for a new letter or overwrite an existing SmartDoc
letter.
3.
Select OK to save the letter. Once saved, the letter will appear in the
Letters pane in SmartDoc; a Word icon designates the SmartDoc letter
templates.
To add images, select Patient Image from the merge columns list and select
Insert.
SmartDoc letter templates allow
you to create a non-patient
specific letter that can be used for
all patients. Insert image
placeholders into SmartDoc
letters without attaching them to
specific images. This allows you
to use the same templates for
multiple purposes.
Using a SmartDoc letter to merge images
Select the desired SmartDoc letter template from the Letters pane.
Delete any undesired image placeholders.
Choose to Merge Data using the menu option or toolbar button; the image
selection window opens.
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In the Image Selection window, choose a number of images less than or
equal to the number of placeholders. You can merge multiple times, if
desired, to fill all placeholders. Placeholders are filled in order according to
their assigned numbers. Images are filled in the order that they are selected
in the image selection window.
To remove a merged image:
1.
Highlight the desired image.
2.
Select Remove Merged Image from the menu or toolbar.
3.
Select Save to prompt the merge of any empty placeholders.
4.
Select Print to print the empty placeholders.
Merging images
To merge:
1.
Select Merge. The image selection window opens.
2.
Select the number of images equal to the number of placeholders. If
you choose to merge fewer images than available placeholders, only
those images will be merged.
3.
Select Merge again to insert additional images into the remaining
placeholders.
4.
Select Print or Save will also prompt to merge any empty
placeholders.
5.
Select Cancel to end without merging images.
Placeholders
They are a beige coloured box displaying text pertaining to the image name.
Select or delete the placeholder prior to merging images.
Patient images will be resized to fit into the placeholder but maintain the
same aspect ratio. If the user selects one or more placeholders and selects
the Insert Patient Image toolbar button, the entire selection will be replaced.
Letters List
SmartDoc letters are visible in the Letters List. However, electing to edit
a SmartDoc letter from InTouch will display the following message:
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SmartDoc letters can be deleted from the Letters List.
Send Image to SmartDoc
In Advanced Imaging, right-click the desired image. Select Send to
SmartDoc from the menu. The selected image is removed from the image
exam and a new image file is created in SmartDoc.
EOY Reports For SmartDoc
End-of-Year reports are automatically added to the SmartDoc record for
the practice. This option can be turned off in the SmartDoc section of the
Preferences window.
EagleSoft will also be automatically saving Adobe .PDF copies of your
selected End-of-Year reports. These will be saved in EagleSoft shared
files. These files will be overwritten each time that the End-of-Year is
processed.
Custom Print to SmartDoc
Under File | Preferences | Images, select the checkbox Save custom image
printouts to SmartDoc. This allows you to generate a SmartDoc image
file for the selected patient.
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Reports
Overview
There are over 130 different reports available through EagleSoft. To
make searching easier, each report has been located in one or more report
groupings including Financial, Insurance, Patients, Providers,
Scheduler, Services, Tx/Rx/Lab, Referrals, Quick Reports, and My
Favorites. You may choose to either view a listing of all reports or only
those reports belonging to a particular group.
Generating and Printing Reports
From the EagleSoft menu, choose All Reports, or choose Reports from
the toolbar. Choose a specific report category or choose All Reports to
view a listing of all reports available.
Using the tabs, choose a report category from the Report Listing. The
available reports for that report category are displayed.
Select the report to generate and select OK.
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Some reports display a primary report filter before the report preview (see
the following image). Specify the following criteria: providers, patients and
date ranges.
After specifying the filter criteria (if applicable), the Report Preview
window is displayed (see the following image).
Select the Zoom Control percentage you prefer.
Choose Filter to filter only selected information into a report.
Right-click the Report Preview window to access functions more quickly.
From the right-click menu you can filter, toggle the rulers, skip to various
pages in the report, print the report and save the report data as a text (txt), an
excel (xls) or a comma delimited (csv) file.
Choose Sort to change the order in which the items on the report appear.
To change the Sort options, drag the field from Source Data to the
Columns section on the right. You are able to drag and drop only columns
that are available for that particular report.
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Choose Rulers to toggle the rulers on and off.
Use the arrows to change the page you are previewing.
|<
Previews the first page of the report.
<
Previews the previous page.
>
Previews the next page.
>|
Previews the last page of the report.
Choose Print to print the report. Depending on the report, you may be
presented with a Print Options window that allows you to specify how the
data is printed (for example, Labels, Report).
Choose Cancel to exit the window and return to the Front Office window.
Report Filters
Many reports can be filtered to print only certain information to better
provide you with the specific information you need. The filter enables you
to determine the amount and type of information contained in a report. For
example, to print a report of all active patients who live in Calgary and have
dental insurance, use the filter feature to select that information.
Patient Filter
From the Report Preview window, choose Filter. The Patient Filter
window is displayed.
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From the Search By Person field, select ID or Name and type the range.
From the Types Of People field, select the City, People Marked As, Status,
Sex, Marital Status, Orthodontic Status and Insurance Status.
From the Other Ranges field, type the Age Range, Birthday Range, Date
Entered, First and Last Visit Dates, Next Prev. and Reg. Appts, Next Recall
Date, Cancelled or Failed Appts, MTD and YTD Sales and Patient Balance.
Choose Print Filter to print this window displaying your filter choices.
This can be used to save filter choices for future criteria searches.
Choose OK to save and return to the Report Preview window to print the
report.
Patients by Insurance Report Filter
Locate this new report under Reports | Patients.
In the Patients by Insurance Company report, select the Ins Company
hyperlink. Select a specific insurance company by which to filter the
report.
Patients by Employer Report Filter
Locate this new report under Reports | Patients.
In the Patients by Employer report, select the Employer hyperlink. Select
a specific employer by which to filter the report.
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Accounts Filter
From the Report Preview window, select Filter. The Accounts Filter
window is displayed (see the previous image).
From the Range of Account Balances section, enter an account balance
range for the accounts you want to print in this report.
From the Last Personal Payment Date section, enter a date range, if
applicable. If needed, select the Include Accounts With No Payments
checkbox. This includes those accounts that have made no payments.
From the Last Personal Payment Amount section, enter a payment
amount range.
Select the checkbox for Ortho Patients Only or Exclude Ortho Patients.
Select the Account Type from the available list. Use the Shift key to select
multiple consecutive types. Use the Ctrl key to select multiple
nonconsecutive types.
From the Has Portion of Account Balance In section, select Current,
Thirty Day, Sixty Day or Ninety Day.
Select Print Filter to print the filter window as it appears.
Select Print to print the report.
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Provider Filter
From the Primary Report Filter, select the Dates from the dropdown list.
If using a range of dates, select them in the Range fields
Select the Provider(s). Use the Shift key to select multiple consecutive
types. Use the Ctrl key to select multiple nonconsecutive types.
Select Preview Report.
Quick Reports
Create customized groupings of reports using Quick Reports. Quick
Reports allow you to create a batch or queue of the reports that you use
most often. Create Quick Report batches for additional accounting reports,
patient based reports, referral report groups and more.
Depending on the report
selected, you may need to
establish the filter parameters
prior to adding to Quick
Report.
Patterson EagleSoft 15.00
In the Reports listing, right-click the desired report. To create a new Quick
Report, select Add this report to a new Quick Report. The New Quick
Report window appears.
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Enter a Description and select OK.
Filters and sorts cannot be
saved for those reports that
filter only from the preview
window. You will need to select
Preview and manually sort or
filter each time.
Select the Quick Reports tab. All Quick Reports that you have created
will be listed by the description name.
To add a report to an existing Quick Report, right-click the report and
select Add this report to an existing Quick Report. Select the Quick
Report to which you wish to add the selected report.
Select the Preview checkbox to preview the selected report prior to
printing.
Using Reports With Other Date Ranges
When creating a Quick Report batch using reports using an other range of
dates such as Other Range of End of Days or Other Range of End of
Months, you will need to establish that criteria when you add the report and
when you choose to print or preview.
For example, selecting Procedures by Provider will launch the Primary
Report Filter asking for additional information.
Select the desired Range and Provider.
When processing your Quick Report batch, the Primary Report Filter
will display with the criteria that you previously selected. The report name
will appear in the blue header bar.
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Use the predetermined Range or select a new one at the time of processing
your Quick Report batch.
Any filter attached to a saved Quick Report batch may be edited at anytime
by selecting the Edit Report button from the Quick Reports tab. The Edit
Quick Report window displays all reports that have been added to that
Quick Report. Highlight the desired report and select Edit Filter. Reports
may also be removed from this window by highlighting the desired report
and selecting Remove.
Available Reports
All Reports
Provides an alphabetical listing of all reports available in EagleSoft.
Financial
Report Name
Displays
Accounts Receivable By Provider- A/R information by Provider, Current,
Detailed and Summary
Total Due, Estimated Insurance and Due
Now. Now you can choose an All
Providers option for this report.
Account Balances by Provider
Accounts Receivable By
Responsible Party
Patterson EagleSoft 15.00
Displays the patient, provider, account
and provider balances.
A/R information on Responsible Parties
by Patient ID and Name, Current, 30
Day, 60 Day, 90 Day, Total and
Estimated Insurance Balances.
Accounts with Offsetting Debits
and Credits
Displays responsible parties and lists all
patients who have offsetting debits and
credits in their account.
Accounts Written Off
All accounts that have been written off
with the amounts and the date of writeoff.
Adjustments By Type
Lists adjustment to accounts, grouped by
type. Date, Responsible Parties,
Description, Debits and Credits are
provided.
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492 • Reports
Adjustment Reconciliation
Shows a detailed listing of all
transactions that impacted the adjustment
totals.
Audit Trail
All daily transactions with date, patient,
provider, walkout number, type and
description of service, debits and credits.
Collections Exceptions
Shows all collections received by a
provider other than the preferred dentist
of the patient.
Collections Reconciliation
Shows a detailed listing of all
transactions that impacted the collection
totals.
Daily Fee Exceptions
Shows all fees charged that differ from
the standard fee for a specific day,
including date and description of service,
patient name and ID, fee charged and
standard fee.
Daily Production/Collection
Summary
Shows Production, Collection, and
Adjustments by day. The current day’s
totals are not calculated until after the
EOD has been processed.
Day Sheet
All daily transaction totals divided into
credits and debits and their impact on
A/R.
Deleted Transactions
Shows deleted transactions within a
range of dates.
Delinquent Accounts
All delinquent accounts that meet the
specified criteria.
Deposit Report
Shows a listing of all payments, with
those payment types marked to be
included on the Primary Deposit report.
Deposit Report with Itemized
Cash
A deposit report showing itemized cash,
checks and other payments for a selected
range of dates.
Detailed Referral Productivity
Shows referral sources and the
production for which they are
responsible. Applies to referred patients
who had their first visit during your
specified range of dates.
Finance Charge Report
All accounts that have accrued a finance
charge.
Outstanding Balances By
Preferred Dentist
Shows the subtotal of balances for all
accounts associated with that preferred
dentist.
Outstanding Payment Plans
All outstanding payment plans. Filter
this report by days overdue.
Payment Reconciliation
Shows a detailed listing of all payment
transactions.
Patterson EagleSoft 15.00
Performance Summary
All daily transaction totals divided into
credit and debits and their impact on A/R
per provider.
Practice Audit Trail
Shows all activity for the specified date
range.
Practice Audit Trail Analysis
View all transactions (minus notes), then
summary of current, Month-To-Date,
Year-To-Date, and previous months totals
for the categories listed on the existing
Day Sheet.
Production Exceptions
All services performed by the selected
provider(s) during the specified date
range on patients who do not have that
provider listed as their preferred
provider.
Production Reconciliation
Shows all transactions during the
selected range of dates that had an impact
on production.
Referral Productivity – Detailed
Displays patients and their production
that have been referred to this practice by
each referral source.
Referral Productivity – Summary
This report shows referral productivity
by source for the selected range.
Referral Productivity – Yearly
Summary
This report shows referral productivity
by source for the annual total.
Returned Checks Report
All returned checks by account.
Secondary Deposit Report
A deposit slip for all payment types
marked to not be included on the main
deposit report.
Trends Practice Management
Displays saved Trends report.
Insurance
Report Name
Patterson EagleSoft 15.00
Displays
Coverage Production
Insurance coverage production (claims
submitted and received) by employer and
insurance company per month.
Electronic Claims Submission
Summary Report
Displays submission information for eClaims.
Employer Coverage Book Report
Shows the coverage book items for the
specified employer.
Employer Master – Detailed
Shows detailed information about each
employer.
Employer Master – Summary
Shows the insurance company name,
group number, contact and phone number
for each employer.
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Employers By Insurance
Company
Lists all employers and their insurance
companies.
Insurance Companies Master
Lists insurance companies in the system,
their address, local contact and phone
numbers.
Insurance Company History
Service code history by insurance
company, including the patient, provider,
service codes and fees.
Insurance Company Productivity
Shows productivity totals for claims
submitted and received for each
insurance company.
Outstanding Claims By Insurance Lists all outstanding insurance claims for
Company
each insurance company. The primary
report filter enables you to choose a
specific insurance company or all
insurance companies.
Outstanding Claims by Aging
Category
Outstanding Pre-Authorizations
By Insurance
Payment Groups – Detailed
Report
Report outstanding insurance claims by 029, 30-59, 60-89 or over 90 days.
Shows basic information on all open preauthorizations in the system, grouped by
insurance company.
List of insurance companies associated
with the claim office. Sorted by claim
office.
Patient
Report Name
Displays
Account History By Patient
Lists account history for a specific
patient within a specified date range.
Account History Report
Displays account history based on the
range of dates that you provide.
Account History Report – Mailable Account history report specifically
designed for most long billing envelopes:
the return address is printed so that it’s
visible through the envelope windows.
The mailable feature is also available for
account payment receipts.
494 • Reports
Account Summary
Displays information from the following
fields: Account Name, Last Statement
Information, Last Account Payment
Information, and Last Insurance
Payment Information for all accounts.
Accounts Marked Not To
Receive A Statement
Shows all accounts that are marked not to
receive a statement.
Contact List
Shows a general listing of all patients on
the Contact Manager.
Detailed Contact List
Shows a detailed listing of all patients on
the Contact Manager.
Patterson EagleSoft 15.00
Medical History Answers
Displays current medical history
information for the selected patient.
Medical History Exam
Blank medical history form. Print this
for patients to fill out.
New Persons
Lists patients entered into the system
since the last end-of-month processing.
Orthodontic Patients Master
A master list of all orthodontic patients.
Orthodontic Patients by Insurance Shows the next billing date and insurance
Billing Period
billing frequency for all orthodontic
patients who have insurance billing
frequency chosen in patient preferences.
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Patient Analysis Report
Shows various breakdowns of patient
information.
Patient Chart Labels
Chart labels for all patients (dot matrix
printer).
Patient Chart Laser Labels
Chart labels for all patients (laser labels).
Patient Fee Schedules
Lists fee schedules with service activity
for individual patients.
Patient History
Patient’s service history with the
provider and service codes.
Patient Registration Form
Displays a blank Patient Registration
form.
Patient Reg. Form with Pt. Info.
Displays the completed Patient
Registration form for the selected patient.
Patient Signatures
Displays all signatures acquired from a
selected patient
Patient Labels
Mailing labels for all patients.
Patient Laser Labels
Mailing laser labels for all patients.
Patient Master
Lists all patients with ID, address, and
responsible party information.
Patient Notes Audit Trail
Complete audit of all patient notes.
Patient Notes Master
Displays all Patient notes for a selected
patient during a selected date range.
Patients By Account Alert
Patients linked to each account alert.
Patients By Discount
Patients who are under each discount.
Patients By Employer
Patients linked to each employer.
Patients By Fee Schedule
Patients using each fee schedule.
Patients By Insurance Company
Patients linked to each insurance
company.
Patients By Patient Alert
Patients with an alert are displayed and
categorized by their alert.
Patients By Preferred Dentist
Shows all patients associated with the
specified dentist.
Patients By Preferred Hygienist
Shows all patients associated with the
specified hygienist.
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Patients By Responsible Party
Patients linked to each responsible party
and account balance.
Patients Currently Referred Out
Shows those patients currently referred
out based on the date they were referred.
Patients On Short Notice
Lists patients who can be called on short
notice to fill an open appointment.
Patients Seen
Lists patients who have had procedures
posted on the walkout statement today.
Lists patients with the same name entries
in the first and last name fields in the Edit
Person window.
Lists patients with the same entry in the
Social Insurance field on the Edit
Person window.
Patients with Duplicate Names
Patients with Duplicate Social
Insurance Numbers
Patients with E-mail Addresses
Lists all patients with e-mail addresses.
Patients Without Recalls
Lists patients who do not have a date
specified for the next recall.
Patients Without Visits
Shows all patients in the system without
a first visit date.
Production By Account
Revenue information (charges,
collections, estimated insurance, contract
balance) for all patients, Month-to-Date
and Year-to-Date.
Production By Patient
Revenue information (charges,
collections, estimated insurance, contract
balance) for all patients, month-to-date
and year-to-date.
Referred Patients
All patients who have been referred to
the practice and their referral source.
Top Referral Sources
Shows top referral sources ranked by the
number of patients referred based on the
specified date range.
Providers
Report Name
496 • Reports
Displays
Detailed Production by Provider
Shows production for each provider; that
is, the collections go to provider for that
production during selected range of
dates.
Employee Time Sheets
Shows employee time sheets for a
selected date range.
Post-Op Calls
Shows a listing of all scheduled postoperative calls scheduled for the date
range.
Patterson EagleSoft 15.00
Procedures By Provider
Procedures by provider and by service
code, including number of times a
procedure was performed, and
production per procedure.
Provider Facts
Provider facts, including address, license
and tax numbers, and insurance and
collections information.
Provider Goals
Lists the Daily Scheduled/Goal Amounts
for each provider.
Provider History
Lists all services performed, patients
seen, and fees charged by provider.
Provider on Insurance Master
Lists all providers who are set as
provider on insurance.
Provider Productivity
Provider productivity, including
production, Collections and Adjustments
by a specified date range.
Providers Master
Lists all providers who are entered in the
system.
RVU
This report shows the Relative Value
Units for the procedures completed by a
provider during the selected date range.
Security Profile Master
This report shows a breakdown of the
security access for each profile
Lists all employees designated to use the
time clock.
Time Sheet Employees
Time Sheet Work Types
Lists all work types being used in
connection with employee time sheets.
Scheduler
Report Name
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Displays
Appointment by Time Scheduled
By Service Type
Shows the amount of time scheduled for
each service type per provider, according
to services scheduled in the Edit
Appointment window. Each service
type is listed with the provider time
scheduled for each category.
Appointments
Basic information on all appointments
for the selected provider during the
selected range of dates.
Customized Hours Report
Displays all customized hours.
Office Chairs Master
Master report of all chairs set up in the
system for OnSchedule.
Patient Arrival Tracking Report
This report shows arrival times according
to arrival indicator setting
Reports • 497
Scheduled Appointments Not
Walked Out
Shows basic information on all
appointments scheduled but not walked
out during the selected range of dates.
Scheduled vs Goals By Provider
Shows scheduled production compared to
daily goals by provider for a range of
dates.
Scheduled vs Goals
Shows scheduled production compared to
daily goals for a range of dates.
Scheduler Audit Trail
Shows all modifications made to the
scheduler for the specified date range.
Scheduled vs Goals
Shows scheduled production compared to
daily goals for a range of dates.
Quick Fill List
Basic information on all patients in the
Quick Fill list.
Today’s Appointments
Shows a display of all appointments for
the current date.
Services
Report Name
Coverage Book Master
Displays
Lists all coverage books in your system.
Detailed Exploding Codes Master Lists exploding codes in detail with
service codes and fees.
Exploding Codes Master
Lists exploding codes by code ID and
description.
Fee Schedules – Detailed
Displays all patients, employers and their
fee schedules.
Fee Schedules Master
Lists all fee schedules by name.
Service Codes By Fee Schedule
Lists service codes categorized by each
fee schedule.
Service Codes By Standard Fee
Lists service codes by standard fee.
Service Codes By Type
Lists service codes categorized by
service type.
Service Codes Master
Lists all service codes with service types
and fees.
Service Codes Productivity
Master
Lists all service codes, fees and their
productivity for the month and year.
Service History
History of selected service by patient,
provider, and fee.
Service Type ProductivityDetailed
Lists all service codes and fees
categorized by type showing productivity
for the month and year.
Service Type Productivity-General Lists service types and their productivity
for the month and year.
Service Types Master
498 • Reports
Lists all service types.
Patterson EagleSoft 15.00
Standard Fee Master
Lists all standard fees
Tx/Rx/Lab
Report Name
Displays
Detailed Treatment Plans
Lists all treatment plans, including the
actual services marked as Proposed,
Accepted and Completed.
Lab Case Types Master
Displays all the lab case types in your
database.
Lab Cases Master
Displays a list of all current lab cases,
including the appointment date and time.
Laboratory Master
Displays a list of all laboratories.
Pharmacy Master
Displays a list of all the pharmacies.
Prescription History Report
Displays a list of all prescriptions for a
selected patient or provider within a
range of dates.
Prescription Template Master
Displays a list of all prescription
templates.
Rx Drugs Master
Displays a list of all prescription drugs.
Treatment Plans Master
Lists all treatment plans, including the
dollar amounts proposed, accepted and
completed treatments for the treatment
plan.
Other Reports
These reports are only listed under the All tab.
Report Name
Displays
Patterson EagleSoft 15.00
Account Alerts Master
Master report of all account alerts that
are set up in your system.
Adjustment Types Report
Master report of all adjustment types that
are set up in your system.
Discounts Master
Master report of all discounts set up in
your system.
Electronic Submission Summary
Displays a summary of all electronic
submissions
Employer Prompts Master
Master report of all employer prompts
that are set up in your system.
Letters Master
Master report of all letters that are set up
in your system.
Payment Types Master
Master report of all payment types set up
in your system.
Practice Information Report
Shows general practice information and
the various preferences you have
previously set up.
Reports • 499
Messages Master
Master report of all messages that are set
up in your system.
Patient Alerts Master
Master report of all patient alerts that are
set up in your system.
Patient Prompts Master
Master report of all patient prompts that
are set up in your system.
Provider Prompts Master
Master report of all provider prompts that
are set up in your system.
Referral Sources Master
Master report of all referral sources that
are set up in your system.
Referral Recipient Master
Master report of all referral recipients
that are set up in your system.
Staff Positions Master
Master report of all staff positions that
are set up in your system.
System Activity Report
Displays information regarding the
processing of end-of-day, end-of-month,
end-of-year, billing statements, and
account aging during the selected range
of dates.
Task Categories
Report of all task categories created or
edited in Practice Management Lists |
General Setup | Task Categories.
Task Manager
Report of all tasks in the Task Manager,
including those for the current user only.
POSTAL Codes Master
Master report of all POSTAL codes set
up in your system.
Clinical
If you have Clinical installed, there is a list of Clinical reports.
Report Name
Annotation Master
500 • Reports
Displays
Displays all annotations used in
Advanced Imaging.
Application Interfaces
Lists the currently installed application
interfaces.
AutoNotes Master
Displays all AutoNotes available.
Clinical Exams Master
Displays summary information for all
clinical exams.
Conditions Master
Displays all conditions.
DenOptix Scan Master Types
Displays all scan types.
Digital Image Exam Master
Shows all digital image exams for
selected date range.
Digital Image Exams for Patient
Shows all digital image exams for a
selected patient and selected date range.
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Example Groups
Lists all example groups.
Document Groups
Lists all document groups.
Image Template Master
Displays detailed information for each
image template.
Incomplete Clinical Exams
Displays information for all clinical
exams that are marked as incomplete.
Post Procedure Notes
Displays unverified post procedure
notes for all patients.
Quick Pick Assignment Master
Displays a list of all services and
conditions assigned to a quick pick
button.
My Favorites
The My Favorites category was added to allow you to customize your own
report category that contains only those reports you commonly review or
print.
Adding a Report to the My Favorites Group:
Right-click the name of the report from the Reports list.
Select Add This Report To My Favorites.
Removing a Report from the My Favorites Group:
Right-click the name of the report from the My Favorites group. The
preceding pop-up window appears.
Select Remove This Report From My Favorites.
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Practice Management
SnapShot
SnapShot is a truly amazing management feature. With one select of the
mouse, SnapShot presents a “state-of-the-practice” overview in easy-to-read
graphical displays. You’ll see graphs covering such essential areas as
production versus collection totals, accounts receivable totals and patient
production. It even allows for historical trends and comparisons for any
monthly time segment.
Viewing SnapShot
Go to Activities, choose Practice Management, and then select SnapShot.
The totals for the current month are displayed.
Several options are offered on the Graph What tab. The Provider
dropdown box allows you to graph information pertaining to a specific
provider or for all providers. Below is an explanation of the categories that
you can graph with SnapShot.
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Use:
To Show:
Current Monthly Totals
Information about the current status of
productions/collections, accounts
receivable and patient production.
Production/Collection
Graphs depicting trends and comparisons
of provider production and collections.
Patient Production
Graphs revealing patient visits, new
patient visits and production/ collections
per visit.
Accounts Receivable
Graphs showing total accounts receivable
(A.R.), A.R. that are 90 days overdue and
A.R. ratio.
Use Graph Method to choose to graph either the trend or a comparison of
two months. Select the correct radio button and then choose the appropriate
months from the dropdown menus.
Select the Show What tab to receive various options concerning the
information that is graphed. This window appears differently based on
which of the four categories you graph. Select the radio button next to your
preferred selection.
The Graph button tells EagleSoft to create a graph based on your
specifications. Select it on when you are ready to graph the data compiled
from your database.
To change the graph type, right-click the graph and choose Type.
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Highlight the graph to use and select OK.
To view the dollar amount for each category, select a section of the graph.
Select Close when you are ready to return to the virtual screen.
The Report button brings up the print dialog box.
Select Info to see the information that is provided by EagleSoft about
maximizing your office profitability.
Revenue Opportunities
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 whom you believe are likely to comply
with the proposed area of opportunity.
Viewing Revenue Opportunities
Go to Activities and choose Practice Management. Then select Revenue
Opportunities. The Revenue Opportunities window is displayed.
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Choose the preferred Option:
Choose:
To Show Totals of:
Accounts Receivables
Current accounts receivable by
category.
Overdue Recalls
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.
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
Amount of all services that are
planned for patients.
Accepted Treatments
Amount of all services that have
been proposed and accepted by the
patient.
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 without recalls, select the radio button next to Patients without
Recalls.
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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
that 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 selecting Cancel.
The 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.
Viewing The Money Finder
1.
Go to Activities and choose Practice Management and then The
Money Finder. The Money Finder window appears.
2.
The Categories dropdown list box enables you to access a variety of
preset patient base queries. To view these preset categories, simply
select the down-arrow at the end of the Categories box. To choose a
specific category, simply select 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. If you so
choose, you can modify any of the preset information as you see fit.
3.
You may also choose Custom from the dropdown list box to enter your
own custom criteria. Simply select or fill in the appropriate fields on
The Money Finder window:
NRA/NPA – Selecting on the radio buttons in the Next Regular
Appointment and Next Preventive Appointment box enables you to search
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for patients who match either of those criteria as they relate to being
scheduled and/or unscheduled.
Select Patients Who – This section is split into checkbox options;
dropdown list boxes and an entry field. Select the Select Patients Who
checkboxes to search for patients who:
•
Are On Short Notice
•
Deductible Does Not Apply To Prev
•
Have Cancelled or Failed Appointments
Select a dropdown list box and select an option for the following:
•
Have Appt Time Preference
•
Have Insurance Status Of
•
Have Preferred Dentist Of
Enter information in the following field:
Recall Note Includes:
•
From/To – Selecting on or using the Tab key to access the fields
and entering appropriate information in the From/To box allows
you to specify amount, date and age ranges, as well as recall note
information in your search criteria
•
Include Patients That Match The Following – By selecting Add
to enter appropriate information to search for patients who have or
lack planned or completed treatments
A. Select the dropdown list box in the Has Or Lacks Info
column to look for patients who have or lack proposed or
completed services.
B. Select the arrow in the Service Is column to look
forservices that are proposed or completed.
C. Select the Code column to either key in a service
code/codes or press the F2 key to choose a code.
D. Select the arrow in the &/Or column if you want to
include more than one planned or completed service in
the search (for example, “this and that” or “this or that”).
Once the search information is completely entered for the type of search
you want to make, select OK. At this point, the Print Options box
appears.
In the Print Options box, you can choose:
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•
Report – Print a report of the patients who match the criteria.
•
Letter – Select and print a letter for the patients who match the
criteria.
•
Label – Print mailing labels for the patients who match the
criteria.
•
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 dropdown list
box for your particular needs by selecting on the desired radio
button in the Method box. You can also choose to sort any of
these printout formats by patient name, next preventive
appointment, next regular appointment, next recall date or Postal
code by also selecting on the radio buttons in the Sort By box.
•
Description to Appear on Report – Enter a description for the
report.
Once you have selected your choices for the printout format, simply select
OK, and The Money Finder query starts searching your patient base and
subsequently issues the chosen output.
When the query is complete, a Report Preview window appears. From this
window, you can sort the information and adjust the alignment. Select
Print to print the Money Finder data.
Trends
Trends is a practice management feature in the software that allows you to
view office totals according to specified criteria. From Trends, you can
import and enter data according to month or year, and then print the
information. Trends is a perfect example of how EagleSoft helps you
manage your office and money.
Accessing Trends
From the ActivitiesPractice Management, choose Trends. Note: Actual
Total Office Production total is based on the standard office fees used
without discounts, adjustments or fee schedules. This total cannot be
reproduced by any one report in the EagleSoft system.
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Updating Trends
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 selects Save with the month and year in the image below selected, the
current Trends data is saved under September 2001.
To update this information, select Import.
The following window appears.
From the dropdown list box, select the range for your data.
If you print out reports regularly, you probably recognize this window.
When you have selected your range, select OK.
If you want to save the data in Trends as is, be sure to select Save before
you exit.
Note: Trends information cannot be printed unless it is first saved.
Importing Data from Different Months
If you want to import data from prior months or any time range different
from the Trends time frame, select Import.
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If you have saved Trends data before selecting Import, the following
message appears.
Select Yes to continue.
The following message appears.
Select Yes if you wish to overwrite the data. If you select Yes, the prior
period values for Accounts Receivable 0-30, 60, 90+ and Insurance is
overwritten by the current period’s A/R amounts.
Indicator Fields
There are 46 indicators in each window: Total Office Production, Adjusted
Production, Production – Hygiene, and others. These indicators display the
goal, actual, variance, year-to-date actual and year-to-date goal. Importing
changes the data accordingly. The column fields display the calculated
totals according to the name of the field.
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 fields, just select Import.
To display, the different types of fields are displayed in different colours:
Green – Data imported from EagleSoft.
Fuchsia – Data imported from EagleSoft but overwritten by user.
Printing Trends Information
Previewing and printing Trends reports are quick and efficient. If you are
familiar with printing reports in other parts of EagleSoft, printing the
Trends reports will be even easier for you.
Before printing, make sure your data is saved, current, and updated
according to your selected time frame. If you need more information on
updating the Trends fields, see the section.
Save your Trends data before printing.
From the Trends window, select Print.
If you have not saved your changes, a warning window appears.
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Select Yes and the Report Preview window appears.
When you are finished previewing the report and the data looks correct,
select Print.
Indicator Field List
Below are the definitions of each indicator field and how the column is
updated for the specific field.
Total Office
Production
Adjusted Production
The user keys the Goal and YTD Goal in.
Actual and YTD production is calculated as if
fee exceptions were not used.*
The user keys the Goal and YTD Goal in.
Actual and YTD production are the sum for the
selected time frame.
Adjusted Production
(cont’d)
When imported, these totals coincide with the
Production Reconciliation and Day Sheet
Production columns.*
Number of Doctor
Days – Total Office
All fields are keyed in by the user.*
Average Daily
Production – Total
Office
All fields are imported as Adjusted
Production/Number of Doctor Days – Total
Office.*
Number of Doctor
Hours – Total Office
All fields are keyed in by the user.*
Production Per Hour – All fields are imported as Adjusted
Total Office
Production/Number of Doctor Hours – Total
Office.*
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Production – Hygiene The user keys the Goal and YTD Goal in.
Actual and YTD Actual are imported as
production for all hygienists in the selected time
frame.
When imported, this amount coincides with
Hygienist Production totals in the Production
Reconciliation report along with any of the
Hygienist rows at the bottom of the Trends
interface.*
Number of Hygiene
Days
All fields are keyed in by the user.*
Production Per Day – All fields are imported as Production –
Hygiene
Hygiene/Number of Hygiene Days.*
Collections (Adjusted) The user keys the Goal and YTD Goal in.
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 columns.*
Collection %
All fields are imported as Collections
(Adjusted)/Adjusted Production.
The variance is calculated as Actual % - Goal
%.
Accounts Receivable Actual is calculated as the current accounts
receivable for the selected time frame.
When imported, this amount coincides with
Day Sheet Ending AR amounts. The A/R
Responsible Party report (Total A/R column)
also ties in with this amount when the same
time frame is used. The A/R by Responsible
Party report is always current.
Goal, Variance, YTD Actual and YTD Goal
are not used for this field.
Accounts Receivable The user keys the Goal and YTD Goal in.
Ratio
Actual and YTD Actual are calculated as
Accounts Receivable/Adjusted Production.
The variance is calculated as Actual % - Goal
%.
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 as
Credit Adjustments/Adjusted Production.
The variance is calculated Actual % - Goal %.
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Accounts Receivable Actual is calculated as the current accounts
0-30
receivable with aging from 0 - 30 days for the
current month.
When imported, this amount coincides with the
A/R by Resp Party report (current column estimated insurance column).
Goal, Variance, YTD Actual and YTD Goal
are not used for this field.
Note: This amount is based on the current
month and year selected in Trends.
Current Collection %
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
%.
Note: This amount is based on the current
month and year selected in Trends.
Accounts Receivable Actual is calculated as the current accounts
90+
receivable with aging from 90 days or higher for
the current month.
When imported, this amount matches with the
A/R by Resp. Party report (90 Days column).
Goal, Variance, YTD Actual, and YTD Goal
are not used for this field.
Note: This amount is based on the current
month and year selected in Trends.
Accounts Receivable The user keys the Goal and YTD Goal in.
% - 90+
Actual and YTD Actual are calculated as
Accounts Receivable 90+/Adjusted
Production.
The variance is calculated as Actual % - Goal
%.
Note: This amount is based on the current
month and year selected in Trends.
Accounts Receivable Actual is calculated as the total of estimated
– Insurance
insurance for the current month.
When imported, this amount coincides with the
A/R by Resp. Party report (estimated insurance
column).
Goal, Variance, YTD Actual and YTD Goal
are not used for this field.
Note: This amount is based on the current
month and year selected in Trends.
Accounts Receivable The user keys the Goal and YTD Goal in.
Actual and YTD Actual are calculated as
% Insurance
Accounts Receivable - Insurance/Accounts
Receivable.
The variance is calculated as Actual % - Goal %.
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Note: This amount is based on the current month
and year selected in Trends.
The user keys the Goal and YTD Goal in.
Actual and YTD Actual are calculated as all
patients with a Date Entered (when the patient
was first entered into the system) for the Trends
time frame.
Note: This amount does not tie with the
coinciding New Persons report, because that
report is all new persons, and the Trend total is
only for those marked as active patients.*
The user keys the Goal and YTD Goal in.
New Patients Actual and YTD Actual are calculated as
Internal
patients referred by other patients with a date
entered (when the patient was first entered into
the system) for the Trends time frame.*
The user keys the Goal and YTD Goal in.
New Patients Actual and YTD Actual are calculated as
External
patients referred by a provider with a Date
Entered (when the patient was first entered into
the system) for the Trends time frame.
The user keys the Goal and YTD Goal in.
New Patients
Actual and YTD Actual are calculated as
Advertisement
patients referred by other sources with a Date
Entered (when the patient was first entered into
the system) for the Trends time frame.
Amount Diagnosed – The user keys the Goal and YTD Goal in.
When imported, the amount is the total for all
New Patients
treatment plan items within the selected Trends
time range, and the patient is considered a new
patient for the same month and year.
The user keys the Goal and YTD Goal in.
Amount Accepted –
When imported, the amount is the total of all
New Patients
accepted or completed treatment plan items
within the selected Trends time range, and the
patients are considered new patients for the same
time frame.
All fields are imported as Amount Accepted –
Accept Rate –
New Patients/Amount Diagnosed – New
Patients
Patients.
The variance is calculated as Actual % - Goal %.
New Patient Potential All fields including Goal and YTD Goal are
imported as Amount Diagnosed – New
Patients/New Patients.*
All fields are imported as Amount Accepted –
New Patient Value
New Patients/New Patients.*
The user keys the Goal and YTD Goal in.
Amount Diagnosed
When imported, the amount is the total for all
Patients of Record
planned treatment plan items within the selected
Trends time frame, and the patients are not
considered new patients for the same time frame.
The user keys the Goal and YTD Goal in.
Amount Accepted –
When imported, the amount is the total of all
Patients of Record
accepted or completed treatment plan items
within the selected Trends time frame, and the
New Patients
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Accept Rate –
Patients of Record
patients are not considered new patients for the
same time range.
All fields are imported as Amount Accepted –
Patient of Record/Amount Diagnosed –
Patients of Record.
The variance is calculated as Actual % - Goal %.
The user keys the Goal and YTD Goal in.
When imported, the amount is for all patients
that have a date entered on or before the Trends
time frame selected, and they have a next recall
date greater than the selected Trends time frame.
The patients also must have been walked out
within the selected Trends time frame.
The variance is calculated as Actual % - Goal %.
Note: This YTD amount is always calculated
based on the calendar year, regardless of when
the client ran EOY.
All fields are imported as Preventive
% of Practice in
Maintenance Compliance/Total Active
Preventive
Patients who have a date entered on or before
Maintenance
the chosen Trends time frame.*
Production – Doctor The user keys the Goal and YTD Goal in.
(each staff member is Actual and YTD Actual are imported as the sum
of all production for the displayed provider’s
listed once)
Trends time frame.
When imported, this amount coincides with
Production Reconciliation (individual provider
total).*
The user keys in all fields.*
Number of Doctor
Days – Doctor (each
staff member is listed
once)
Production Per Day – All fields are imported as Production –
Doctor/Number of Doctor Days.*
Doctor (each staff
member is listed
once)
All fields are keyed in by the user.*
Number of Doctor
Hours – Doctor
Production per Hour – All fields are imported as Production –
Doctor/Number of Doctor Hours.*
Doctor
Preventive
Maintenance
Compliance
/ = Divided by.
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*Variance is calculated as Actual/Goal.
Practice Management • 515
Route Sheets
Overview
Route Sheets can also be
accessed from OnSchedule.
The Route Sheet is an excellent means of communication between the front
desk and the operatories. When generating route sheets as part of the daily
office procedures, many offices have found them an informative and
efficient means of communicating within the office.
Information on the Patient Route Sheet
The route sheet printout contains a wealth of valuable summary information
about the patient. Following is a summary of the information you’ll see on
the printout:
Patient Demographics – Name, Address, Sex, Age and so on.
Insurance Summary – Including primary and secondary insurance
information.
Account Balance Summary – Current, 30-Day, 60-Day and more.
Patient Notes – Any note entered in the Patient Notes area in the Edit
Person screen.
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Referral Information – Referred By, Referred To, Date Referred and so
on.
Fee Sheet – Exploding codes set up to include certain codes on route
sheet.
Tx Plan Information – Summary of treatment plan items for the patient.
Lab Tracking – Lab case information for the patient.
Prescriptions – Summary of prescription information for the patient.
Family Appointment Information – Summary of appointment
information for other patients within the same account.
Generating Route Sheets for Patients with
Appointments
Go to Activities and choose Patient Route Sheets. The Patient Route
Sheet window is displayed. Note: The Patient Route Sheets are available
from any navigational right-click menu in Practice Management.
Check Print Patients With Appointments. Key in the appropriate range
of dates and select Get Matching Patients. If you are maintaining your
patient appointments, it is easy to generate route sheets for all patients
coming in on this particular day.
Select the Sort By dropdown list box to print the report in order of Patient
ID, Patient Name, Provider, Chair, Date and Time.
To remove a patient from the list, simply highlight the patient and select
Delete.
Select all the information that you want to print on the route sheet in the
Mark To Include On Route Sheet section.
If Fee Sheet is chosen to be included, designate the Exploding Code to
print, or press the F2 key to select an exploding code. The fee sheet is a
listing of commonly used service codes within your office set up as an
exploding code. This portion of the route sheet serves as an aid for the
doctor to communicate which services have been provided.
When you are ready to begin printing the route sheets, select Print.
After your route sheets have been successfully printed, select Close to
return to the virtual screen.
Generating Route Sheets for Individual
Patients
1.
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Go to Activities | Practice Management Activities and choose
Patient Route Sheets.
2.
Select Add.
3.
Enter the patient’s ID number and press the Tab key. If you do not
know the ID number, press the F2 key to display the Patient List box.
Highlight the name of the patient and select Use.
4.
Repeat steps 2 and 3 until all patients have been entered.
Route Sheets • 517
5.
Highlight a patient in the list and select Delete to remove the patient
from the list.
6.
Select all information that you want to include on the route sheet in the
Mark To Include On Route Sheet section.
7.
If Fee Sheet is chosen to be included, designate the Exploding Code to
print, or press the F2 key to select an exploding code. The Fee Sheet is
a listing of commonly used service codes within your office. This
portion of the route sheet serves as an aid for the doctor to
communicate which services have been provided.
8.
When you are ready to begin printing the route sheets, select Print.
After all of your route sheets have been successfully printed, select Close to
return to the virtual screen.
Setting Up a Fee Sheet for Your Route Sheets
Most offices want a Super Bill, or the most frequently used service codes,
printed on their route sheets. An exploding code must be created to do this.
To create an exploding code, go to Lists | Practice Management Lists |
Exploding Codes. Create a new code called Route. Then, add the most
frequently used service codes for your office. When you set up your route
sheet criteria and the Fee Sheet box is checked, enter the new exploding
code, Route.
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InContact
Overview
InContact is an interactive contact manager that makes keeping track of
your patient base an easier task. InContact enables you to store different
types of groups of patients based on recalls, post op calls and different types
of reports.
It is also an electronic mechanism to:
•
Make calls on recalls
•
Make calls on delinquent accounts
•
Track responses from calls
•
Generate mailings
This chapter provides information on the following:
•
Adding patients to InContact from recalls, post op calls and other
areas of the software
•
Filtering and changing information in InContact
•
Viewing data related to InContact information
Accessing InContact
Since InContact is a feature that is integrated with other modules in the
software, it is accessible from several places.
Accessing InContact:
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InContact • 519
From the EagleSoft menu, choose Activities, and InContact.
-orFrom the Integrated Mode window, select the InContact icon.
-orFrom the Practice Management Front Office window, select the
InContact icon.
-orInContact can also be accessed via the following areas:
Recalls
Delinquent Accounts Report
The Money Finder
Patient Master Report
Patients on Short Notice
Report
Patients without Recalls Report
Patients Seen Report
Production by Patient Report
New Persons Report
Patients by Account Alert Report
Patients by Discount
Report
Patients by Employer Report
Patients by Fee Schedule
Report
Patients by Insurance Company
Report
Patients by Patient Alert
Report
Patients by Preferred Dentist
Report
Patients by Preferred
Hygienist Report
Patients by Responsible Party
Report
Production by Account
Report
Outstanding Claims by Insurance
Company
Adding Patients to InContact
One of the strengths of InContact is its integration with other areas of
EagleSoft. Since InContact is a program that merges data based on
different forms of criteria, it is essential that it is accessible from various
places in EagleSoft. This section details how and where patients are
added to an InContact list.
Manually from InContact
From the InContact window, select Add.
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The Patient list box opens.
Choose the patient you want to enter, and then select Use.
A Batch Description window opens.
The Batch Description is case- sensitive. Use a short description name that
is easy to remember.
A display note, “Added Individually On… (date),” is listed by default. To
change this, double-click the name and enter a new description.
Confirm the display note by selecting OK, or you can edit the display note
and select OK.
The patient is added to the InContact list with an Unscheduled status.
To confirm all manual additions or modifications to InContact, select OK.
Choose Cancel to close the InContact window without saving changes.
Recalls
When generating patient recalls, choose the output method of InContact.
Select Finish to send the recalls to InContact.
The Batch Description box appears with the default message, “Added
Recall batch…” Note: Batch Descriptions are case sensitive. Either
confirm the message or enter your own. Select OK when you are finished.
This adds the patients with the specified recall criteria to your InContact
list with the Unscheduled status.
The Money Finder
After specifying patient criteria in The Money Finder, choose Export To
InContact as your output method.
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InContact • 521
This adds the patients with the specified Money Finder criteria to your
InContact list with the Unscheduled status.
Post Op Calls
After processing a walkout statement with a service code that generates a
Post Op Call, the Enter Post Op Call window appears.
To create a Post Op Call description for the InContact list, type a note in
the Enter Post Op Call window.
Select the Send this patient to InContact checkbox.
Select OK when finished. The Post Op Call is listed in the InContact list
with your description.
Reports
After previewing any of the reports that can import information to
InContact, select Print; there are different output options available to you.
Choose the Add These Patients To InContact option. The patients listed
on this report are added to your InContact list and categorized according to
the type of report.
Working with Patients in InContact
Now that you have learned how to enter patients into your InContact list,
you need to know what can be done with the patients on the list and how to
modify the contact information contained within the list.
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Sort
The list of patients in InContact can be easily sorted by selecting on the
heading of a column. For example, to sort by the date the patients were
entered into InContact, select the Entered heading.
Status
The status of the patients in your list is determined by how they were added
to the list. However, the status can be modified at any time by selecting the
dropdown list box under Status for each patient. There are many preset
status types from which to choose, including: Busy, Collected, Contacted,
Delinquent, Left Message, Other, Scheduled, Sent Letter, To Call and
Unscheduled.
Right-click Menu
Right-click any patient in your InContact list to get a pop-up menu with the
following options:
•
Call Work – Use the Autodialer to call the selected patient’s
work phone number
•
Call Home – Use the Autodialer to call the selected patient’s
home phone number
•
Print – Print the InContact report of your choice
•
Note – Create a Contact note for the listed patient. This note
can be added as an Account note as well
•
Add – Open the Patient list box to add a new patient to
InContact
•
Edit – Open the Edit Patient window, where you can modify
information about the selected patient
•
Delete – Remove a patient from the InContact list
•
Filter – Specify criteria to define which patients you want to
appear in InContact
•
Schedule – Open the OnSchedule Appointment Search
window for the selected patient
•
Account – Open the Account window for the selected patient
The action for each of the right-click items also applies to its corresponding
button in the InContact window.
InContact Data
InContact data gives you further information on the patient selected. If you
select a patient, the patient’s information and account information is listed
below. The InContact Type Summary lists the data categories and the
amount currently being stored in InContact.
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InContact • 523
Patient Information
This section (from lower left of the InContact Type Summary window)
displays very basic summary information about the selected patient. This
information is valuable when making calls from the InContact list.
Account Information
This section (lower middle of InContact Type Summary window)
displays very basic summary information about the selected patient’s
account. This information is valuable when making calls from the
InContact list.
InContact Type Summary
This is a breakdown summary to indicate how the patients were added in
the InContact list.
•
524 • InContact
Delinquent Accts – Added from the Delinquent Accounts
report
•
Recalls – Added from the Recalls window
•
Money Finder – Added from The Money Finder window
•
General – Added manually and those added from the Patient
Master report
•
Post Op Calls – Added by checking the box from the Post
Op Calls setup window
•
Quick Fill List – Added from the Quick Fill List
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InTouch
Overview
InTouch, EagleSoft’s letter generator, is a flexible, integrated letter
generator that enables you to create customized letters for your patients.
You can customize by merging data fields into your letters or by specifying
your own settings for font, pitch, bold, colour and much more.
Use InTouch to create new letters or edit existing letters for use in other
areas within EagleSoft.
Accessing InTouch – Letters
From the Lists menu, choose Letters. The Letters List window appears.
From the Letters List window, you can: create a New letter, Edit an
existing letter, Delete a letter from the list or print the Letters Master
report, which lists the description of all letters in your system.
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Creating A New Letter
From the Letters List window, select New.
Enter a description of the letter in the Letter Name field, and press the Tab
key twice to begin typing the body of your letter.
Customizing a Letter
Inserting Data Fields into Your Letter for
Merge
For those letters you print with customized patient information such as
name, address, balance, and more, you will want to take advantage of the
Merge Data feature.
Place the cursor in the location you want to insert a merge field. This can
be done by selecting once in the location or by using the keyboard to move
the cursor to the location.
From the Type of Merge Data dropdown list, choose the category of data
field you want to work with. You can choose from Patient, Account,
Patient Referral Source, Other Referral Source and Insurance Company.
This enables and populates the Merge Data dropdown list with the merge
data fields for the chosen Type of Merge Data.
From the Merge Data dropdown list, choose the field you want to insert
into your document.
Verify that you have chosen the correct merge data field. If it is correct,
select Insert.
When using the checkbox Format Data on Insert, the Choose a
<<>>Format window appears.
In the Choose a <<>>Format window, use the drop arrow to select the
format preferred. A preview of the data in the selected format appears.
Select the Use button.
To format data that has already been inserted, right-click the data field and
select Format.
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Merging Data into the Merge Fields
While creating a new letter or editing an existing letter with merge fields,
when you print the letter from InTouch, only the text of the letter and the
actual merge fields print out.
Example: <<FIRST NAME>> <<LAST NAME>>
To get data into the merge fields of your letter, it needs to be printed from
any of the areas within EagleSoft listed in the Saving, Sending, and
Printing Letters section. For example, if you choose to print one of your
customized letters with merge fields to all the patients you have filtered to
appear on the Patient Master report, you need to select Patient as your
type of merge data. Your letter prints with merged data for each patient on
the report.
Customizing Your Letters
Margins, Font, Colour
You can further customize your letters using the variety of controls
available on the InTouch toolbar.
Use the controls to:
Font – Change the font of the selected text.
Font Size – Change the font size of the selected text.
Font Style – Change the font style of the selected text. With the four
buttons provided, you can set the selected text to Bold, Italics, Underlined
or strikethrough.
Use the controls to modify the left, right, top and bottom margins of your
letter.
The controls are defined according to each section.
Alignment – Change the alignment of the text.
•
Left Align – Align the text flush left
•
Center Align – Center the text on the page
•
Right Align – Align the text flush right
•
Justified – Justifies the text to both sides of the page
Line Spacing – Change the spacing between lines in your letter.
•
Single Space
•
Double Space
•
Triple Space
Superscript/Subscript
A superscript font looks like this: July 5th. The following is an example of
subscript font: H2SO4.
Tabs – Insert tabs into your letter (counterclockwise beginning bottomleft).
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•
Decimal Aligned Tab – Center text over decimal point for list
of numbers
•
Center-Aligned Tab – Center text on tab stop
•
Right-Aligned Tab – End tabbed text at tab stop
•
Left-Aligned Tab – Begin tabbed text at tab stop. This is the
default.
Hide/Show
Select this button to show or hide paragraph markers, hard returns, tabs and
so on.
Font Colour
Select this button to change the colour of the selected text. However, the
letter does print in colour.
Spell Checking
When using the Spell Checking option to Check Spelling While Typing in
InTouch, you will notice a wavy line appears under any unrecognized word.
You may right-click the unrecognized word and choose Add to include the
word in your Spell Check dictionary.
When using the Spell Checking option to Check When Done Typing,
selecting the Process or Cancel button will launch the Spelling Error
window. In the Spelling Error window, choose from the following
options:
•
Select the Change button to retype the unrecognized word.
Select into the Misspelled Word box and retype the word
•
To use one of the Spell Checker’s suggested words, highlight
the word and select the Change button
•
Select Change All to apply the suggested or corrected word to
all occurrences of the unrecognized word
•
Select Ignore to skip the word
•
Select Ignore All to skip all occurrences of this word
•
Select the Add button to add a word to the Spell Checker’s
lexicon
•
Select Cancel to close the window
Saving, Sending and Printing Letters
Save a Letter
To save your new letter or to save changes you’ve made to an existing
letter, select OK.
To exit from InTouch without saving your changes, select Cancel.
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Printing and Sending a Letter
There are two methods of sending a letter: printing and mailing the letter or
sending the letter through e-mail.
Print a Letter
To print a letter from any of the above areas, select Process in the InTouch
window. The letter is printed for that patient.
Only patient who have been
marked to receive e-mail and have
an e-mail address entered in the
Patient screen can receive e-mail.
E-mail a Letter
This feature only works with MAPI compliant e-mail packages, such as
Microsoft Outlook and Outlook Express. Consult your hardware
technician if you are unsure about your e-mail package.
To e-mail a letter to a patient, select the Send to E-mail checkbox in the
InTouch window.
When you select the checkbox, a window appears asking if you want to
print the letters for those receiving e-mails. Select Yes to print the letters.
Select Process to send the letter through e-mail.
Using InTouch from the following areas:
The InTouch window is available from the following areas:
Account – Right-click the patient name, choose Send To and choose
InTouch.
Walkout – Right-click the patient name, choose Send To and choose
InTouch.
Treatment Plan – Right-click the patient name, choose Send To and
choose InTouch.
Edit Person – Select Letter.
InContact – Select Print or right-click the patient(s) you wish to print the
letter for and choose Print.
SmartDoc – Use SmartDoc to access existing letters or create new ones.
InTouch Reports – To send letters using reports, select an InTouch
report and select Print. From the Preview window, select Print. Choose
Send Letter to patients on <report name> and select OK.
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System Maintenance and
Backups – Unit 9
The System Maintenance and Backups unit contains the following sections and chapters:
Utilities
Making Backups
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System Maintenance and Backups – Unit 9 • 531
Utilities
Overview
The Utilities menu is utilized to perform tasks that are not usually performed in the
normal course of daily business. These options include System Inquiry, Patient
Transfer, Walkout Statement Utilities, Change Service Fees and many others.
System Inquiry
The Practice Management System Inquiry option is composed of three
sections: Patient Demographics, Account Activity and General. The
System Inquiry provides you with general information in these areas, such
as the total number of patients, the number of patients without insurance,
the number of walkout statements that have been generated and several
other items of information.
Using System Inquiry
From the Utilities menu, choose System Inquiry. The System Inquiry
window is displayed.
Patient Demographics is selected by default. This category shows the
number of male/female patients, total number of patients with
insurance/without insurance and so on.
Click Account Activity to view totals related to accounting transactions.
Click General to view the total number of employers, insurance companies,
account alerts and so on.
Click Report to print the current information.
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Click Setup to choose the printer that you would like to use.
Choose Cancel to exit the window and return to the virtual screen.
Patient Transfers
Use the Patient Transfer option to transfer a patient to a different
responsible party or to change a patient to become his/her own responsible
party. However, there are some circumstances when a patient cannot be
transferred.
Patient Transfer cannot be used if the patient:
•
Is a responsible party for other patients
•
Has outstanding insurance claims
For example, Jim Smith is the responsible party for Marilyn Smith.
Marilyn Smith has turned 18 and needs to be changed to her own
policyholder and responsible party. Marilyn Smith can be transferred to
herself as long as she has no outstanding claims.
Transferring a Patient to a Different
Responsible Party
From the Utilities menu, choose Patient Transfer. Select With History or
Without History. The Patient Transfer window is displayed.
Enter the Transfer Patient ID and press the Tab key or press the F2 key
and select the ID from a list. You can also key in the full or partial last
name of the patient and press the Tab key as well.
Enter the Responsible Party’s Patient ID and press the Tab key or the F2
key and select the ID from a list. You can also key in the full or partial last
name of the responsible party and press the Tab key. The responsible party
information is displayed.
Click OK to transfer the patient. A warning window appears with a
summary of what happens and instructions related to viewing this patient’s
history.
Click Yes to continue and finish the transfer.
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When using the Without History option, review past history by printing the
Account History By Patient report or filtering the Account window. For
more information on filtering the Account window, go to the Account
chapter.
Setting up Patients as Their Own Responsible
Parties
1.
From the Utilities menu, choose Patient Transfer. Select With
History or Without History. The Patient Transfer window is
displayed.
2.
Type or select (using the F2 key) the Transfer Patient ID or the full or
partial last name of the patient.
3.
Type the same patient ID in the Responsible Party’s Patient ID.
Click Yes to make this patient the responsible party.
4.
Choose OK to transfer the patient. Follow the instructions on the
window to complete the transfer.
Choose Cancel to return to the virtual screen.
Making a Responsible Party Only a Patient
If the responsible party has an account history or other patients, you have to
use the Patient Transfer utility for that person and his/her patients.
From the Person List window, choose the name of the responsible party
that you want to edit.
Click Edit.
Uncheck the Responsible Party box.
Key in the ID number of the new responsible party.
When transferring a patient with
history, it is recommended that you
reprint the patient’s last statement
prior to transferring. After the
patient has been transferred, the
system doesn’t recognize that this
account has ever had a statement
generated.
534 • Utilities
Patient Transfer With History
Patient Transfer offers the option to include past transaction history. In
Utilities, select Patient Transfer | With History.
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During the patient transfer, you will receive the above warning pertaining to
the transfer of patient history. An Account Note will be created in the new
account. Payments that are being transferred to the new patient’s account
will not display on the current period’s Deposit Report.
Walkout Statement Utility
There are times when a walkout statement needs to be reprinted. It may be
that the patient needs a receipt or that the printer jammed on the first
printout. The Walkout Statement Utilities provides you with the capability
of reprinting these walkout statements. This option also provides you with
the capability of generating a new claim for a patient.
Reprinting Walkout Statements
and Payment Receipts
From the Utilities menu, choose Walkout Statement Utilities. The Walkout
Statement Utilities window is displayed.
Click the Patient hyperlink to select a patient or enter the Patient ID and
press the Tab key (or press F2 for a listing of available patients). Past
walkouts are listed for the patient.
Choose the appropriate past Walkout Statement by clicking on it.
Verify that the appropriate Walkout Statement has been selected by viewing
the corresponding Line Items.
Select the Message to Appear on Reprint of Walkout.
Click Setup to change the printer, if necessary.
Click Print to reprint the highlighted walkout statement.
Click Cancel to exit the window and return to the virtual screen.
Viewing Estimation on Walkouts
The Walkout Statement Utilities window enables you to view how
insurance is estimated at the time of the walkout per service code.
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Utilities • 535
From the Walkout Statement Utilities window, select a walkout statement
from the Walkout Statement/Payment Received box.
Select a service code in the Walkout Statement Items box.
Click Show Estimation. A window appears describing how each item’s
estimated insurance was calculated at the time walkout was originally
processed.
Click Close to return to the Walkout Statement Utilities window.
Re-creating the Claims
To use this option, go to Walkout Statement Utilities.
Click on the date of the service for which you want to create a claim.
Click New Claim.
(Estimation Options box is expanded in the following image.)
Select the estimation option.
Estimation Options
You can choose to have the primary or secondary claim re-created with or
without estimated insurance.
Primary Insurance Claims:
Estimate Insurance Based On Current Benefits – This estimates the
insurance based on the patient’s current benefits.
Estimate Insurance Based On Original Claim – This estimates the
insurance based on when the claim was first created.
Do Not Estimate Insurance – Select this option if you want to re-create
the claim without estimating any insurance.
Recreate 2ndary Claim With No Est Insurance – Use this option to
re-create secondary insurance claims without estimated insurance.
Click OK when finished. The Insurance Questions window appears.
Enter relevant information in the Insurance Questions window.
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Change Service Fees
Many dental practice management consultants recommend a small price
increase each quarter. In some cases, there may be an occasion to raise (or
lower) the fees only on your restorative procedures. This functionality is
available in the Change Service Fees utility option. This option is also
extremely helpful when initially getting online with your new EagleSoft
system.
Changing Individual Fees
It is highly recommended that you make a backup of your database prior to
using this utility.
From the Utilities menu, choose Change Service Fees. The Change
Service Fees window is displayed.
Enter the New Fee in the last column in the list of services for each service
code fee that you wish to update.
Click OK to save the fee changes.
Changing Fees for Multiple Services
Patterson EagleSoft 15.00
1.
From the Utilities menu, choose Change Service Fees. The Change
Service Fees window is displayed.
2.
Select the Service Type. Choose All Service Types if you wish to
update the fees for all services.
3.
Enter the percentage of the current fee that you would like to increase
or decrease fees by.
4.
Choose the method of rounding from the Round Fees to The Nearest
options. This automatically rounds your fees to the nearest quarter,
half-dollar or dollar, or does not round the fees at all. You can also
select Update Treatment Plan Fees or Update OnSchedule Fees.
These features update the fees for services in any treatment plans or in
the scheduler.
5.
Click Apply % to view the impact of the price change.
6.
Verify or change numbers in the New Fee column in the list of
services.
Utilities • 537
7.
Click OK to begin the process of updating the fees. The date of the last
fee change will be updated on each service code.
8.
Click on Cancel to exit the window and return to the Front Office
window.
Note: If you forget to update the Treatment Plan and OnSchedule fees,
update them again by entering 0% in the Markup Services By field.
Purge Options
If you are experiencing slowness, you may need more hard drive space. To
increase database efficiency, you may need to purge some data. Purge
options allow you to remove large amounts of data at once.
Warning: Before proceeding with any purge options, we
recommend you make a backup of your data.
See the Making Backups chapter located at the end of this unit.
There are several options available from the Purge Options menu.
Mass Delete Appointments – Purges old appointments in the system.
Delete Treatment Plan Items – Purges treatment plan items that match
criteria you specify.
Delete Pre-Authorizations – Purges pre-authorizations created on or
before the date you specify.
Remove Duplicate Insurance Companies – Purges all duplicate
insurance companies that are not linked to open claims or preauthorizations. This also prints a report of the duplicate companies. Any
patients associated with deleted companies will be transferred to other
companies.
Delete Electronic Submissions Log – Delete the log file created
during electronic submissions and shown in the Online Center.
Delete From Task List – Select and delete tasks from task list.
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Mass Delete Appointments
To purge old appointments from the system:
From the Utilities menu, choose Purge Options | Mass Delete
Appointments. The Appointment Search For Deletion window is
displayed.
Specify the criteria for the mass deletion of the appointments. Select the
appointments for a particular Provider or choose (Any Providers) to delete
appointments for everyone; select the appointments for a particular Chair
or select (Any Chair) to delete appointments in each Operatory; enter the
Date and Time Range; and check each Day Of Week you wish to delete.
Click Report to print a report of all appointments that will be deleted.
Click OK to begin the process of purging appointments.
Click Cancel to return to the Main menu without deleting any
appointments.
Mass Delete Unscheduled Appointments
Select All Patients or Individual Patient to delete unscheduled
appointments from the Appointment Queue. Select OK to delete.
Delete Treatment Plan Items
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To delete items from treatment plans:
1.
From the Utilities menu, go to Purge Options | Delete Treatment
Plan Items. The Delete Treatment Plan Items window is displayed.
2.
Choose the Status of the Treatment Plan from the dropdown list.
Choose Completed. Choosing anything other than Completed may
delete currently used treatment plan information for patients.
3.
Enter the date for Status On Or Before.
4.
Select the Provider listed in the treatment plan.
5.
Click OK. You will be prompted to make sure that this is an action
you wish to perform. Click Yes to proceed. Click No to cancel.
Delete Pre-Authorizations
This feature will allow a mass deletion of pre-authorizations before an
entered date.
To delete Pre-Authorizations matching your criteria:
From the Utilities menu, go to Purge Options | Delete PreAuthorizations.
Enter the date to use when deleting pre-authorizations. This utility deletes
all pre-authorizations created on or before the date you specify.
Click OK. You are prompted to make sure this is an action you wish to
perform. Click Yes to proceed. Click No to cancel.
Mass Delete Time Sheets
To delete all time sheets from a particular date range, select the date and
select OK.
Remove Duplicate Insurance Companies
This feature removes duplicated insurance companies from your database.
To remove duplicate insurance companies, click Begin Deletion.
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Click Report to get a listing of all the duplicate insurance companies.
Delete Electronic Submissions Log
This tool enables you to delete electronic submission logs from the
database. An EagleSoft Support Representative typically uses this feature.
Delete From Task List
This purge option enables you to delete tasks from the task list:
From the For dropdown list box, select one of the following categories of
tasks to delete:
•
All nonprivate tasks
•
All nonprivate tasks assigned to me (the current user
logged on)
•
Completed nonprivate tasks
•
My private tasks
•
Unassigned tasks
To delete tasks within a certain range of dates, select the Delete Tasks
from a Range of Dates checkbox. Then, enter the specific dates.
Click OK to delete the selected tasks.
Mass Updates
The Mass Updates section contains several updates that involve making
changes to your entire database. The updates include: Global Employer
Preferences, Mass Patient Transfer, Mass Appointment Transfer,
Update Patient Signature On File, Update Area Codes, Trojan Services
Utilities, Reset Insurance Balances, Change Insurance Benefits, Mark
Appointments As Walked Out and CDT Utility.
Due to the impact of utilizing these updates, it is recommended
you do not use any of the features in Mass Updates without the
assistance of an EagleSoft Technical Support Representative.
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Global Employer Preferences
This feature enables you to update employer preferences for all employers
in the system. Most of the Global Employer Preferences window is
grayed out, except for the Edit These Fields selections at the top. Once
you select a field to edit, that specific area will become available. For
example, if you need to change the default insurance form for all employers
to Electronic Submit, then click the Default Insurance Form checkbox.
The Form dropdown box will then be available at the bottom of the
window. Select Electronic Submit from the box and click OK to update
all employers.
When selecting the Do Not Track Claims option, it is advised that you also
use Patient Responsible For All as the calculation method. Select OK to
close this message.
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Mass Patient Transfer
The Mass Patient Transfer feature is a quick and easy way of transferring
patients from one provider to another. If a hygienist retires or moves on to
another job, the preferred patients who belonged to her can easily be
transferred to another hygienist in just a few steps.
From the Mass Patient Transfer window, select if this is a preferred
dentist or hygienist by choosing the Preferred Dentist or Preferred
Hygienist radio button.
In the From box, select a provider. This provider will no longer be the
default provider for any patients.
From the To box, select the provider you want to transfer the patients to.
Click OK to transfer the patients.
Mass Appointment Transfer
This feature enables you to transfer appointments from one provider to
another, one chair to another or one day to another. If you have recently
reorganized positions in your office, Mass Appointment Transfer can
reduce a time-consuming task to just a few seconds.
From the Mass Appointment Transfer window, the From and To
providers.
In the Chair section, choose From and To chairs (if applicable).
In the Date section, select the From and To dates for transfer.
Click OK to transfer the appointments.
Check the Include Past Appointments box if the purpose to the transfer is
to inactivate a provider.
Select the checkbox to Include Unscheduled Appointments to transfer any
appointments in the Appointment Queue.
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Update Patient Signature On File
Mass Update Signature on File
This option changes signatures on file for all of your patients. If you are not
receiving payments from insurance companies and should be, select the Set
Signature on File for All Patients to YES radio button. Click OK to
process.
Mass Change of Release Info on File
Select the first option to change the Release on File preference in the
Patient Preferences window.
Mass Update Area Codes
This feature gives you the ability to update an old area code in the event of
an area code change. If you need to update area codes only for a certain
prefix, select the Change only for prefix checkbox and enter a prefix.
Click OK to process the update.
Trojan Services Utilities
Note: Do not use this program without the assistance of an
EagleSoft Support Technician.
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The Reassign Insurance Benefits function reassigns all insurance benefits
by applying all service type percentages in Trojan to all Trojan employers
in the database. Click Start to begin reassigning the benefits.
The Delete Trojan Information function deletes all Trojan information
from the database.
Reset Insurance Balances
To reset insurance balances for all current insurance plans, select the Reset
Insurance Balances checkbox. Enter Anniversary Months (the beginning
and ending of the insurance’s fiscal year) in the appropriate fields. Click
OK to reset the insurance balances.
Change Insurance Benefits
This feature enables you to change remaining benefits or deductibles for all
patients. You can also update the maximum insurance coverage or
remaining annual deductible for all employers. This gives you the chance
to reset the benefits.
From the Patient section, select a primary/secondary insurance or
deductible checkbox and enter the amounts. Click OK when finished.
From the Employer section, select the Set Maximum Insurance Coverage
or the Set Remaining Annual Deductible checkboxes. Then, enter the
amounts and click OK when finished.
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Mark Appointments As Walked Out
This mass update utility changes the status of all appointments in
OnSchedule from current (appointment block colour) to walked out (gray).
CDT Utility
This utility only changes existing CDA codes. The service codes will
remain the same, but the appearance of the CDA codes on the insurance
form will reflect the utility change. This utility does not add new codes or
delete codes no longer used.
To use this feature, go to Utilities | Mass Updates and select CDT Utility.
The following window appears.
If you want to print a report of the services not modified, select the Print
report of services not modified checkbox.
Click Start to begin the conversion process.
Inactive Provider Wizard
Inactivating a provider just got easier. Use the Inactive Provider Wizard to
complete all the steps for inactivating a provider in your practice. To use
the Inactivate Provider Wizard, select UtilitiesInactivate Provider
Wizard. Select the Back button at any time to return to the previous
screen. Select the Cancel button at any time to cancel the Wizard.
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Select the Provider to be inactivated from the dropdown menu. Click
Next.
Select the replacement provider for Preferred Dentist from the dropdown
menu. Click Next.
Select the replacement Preferred Hygienist from the dropdown menu.
Click Next.
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Select the replacement provider for Collections Go To from the dropdown
menu. Click Next.
Select the replacement provider for Provider on Insurance from the
dropdown menu. Click Next.
Click Next to begin the closing all open claims for the departing provider.
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Select, mark and close all open claims for the departing provider. Close the
Claims window to proceed.
Select from the following: Transfer patient balances to one provider,
Transfer patient balances to multiple providers. Click Next.
Select the replacement provider from the dropdown menu to which patient
balances will be transferred. Click Next.
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Select the replacement provider on treatment plans from the dropdown
menu. Click Next.
Review the information pertaining to the transfer of data. Click Back to
return to a previous screen. Click Finish.
Click Yes. This message will not appear when using the preference Disable
“Are you Sure Messages”.
Click OK.
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Assign Dentist on Hygiene Appointments
Use the dropdown arrows to select the Hygienist, Dentist and Chair.
Select OK.
Data Archiving Wizard
Run the data archiving Wizard to store old images etc.
Choose the items that you wish to archive from your live database. Select
from the following options: Images, Documents, Audio and Scribble
Notes. Next, select the checkboxes to establish parameters: Patient Last
Visit Date, Inactive Patients Only, New Acquisition Date.
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Select the Browse button to choose the location for your archived file.
Enter a name for your archived file or use the default name. Click Next.
Review the summary information and select Next to continue. Select Back
to make changes.
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Select the Mark button to check an entry for archiving. Select Mark All to
check all entries. Select Unmark to deselect an entry. Select Clear All to
deselect all entries. Select Calculate Disk Space to compare the archive
file size against your free hard drive space. Select Finish to continue.
Select Back to make changes. Select Cancel to exit without archiving.
Select Help for more information on the Archival Wizard.
Select Yes to archive your file.
Data Restoration Wizard
Use the Data Restoration Wizard to return archived data into your live
database.
Select the Browse button to locate the archived file. Select the file name
for restoration and click Next.
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Select the Mark button to check an entry for archiving. Select Mark All to
check all entries. Select Unmark to deselect an entry. Select Clear All to
deselect all entries. Select Finish to continue. Select Back to make
changes. Select Cancel to exit without restoring. Select Help for more
information on the Restoration Wizard.
Select OK to finish.
Database Validation
The Database Validation option ensures the integrity of your data within
EagleSoft. It will perform a series of comparisons to ensure that all data is
logically organized. This function should only be performed under the
guidance of an EagleSoft Technical Support Representative.
Database Navigator
Due to the nature of this utility, it is recommended you do not
use Database Navigator without the assistance of an EagleSoft
Technical Support Representative.
Remove All Users
This option should be mainly used to remove any users still logged in when
End-of-Day is processed. If you have been assured that everyone is logged
off but you are still getting the message requiring exclusive use, call
EagleSoft Technical Support and they will walk you through removing
any users left in the system.
Due to the nature of the impact of utilizing this utility, it is
recommended you do not run Remove All Users without the
assistance of an EagleSoft Technical Support Representative.
Recover OnSchedule Audit Trails
If you have computer problems and lose some of your data, you may need
to re-key your OnSchedule appointments. If this happens, EagleSoft has
provided a way to print the OnSchedule Audit Trails. This utility enables
you to print and preview the OnSchedule Audit Trail when re-keying
appointments into OnSchedule.
From the OnSchedule Audit Trails window, select an audit trail date and
click Preview.
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Click Delete to delete an audit trail.
User Summary
This option displays a listing of all users who are logged on to the
EagleSoft system. For each user who is logged on, there will be a lock
type of No Lock. The User Summary reveals any options that are being
utilized that lock other users out of that same option. The Aging Account
function requires exclusive use, which means all other users must be logged
out of the system while the accounts are being aged.
System Activity Log
The System Activity Log enables you to view your system activity by date,
time, user and task description. Such activities include: End-of-Day
processing, End-of-Month processing, EOY processing and Aging
Accounts.
To view the System Activity Log:
From the Utilities menu, choose System Activity Log. This displays the
System Activity Log window.
Click on the Show dropdown list box to view only the activity of a
particular area of EagleSoft, such as Accounting, Monthly Processing,
Utility Program and so on.
Click on Report to print a copy of the Activity Log.
Click on Cancel when you are done viewing the Activity Log.
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Communication
The Communication submenu lists troubleshooting features for eBusiness.
eClaims and eStatement Logs
The eClaim and eStatement logs are stored in your database. These logs
will be used by EagleSoft Support Representatives to troubleshoot any
concerns you have when submitting e-Statements or e-Claims.
Reinitialize Controls
To be used by an EagleSoft Support Representative.
View e-Claims File
To be used by an EagleSoft Support Representative.
Auto Backup
IMPORTANT
This option will not replace your
daily, monthly or annual backup.
Auto Backup will not:
This feature enables EagleSoft to automatically create local backups of the
database at startup. This can be set up through Technical Reference. The
backups will consist of a Postal file containing the dental.db and dental.log
files at the time of the execution.
Auto Backup is a system tool and not a replacement for external backup media
Select Start | Programs | EagleSoft | Technical Reference. From here,
select the Database Set up button. Select the Auto Backup button.
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To use the Auto Backup, select the checkbox Use Auto Backup. Enter the
number of days between Server startup that you wish to perform an
automatic backup. Enter the highest number of backup files you wish to
keep at any given time.
Use the button to browse to the auto backup folder if this hasn’t been done
prior.
Note: This system should not be relied upon as the sole means for data
backup. Patterson recommends using an additional process as your
primary data backup.
Messenger
Introduction
EagleSoft provides various ways for you to send messages to your patients.
The Messenger program provides a way to send messages to staff members
while they are in the office.
For example, a hygienist in Operatory A wants to inform the doctor in
Operatory B she is ready for him to examine the patient’s teeth. Instead of
leaving the patient, she only has to send an instant message to the doctor.
The Messenger service provides instant communication between all areas
of your computerized office. Quicker communication between the doctor
and hygienists means quicker treatment for more patients.
Using Messenger
Sending Messages
Click on the Utilities menu and choose the Messenger. The Messenger
window appears. Shortcut: Press the Ctrl + M keys to open Messenger.
In the To column, select the user to whom you wish to send a message.
This column contains the names of all computers logged into the Messenger
server. Use the Select All button to send the same message to all users.
Select the Acknowledge button to alert the sender that the message was
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received without replying. Select the Clear button to delete the message
log. Select the Options button to set your machine-specific preferences.
Multi-users will notice that the Messenger Server starts and stops
automatically with the database engine. The server must be running for
Messenger to operate.
The following window appears.
Under User Name, use the default name or type a new one. Select the
checkbox to Display an alert when other users log on. Select the
checkbox to Display an alert when a message is received. Select the
checkbox to Play a sound when users log on or a message is received.
Select the Font button to select a new font. Select the OK button to exit
and save your preferences. Select the Cancel button to exit without saving.
Select the Defaults button to return your options to their default setting.
A sound card and proper speakers must be used for the sound options to
function. Please consult your hardware provider for more information on
your sound card.
In the Enter Message Here section, type your message and select the Send
button.
In the Quick Text section, add ‘quick messages’ that are often sent or
repeated. Select the Add button to add additional text. Select a section of
quick text to remove and select the Delete button. Double-click on a Quick
Text item to add it to the outgoing message.
Using EagleSoft Messenger’s Sound
To use the delivery notification sound, ensure that your computer’s speakers
are on and operational and set your windows default sound. To set the
default sound:
Windows 2000 – Open the Control Panel and click the Sounds &
Multimedia icon. In the Events section, find “Default Beep”. Select a
sound in the Name field below the Events section.
Window XP – Open the Control Panel and click the Sounds & Audio
Devices icon sounds tab. In the Program Events section, find “Default
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Beep”. Select a sound in the Sounds field below the Program Events
section.
Using EagleSoft Messenger from Other
Locations
The EagleSoft Messenger is available from two other locations in the
software: Integration menu and OnSchedule’s right-click menu.
Integration Menu
The EagleSoft Messenger is available from the Integration Menu in most
Clinical windows. Click the button and select the EagleSoft Messenger
from the menu.
OnSchedule
From the right-click menu in OnSchedule, choose Practice
Management. The Messenger option is available from the Practice
Management submenu.
Assign eClaim Payer IDs
For more information on this feature, see the eBusiness chapter in the
Daily Procedures unit.
Infoport
This feature gives you the ability to save your day sheet totals, provider
productivity and other EOD reports into files that can be opened in a
spreadsheet program. This feature is useful if your practice has several
offices and/or often uses Quicken or any other spreadsheet program to look
at office statistics.
Saving Indicators to File
There are two ways to save the indicators to file. If you want the indicators
saved to file when processing EOD, follow the procedure as described in
the End-of-Day Processing chapter located in the Daily Procedures unit.
You can also use the Infoport feature on the Utilities menu mentioned
next.
Using Infoport
From the Utilities menu, click on Save Daily Indicators.
The following window appears.
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Select an EOD date from the Store Information For Day dropdown list box.
All data is stored according to the EOD date.
Select one of the following checkboxes:
• Provider Productivity – Click this checkbox to export your
provider productivity totals to be imported into an external
spreadsheet program
• Day Sheet – Click this checkbox to save and export Day
Sheet data to be imported into an external spreadsheet
program
• Quicken Information (Deposit Report) – Click this
option to export deposit totals for the selected EOD and store
them in a format that can be read by Quicken or QuickBooks
• When the Quicken format option is selected, a window opens
that enables you to enter the name of the account you use in
Quicken or QuickBooks. If an account is not specified, the
data will be stored in a file named Business Account
Click OK to save and store the indicators. Open your spreadsheet program
to import and view the indicators.
Install the Write Note
Use this option when installing the Write Note marketing letters package.
Patient Education
This link opens the Patient Education module. You must have the Patient
Education interface load line entered in the X-ray int tab in Clinical
preferences for the Patient Education program to run.
Calculator
This link opens the standard calculator normally installed with Microsoft
Windows.
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Fast CheckIn Preferences/Activities
Under Utilities, select Fast CheckIn. From here, select Preferences. In
the Fast CheckIn Preferences, select the checkboxes associated with the
items that you wish the registering patient to access.
Patient Demographics
Medical History
Require Signature on
Medical History
PIPEDA Notice of
Privacy Practices
PIPEDA
Authorization
PIPEDA Consent
Prompt patient to view CAESY presentations attached to today’s services.
Enter the number of minutes after which you would like Fast CheckIn to
cancel the current session.
The PIPEDA Authorization and Consent forms have been predefined
within Patterson EagleSoft. To customize the message to the patient,
select the Edit button following the PIPEDA item.
Select the following checkboxes if applicable: Use last saved Medical
History exam data when starting application and Generate account note
based on viewed pages.
Use last saved medical history exam data when starting application will
default the medical history section of the Fast CheckIn to the answers
provided in this patient’s last medical history exam. These answers may
come from either a Fast CheckIn session or a medical history form within
EagleSoft. Note: The Medical History answers that appear are from the
Patient’s last saved Medical History.
Generate account note based on viewed pages will create a general note
in this patients note history window that contains a description of the Fast
CheckIn screens that were displayed and answered by the patient.
Enter a password for the Fast CheckIn station. Select OK. When a
computer is operating in kiosk mode, it will not exit the Fast CheckIn
operations without this password. To stop the kiosk mode operations, select
Ctrl + Shift + P on the keyboard of the kiosk machine. You will receive a
prompt for the password to exit kiosk mode.
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Under Utilities, select Fast CheckIn | Activity.
Fast CheckIn Preferences
Custom Documents – Select the checkbox to include the listed documents
in the Fast CheckIn Wizard. If this option is deselected, all the buttons and
list box associated with this option will be disabled. Disabling this option
will NOT delete any existing custom documents.
New – Select this button to open Custom Document Setup window and
add a new custom document to the list.
Edit – Select this button to edit the selected custom document.
Remove – Select this button to permanently delete the currently selected
custom document as well as any images attached to this document.
Up – Select this button to move the selected document up in the list.
Down – Select this button to move the selected document down in the list.
Custom Document Setup
If no radio button has been
selected, it will give you the
option to continue without
selecting a custom document. If
you choose to continue, then the
custom document will default to
a text document with a blank
document
Document Title – Enter a title for the document. This field is required.
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Narrative – Enter a narrative for the document. The narrative should
explain to the patient what the document contains and/or instructions to
complete the document.
Text Document – Select this option to enable/disable the Edit button. This
will also clear any other selected radio buttons in the group.
Edit Button – This button will open up an RTF editor so the user can write
a custom text document.
Scanned Document – Select this option to enable the Scan button. This
will also clear any other selected radio buttons in the group.
Scan Button – This will open the scanner interface allowing you to scan
one image or document to be used in the Custom Document.
Imported Image – Select this option to enable the Import button. This will
also clear any other selected radio buttons in the group.
Import Button – This button will open a window so you can import a
custom image to be used in the Custom Document.
Preview Button – This will bring up a dialog so you can preview the
document.
Requires Signature – Check this box to require the patient to sign the
document before continuing the Fast CheckIn wizard. This will save a
copy of the custom document to the Patient’s SmartDoc.
Enable Drawing on this document – Check this box to enable the patient
to draw on a document, to mark checkboxes for example. This option is
only available for scanned or imported documents. This will save a copy of
this custom document to the Patient’s SmartDoc
Always Show Document – Check this box to always show the document
every time the patient visits the Fast CheckIn. If this option is deselected,
the patient will only see this screen if they have not been to Fast CheckIn
since the last time this Custom Document was updated.
Pen Colour – This is the colour to be used when drawing on a document.
Document Group Link – This link will open up the Document Image
group window to allow the user to add, select, and modify document
groups. If they select a Document Group from this window, it will
automatically update the Document Group dropdown menu
Document Group Dropdown Menu – This will allow the use to select
which document group the custom item will be saved to when it is created
in SmartDoc.
Image Recycling Bin
See the chapter on Imaging for more information on the Image Recycling
Bin.
View Messenger Log
View the log of Messenger connections.
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Master Password
Use the Access Password utility to locate a lost or forgotten password.
When setting up the Security Administrator password, the following screen
appears.
Enter and confirm the desired password. Enter the questions and answers
that will be used to retrieve password information. Select OK.
Select the checkbox Clear Existing Password to delete the current
password.
To set up your individual Provider passwords, log on as the Security
Administrator. Select the appropriate person from the Provider/Staff
List. Select Edit.
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Enter the Question and provide the Answer. You must include an entry for
all three. Select OK.
Select the checkbox Clear Existing Password to delete the current
password.
To establish your Time Sheet password, select the Time Clock Password
button.
Enter and confirm the desired password. Enter the questions and answers
that will be used to retrieve password information. Select OK.
Select the checkbox Clear Existing Password to delete the current
password.
Any failed attempt to enter your password will result in the following
prompt:
The following screen will appear.
Enter the answers to the questions listed on the Access<<area of software>>
Password screen. Contact the Support team if the answers cannot be
obtained.
To otherwise retrieve your Passwords, select Utilities | Access Passwords.
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Select the appropriate radio button for Master Password, Provider
Password and Timesheet Password. Enter the answer for each question.
After each question is successfully answered, select OK. The password
will appear.
Contact the Support team if the answers cannot be obtained.
Print Screen
Capture images of your computer screen using the ESInet. In the System
Tray, right-click on the ESInet icon. Select Print Screen.
A window appears showing that the screen capture is being printed and to
what printer.
Database Options
Note: The Assistant Database
cannot be set to start as a
Windows Service.
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This feature will enable the EagleSoft Database Server and Messenger
Server to start as a Windows service.
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Select Start | Programs |EagleSoft |Technical Reference. From here,
select the Database Set up button. In the Database Set up window, select
the checkbox Start Patterson EagleSoft Database Server as a Windows
Service. Select OK.
By selecting this preference, the Start Patterson EagleSoft Server and
Stop Patterson EagleSoft Server icons will still start and stop the database
service and the Messenger service. Deselect this preference for the
Database Server to function as they do currently.
Prior to restarting the computer or the server, you need to remove the
preference Start Patterson EagleSoft Database Server on Startup.
When using this feature, the Server icon will no longer appear in the task
bar.
The Stop and Start Server icons will function exactly as they do now.
Administrative rights may be needed to enable this function.
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Making Backups
Backups
Making a backup is one of the most important things you can do for your
office. Backups are a form of insurance against fire, power outages, theft
and other misfortunes. If you lose all of your data in a fire but you have a
recent backup, you have just saved your office staff time and money. This
section provides information on what to back up, how often to back up and
where to store a backup.
Both single- and multi-user backup procedures involve backing up the
entire data folder: dental.db, dental.log, indicators, audio, documents,
custom drawtypes, images, voice and metafiles. Single-users, however,
will back up at the computer they use to do all their work. They also need
to exit any EagleSoft programs.
The backup process for a multi-user involves a few more steps. Since the
data on a multi-user system is located on the server, it is necessary to
perform your daily data backups from the server. This section tells you
what files you need to back up, what you need to do before backing up and
how often we recommend that you make backups.
Making Backups
When making your backups, the files that need to be backed up from your
program directory (most often, this is c:\program files\eaglesoft\data)
onto disk or tape media are the following:
•
dental.db
•
dental.log
•
C:\Program Files\EagleSoft\Data\Indicators
If you are using EagleSoft’s Clinical program, there are six
subdirectories that need to be backed up along with dental.db and
dental.log. They are:
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•
C:\program files\eaglesoft\data\audio
•
C:\program files\eaglesoft\data\images
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C:\program files\eaglesoft\data\metafiles
•
C:\program files\eaglesoft\data\documents
•
C:\program files\eaglesoft\data\custom drawtypes
•
C:\program files\eaglesoft\data\voice
It is recommended that you backup your entire data folder.
*IMPORTANT NOTE FOR MULTI-USERS ONLY
The EagleSoft database engine must be shut down after all
users exit the program before a successful backup can be
performed. Failure to shut down the EagleSoft server could
result in corruption of backed-up data.
When to Make Backups
It is the office’s responsibility to make backups consistently. The more
backups your office makes, the more your data is protected and insured
against catastrophe.
We recommend the following for backup frequency:
Daily backup – A separate tape should be used for each day the office is
open and these tapes should be rotated weekly.
Monthly backup – Rotate two tapes.
Yearly backup.
Note: A separate tape should be used for each type of backup.
More Tips on Your Backups
Where to Store Backups
It is a good idea to store your backup in a safe, fire/waterproof location,
such as a safe deposit box. Most important, keep your backups at an offsite location.
Make Sure You Are Making a Correct Backup
To verify that you are making the backup correctly, restore it at least once a
month. If you have questions on this procedure or need assistance, contact
your hardware provider.
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Troubleshooting – Unit 10
How to Use the Index
To use the EagleSoft 15.00 Index, first look for the affected area of the
software and then look for the submenu listing. For example, if you wanted
to look up how to set up drugs for the Rx Writer, look under ‘R’ for Rx
Writer and then find Setting Up Drugs in the submenu.
Shortcut Keys and Navigational Hints
Under Window, you can choose to view Practice Management Mode,
Clinical Mode or Integrated Mode.
Left-Click – navigate areas or fields within the program. (Single/double
click the left side of mouse).
Right-Click – Can be used in many different areas of the system. To
name a few, On Schedule, Reports and in the Account Screen there are
three different areas that you can do a right-click. This again is done as an
Alternate way to access different areas of the system. InContact, Treatment
plan and Walkout screens also have the right-click capabilities. When a
mouse appears on the screen, which indicates that with a right-click, there is
a list or menu available to you, this will bring up different areas that you
can access from that screen.
OK – Saves newly entered information or saves information that you have
edited.
Cancel – Cancels information.
Enter – The Enter key on your keyboard will activate the button that is
highlighted or outlined or looks three dimensional on the screen in front of
you.
Use – Connects the chosen item on a list into the appropriate field. This is
found when accessing a list box within a hyperlink.
Edit – This button is used for looking at information listed or for changing
the information that has already been entered.
Tab – The Tab Key moves the cursor forward from one entry field down to
the next one.
Shift/Tab – Moves the cursor back to the previous field.
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Troubleshooting – Unit 10 • 571
Function Keys
F1 – EagleSoft Help File
F2 – Function Key will launch different lists that are available to you when
in a particular field (EX. Person, Service Codes, Employer, Account Alerts,
Patient Alerts, Referrals and Insurance to name a few). This is similar to
selecting a hyperlink. F2 will also allow you to view the available option
icons on the Virtual Front Office Screen and on the Virtual Clinical Screen.
F3 – Function Key will allow you to view the Patient Photo. **
F4 – Function Key will launch Alerts.
F5 – Function Key will recall the last patient that you were working on, or
if you are entering a new patient, you can use F5 to bring up the last
policyholder or responsible party when you are in that particular field.
F6 – Function Key will launch the OnSchedule at Day at a Glance.
F7 – Function Key will launch the OnSchedule at Week at a Glance.
F8 – Function Key will launch the Appointment Search window within the
OnSchedule.
F9 – Function Key will open EagleSoft Practice Management and
Clinical.**
F10 – Function Key will access your Menu Headings. From here, you can
use your arrows on the keyboard to move you to the left, right or you can
use the arrows to move you up and down a list that is on the menu.
F11 – Function Key will launch your task list.
F12 – Function Key will launch the patient’s Medical History. **
** equals Clinical.
Navigation
Space Bar – The space bar will provide you with a check mark when you
are in that field that has checkboxes or deselect a checkbox by selecting the
spacebar again.
Home Telephone Number – If the area code already appears, use the
space bar to advance to the next available spot to type the rest of the
telephone number.
Highlight a Field –Left-click at either the beginning or end of the
information to be deleted and drag the cursor across that information to
highlight it. When it turns colour (most likely blue), type over it with the
correct information. You might also want to highlight a field, right click
and copy it so that you can paste it in another field.
Arrow Keys – Used to move the cursor either to the left or the right
without deleting any information. The arrow keys are located to the right of
your keyboard. Here are a few examples of how you can use them: The
arrow keys can be used to make the person either male or female when you
are in that field, the down arrow can be used to take you down the list of
options within that particular field. The arrows can be used in perio
charting. The up and down arrows move the teeth either forward or back a
tooth. When you are in the space provided for the salutation you could use
your arrow keys to see your choices.
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Backspace – Used to move cursor back one space deleting the character
to the left of the cursor.
Delete – Will move your cursor forward one space deleting the character to
the right of the cursor.
Accelerator Keys (Alt) – Hold down the alt key and press the key that
matches the underlined letter. This is used to access different areas in that
screen that you are in without having to tab all the way to it.
Hyperlinks – Are blue underlined words located throughout the software.
Select these words to access the quick list box attached to the blue word.
(For patients, services, employers, insurance companies, etc.)
Home – Will move the cursor to the beginning of the word or sentence.
End – Will move the cursor to the end of a word or sentence.
Ctrl & Enter – Starts another line. This can be used when creating your
messages or anywhere you have a field available for notes.
Ctrl & Home – Moves to the beginning of the document or screen.
Selecting Home will also bring your schedule up to the top of the screen.
Ctrl & End – Moves to the end of the document screen.
Ctrl & Delete – Deletes one word at a time.
Ctrl & M – Will bring up the Messenger.
Ctrl & A – Will change the patient arrival indicator in the schedule.
Continuing to select on Ctrl A will change the indicator from patient late
(red) to arrived (yellow) to in the chair (green).
Additional
Customize your toolbar on each computer by using the right-click on the
toolbar and choosing customize. Customize your toolbar for the
OnSchedule, Virtual Office, Virtual Clinical, Integrated Screen,
Advanced Imaging and the Image Document window. This will add,
remove, show the text and move the icons up and down on the placement in
the toolbar. You can add virtually all practice management and clinical
menu items to any toolbar.
When entering your hours in the provider screen or in the appointment
scheduler for the chairs, enter 8am and the system will convert it to the
8:00am format. If the hours are the same, highlight 8:00am, hold down
your Ctrl key along with the C key to copy. Tab to the area that you want
duplicated and hold down the Ctrl key with the V key to paste the
information on the selected area. Military time also works in these fields.
You can either access a patient by typing in their last name, first name, SS#,
ID#, Phone#, Chart ID# or you can type in the first few letters of their last
name, comma and their first initial of their first name.
In OnSchedule, left-click the arrow in the lower right corner of the
appointment and drag the appointment down. This will increase the length
of the appointment.
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Additional EagleSoft Modules
Dual Databases
EagleSoft provides a way for two providers to utilize two databases on the
same network. For more information on this feature, contact EagleSoft’s
Sales Department.
The Write Note
Introducing The Write Note, Patterson’s suite of marketing and patient
based letters.
To purchase The Write
Note package, please
contact your Patterson
Technology Representative.
Under Utilities, select Install The Write Note. Select the radio button
Install The Write Note Letters. Select OK.
Select Yes to continue. Select No to cancel the installation.
eService
eService takes the guesswork and downtime out of addressing your service
needs. Using your office’s Internet connection, eService captures
important data and sends it to EagleSoft Client Services Department’s
attention. eService is a standard part of the Service Club benefits at no
additional cost to you. Some key components of eService are:
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 Save Report feature will also
capture a system check to be uploaded
to Client Services.
The Compliance Checker appears once daily 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, E-mail Report, Save Report or Ignore. Clicking Ignore
simply closes the window.
EagleSoft offers a new level of
electronic support.
EagleSoft captures any system message data and sends it electronically to
EagleSoft Client Services.
Handling Data
The first occurrence of an error message in EagleSoft will prompt you to
locate the machine with an Internet connection. If the computer you are
using is not that machine, click browse and locate the machine with Internet
access. Click the name of the Internet computer and click OK. This
prompt will only appear on the first occurrence.
If you do not have an Internet connection on at least one machine in your
office network, you’ll need to call EagleSoft Support for assistance with
your error messages as you currently do.
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Send System Checks
Instead of your staff member locating, running, printing, and faxing system
checks, file finders, and version information, the System Check can
capture the information and upload it to EagleSoft Support directly.
eService uses your Internet connection and EveryWare for the Web
conduit to provide instant information to EagleSoft Support Department.
Browse to the computer with the Internet connection and click OK. If this
has been previously established, the browse window will not appear. The
System Check will be automatically sent to EagleSoft Support.
If you are not currently Internet capable in the office, click cancel on the
browse window.
Choose from the following options:
•
Save the SnapShot so that it can be uploaded later
•
Save the SnapShot on a floppy disk for mailing to EagleSoft
Support. The SnapShot will be deleted from your hard drive
•
Print the SnapShot for faxing to EagleSoft Support. The
SnapShot will be deleted from your hard drive
•
Delete the SnapShot
Click OK to proceed.
EagleSoft Direct
For instant updates on EagleSoft information, CTC dates, the
eNewsletter, Support information and more use EagleSoft Direct.
EagleSoft Direct provides pertinent information at the click of a mouse.
Control how and when information gets to your office.
In Practice Management, Select Online and click the Online Center.
In the Online Center, click on the EagleSoft Direct button.
To upload files from EagleSoft Direct Client Services, click the eService
button in Technical Reference. Select Sync eService Data to download the
information from EagleSoft Client Services.
To upload files from EagleSoft Direct, please consult EagleSoft Client
Services for any additional assistance installing or implementing uploaded
data.
Live Help
Use the Live Help desktop icon in the software to request a Remote
Support session from the Patterson Canada Technology Center, Live
Help, FAQ or E-mail Support. Be sure to inform Support that you are
located in Canada.
The following is an example of the Live Help desktop menu:
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Troubleshooting – Unit 10 • 575
To access the Live Help menu, select the Live Help graphic on the desktop.
From the menu, select any of the Live Help options.
To access support options from the Menu, select Help. In the Help menu,
select from the available support options.
EagleSoft Remote
To better service our clients, EagleSoft has developed EagleSoft
Remote. Using your Internet connection, your EagleSoft Client Services
technician can connect to your office to resolve issues faster.
To use EagleSoft Remote, select the eService button in Technical
Reference. Click the Wait for Connection button.
The EagleSoft Remote Current User Properties window will appear.
Enter a password to be given to EagleSoft Client Services upon request.
Note: The Current User Properties will not launch from here after the
initial session.
When a connection has been established, the following window will appear
containing your IP address, your Port and your Remote Password. Please
provide this information to your EagleSoft Support Specialist.
When your session is engaged, the following Remote icon will appear in
your Windows task bar.
To end your Remote session, right-click the Remote icon and choose Close
EagleSoft Remote. Choose End All Client Connections from the rightclick menu to terminate all Remote Sessions without disconnecting from
the Internet. To disconnect from the Internet without closing the Remote
Server, click the Disconnect button under Remote Access Options in
Technical Reference.
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Patterson EagleSoft 15.00
To change your Remote password, double-click on the Remote icon in
your task bar or right-click the icon and select Properties. Clear the current
password and type a new one. You may change your password as often as
you like.
Remember …
If you have a question or suggestion about Patterson EagleSoft, please
don’t hesitate to call us at 1-866-449-7282.
Patterson EagleSoft Support Department hours are as follows: 7 a.m. 5 p.m. MST, Monday – Friday. Our staff of trained service representatives
will be here to answer all of your questions.
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Troubleshooting – Unit 10 • 577
Appendix
Draw Type Legend
The Draw Type Legend featured in the Clinical Chart window.
578 • Appendix
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Appendix • 579
580 • Appendix
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Index
A
accessing Clinical
from patient summary 473
accessing OnSchedule
from a patient summary 473
account
right-click menu in the ledger 232
Write-off - receiving payments 241
Account
payment types 256
coverage book
-if the service code is not in the coverage book 259
editing past payments 247
monthly note for statements 253
payments-patient account option 256
receive billing charge 253
receive finance charge 253
receive statements 252
statement message 253
Account
coverage book-service code is in the coverage book
259
Account
account alerts 254
account ledger 238
Account Type 251
alerts adding 254
alerts displaying 255
alerts removing 255
Cancellation Charge 246
Credit Adjustment 270
Debit 245
deleting past transactions 248
filtering account history 250
getting started 228
History 238
multiple payments 271
Notes 241
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offsetting debits and credits 253
Outstanding Claim 233
Patient information 239
Payments 239
preferences 252
receiving insurance payment 258
Related Claim Items 236
Related Walkout Items 236
returned checks 242
walkout statements 239
Write-off 240
Write-Off - reactivating an account 241
Account
insurance payments 240
insurance payments distribute 258
integrated options 230
right-click menu 230
account alerts
setting up 119
account alerts master report 499
account history by patient report 494
account history report 494
account summary report 494
accounts marked not to receive a statement report 494
accounts receivable by provider reports 491
accounts receivable by responsible party report 491
accounts with offsetting debits and credits report 491
accounts written off report 491
Active/inactive status 13
adjustment reconciliation report 492
adjustment types
editing 115
adjustment types report 499
adjustments by type report 491
advanced imaging
exporting an image 373
importing an image 371
pasting as new image 377
printing 373
toolbar usability modes in 355
Index • 581
advanced imaging
exam bar in the window 356
exam view window 358
advanced imaging
EagleEye 387
acquiring images 363
Advanced Imaging
print custom layout as an image 377
Advanced Imaging
annotations 379
brightness and contrast 382
Browse Images 362, 371
customizing print layout 373
Drag and Drop 367
Drag Image- how to 367
e-mailing from advanced imaging 373
image document window 358
Image Document-template map 393
image information view 360
Image Recycle Bin 370
image view window 360
Live Video Exam 366
measurements for images 379
Open As Document 362, 371
Open Cascade 362, 371
Print Custom Templates 376
Rearrange images 368
Spelling Error Window 389
Text Tools 378
aging accounts
category 446
true date 446
annotations
creating new or editing 129
appointment types
entering the usual amount 169
setup 168
updating next preventative appointments 170
updating next regular appointments 170
appointments
viewing information from other places in EagleSoft
199
appointments
blocking unavailable times 192
click and drag 190
deleting 193
editing 187
finding 177, 194
locating 177
locating scheduled 194
moving 177
moving to different appointments 177
pasting 177
scheduling 185
appointments report 497
associate companies
582 • Index
in the insurance company window 89
audit trail report 492
auto advance in the perio window 49
Auto Backup 556
AutoNotes
delete existing 127
edit existing 127
B
backups
files for the 568
making 568
when to make 569
Bulk insurance payments 262
Bulk Insurance Payments
open claims for insurance company 263
show open claims 263
C
CAESY 221
calculation methods
patient responsible for all 43
calculator 560
category aging of accounts 446
chair hours 168
setup 172
changing service fees 537
Chart
using show what 292
applying mixed dentition
permanent 279
primary 278
currently charted 293
date range 292
draw type legend 291
print 292
Chart
customizing colors and draw types 279
primary and permanent dentition from the right-click
menu 278
quick tour 275
Chart
changing draw type color 280
condition -surface view 284
Custom Draw types 280
defective- service 284
Detailed Surface Information 289
detailed surfaces 287
entering conditions 283
hatch types
darker 282
vertical lines 282
ledger 290
quick charting 52, 293
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service 284
service -remarks for unusual services 285
services-editing 285
status hatch colors 52
status hatch colors-changing 282
summary surfaces 287
tooth information - service 285
viewing hatch width 53
viewing in the perio window 279
Chart - Perio Overlay 293
chart items
setting up 51
chart label
in new patient window 84
chart laser label
in new patient window 84
chart preferences
setting up 51
claim
closing and applying unpaid amount back to
remaining benefits 440
closing and crediting the account 440
closing and updating annual deductible for patient
440
Claim Forms 438
Claim information 438
claims
closing and applying the amount unpaid back to the
account 440
re-creating- estimating options 536
claims
show what 437
claims
auto-mark 438
change answers 443
changing insurance 442
changing insurance forms 438
closing 439
entering notes 441
printing/reprinting 444
processing 439
re-creating 536
view 438
viewing closed claims 441
viewing/editing 439
Claims
accessing 437
changing employer/company per claim and all
patients with this policy holder 443
changing insurance 442
do not estimate insurance 536
Do Not Track 44
estimate insurance based on current benefits 536
estimate insurance based on original claims 536
open 438
Printing Labels 437
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rejections 444
unsubmitted 438
unsubmitted elec 438
claims - ledger 438
Claims - making payments 441
clinical exam
report incomplete 348
clinical exam
accessing from the activities menu 329
cancer 345
cosmetics (cosm) 342
creating types 329
detail report 348
general 344
habits 343
head 343
history 346
master report 348
notes 347
occlusion (occl) 337
other 346
Perio 333
printing reports 347
restorative (restor) 335
selecting exam date 331
selecting exam type 331
setting security 330
summary (summ) 332
TMJ 336
Clinical Exam
add/remove tabs from current exam type 331
clinical exam questions reports 348
clinical exam tabs
IntOral 338
clinical exam types 127
adding a custom question to 128
creating new 127
delete existing 128
deleting custom questions 129
edit existing 128
editing custom questions 129
setting the status 331
closed claims
viewing 441
closing primary insurance claim 440
collection exception report 492
collection reconciliation report 492
Compliance Checker 4, 574
conditions
deleting 123
edit existing 122
contact list report 494
Cosmetic Imaging
flipping an area of an image 396
whitening 398
Cosmetic Imaging
Index • 583
adding this area to the example group folder 397
comparing images before and after 397
copying areas of the image 396
Delete 397
editing a teeth selection 397
example groups library 397
importing files into an image 397
mirroring an area of an image 397
pasting from the clipboard 397
reloading the image 398
selecting an area 396, 397
selecting teeth 397
Undo 398
coverage book
in the edit employer window 90
coverage books
setup 106
coverage production report 493
custom hours
frequencies 165
customized hours report 497
D
daily fee exceptions report 492
daily production/collection summary report 492
database navigator 554
date range
when searching for appointments 194
day sheet 492
deleted transactions report 492
delinquent accounts report 492
DenOptix defaults
setting up 58
DenOptix scan type
carousel type 133
DenOptix scan type
templates 133
DenOptix scan types
setting up 132
deposit report 492
detailed contact list report 494
detailed exploding codes master report 498
detailed production by provider report 496
detailed referral productivity report 492
detailed treatment plans reports 499
digital X-ray preferences
setting up 55
discounts
entering 120
discounts master report 499
E
EagleEye 387
EagleSoft Direct 575
584 • Index
EagleSoft Today 201
Customize 202
eBusiness
introduction 453
eBusiness preferences
changing the default insurance form for an employer
456
eClaims
claims status 459
creating 453
editing insurance companies for payer IDs 458
pre-authorizations 454
receiving claim information 460
setting up provider identification 456
setting up the preferences 457
e-claims (Envoy) submission summary report 493
eClaims preferences 457
employer
estimate insurance preference edit 92
employer
insurance company responsible for all option
in the edit employer window 92
patient responsible for all 92
Employer
amount not paid by primary
employer coverage book report 493
employer master reports 493
Employer preference
insurance company responsible for all 43
Employer preference
estimating insurance preference 43
Employer Preference
calculation method 43
employer preferences
amount submitted 93
employer preferences
authorizes payment to office 43
calculation method 92
identify billing dentist by 42
identify dental plan by 42
lifetime deductible applies 43
lifetime maximum applies 43
secondary calculation 43
employer prompts master report 499
employer/company
changing per claim 442
employers
calculation method 92
entering notes 91
group name 90
reviewing productivity 91
selecting a coverage book 90
selecting prompts 91
employers
entering 90
identify billing dentist by
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in the edit employer window 92
in the insurance company window 89
Employers
group name 27
selecting a coverage book 27
Employers
entering 26
End-of-Day
deposit slip reports 465
secondary deposit slip reports 465
End-of-Day
adjusting offsetting debits and credits 464
daily reports 464
processing 463
reports 464
updating late payment plans 464
End-of-Day reports preference 47
eReferral
Manager 424
Wizard 422
eReferrals 419
eService - EagleSoft Direct 575
eService - EagleSoft Remote 576
eService - System System Check 575
eService - The Compliance Checker 574
exploding code
deleting 109
editing 109
entering 108
printing reports 109
exploding codes master report 498
F
Fast CheckIn 137
Using 140
Fee Schedule
Provider 102
fee schedules
setting up automatically 104
fee schedules
setting up service codes individually 105
setup 103
using an existing fee schedule 106
fee schedules master report 498
Fees
Standard by Provider 100
finance charge report 492
finance charges
in statement wizard 451
G
GM graphic in the perio graph 51
group name and number
in the edit employer window 90
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I
image directory 63
Image preferences
printing 54
Image Template
flipping the image 131
image templates
setting them up 130
images
viewing them in the perio window 279
Imaging
Patterson 3D Viewer 368
including item detail
in statement wizard 450
InContact
accessing 519
account information 524
adding patients manually 520
batch description name 521
patient information 524
patients 522
post-op calls 522
recall patients 521
reports 522
right click menu 523
sorting 523
Status 523
the money finder 521
type summary 524
Insurance
payment-amounts to individual items 262
Insurance - changing claims 442
Insurance Claim
final payment 259
insurance companies
assigning payment groups 89
entering new or editing 88
entering the employer 89
setup 88
Insurance companies
entering new or editing 25
entering the employer 26
insurance companies master report 494
insurance companies with same payment group name
89
insurance company history report 494
insurance company productivity report 494
insurance company window
associate companies 89
insurance payments 258
Insurance payments
final payment on a patient with primary and
secondary insurance 261
payment types
Insurance payments 441
Index • 585
IntelliCare 142
Account 143
Appointment 146
Birthday 150
Creating 143
Imaging 149
Patient Exam 151
Patient Info 152
Preferences 142
Reminder Window 154
Service 153
interface preferences
setting up 62
Intouch
accessing 525
InTouch
creating 526
customizing margins, fonts, color, and so on 527
e-mail a letter 529
merging data into letters 527
L
lab case tracking
appointments 416
creating 409
creating or editing 412
printing 414
types 410
walkouts 415
label tools 377
letters
accessing 525
creating 526
customizing 526
e-mailing 529
merging data 526
printing 529
saving 528
Letters
Spelling Error Window 528
Write Note 574
letters master report 499
logged on
viewing users 4
logging off EagleSoft 4
logging on to EagleSoft 4
M
mass delete appointments 539
messages master report 500
MGJ graphic in the perio graph 51
Money Finder
InContact 508
Label 508
586 • Index
Letter 508
postcard 508
Reports 508
N
new patient
reviewing patient history 81
setting up alerts 81
new persons report 495
note history
accessing note history 349
deleting a note 351
filtering 350
printing 351
tracking 351
viewing/editing notes 351
O
office chairs
chair name 172
setup 172
office chairs master report 497
onschedule
printing daily
a list of appointments 198
for each operatory 199
printing daily-page properties 198
showing times on the right
when printing 198
onschedule
tracking appointments preferences 160
onschedule
locating appointments 194
OnSchedule
appointment provider colors 177
confirming appointments 177
creating block 177
day at a glance
display/print setup -showing service information on
appointments 180
display/print setup-number of chairs to show
179
week at a glance 176
OnSchedule
blocking unavailable times 192
find/appointment search 177
moving appointments/blocks 177
pasting appointment blocks 177
printing 177
provider hours setup 162
Task Manager
from toolbar 177
OnSchedule
accessing 175
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adding an appointment to the Quick Fill list 193
Appointment Queue 190
arrival indicators 187
chair hours 168
Closed Time Indicator 180
Current Time 190
Current Time Indicator 190
day at a glance button setup 181
day at a glance-go to a different day 192
display abbreviation
when scheduling an appointment 187
entering a prefix
when scheduling an appointment 186
Family Appointments 191
holiday preferences 174
holiday setup 173
moving or hiding chairs 183
printing in color 198
printing page properties
print orientation 198
provider chairs/goals 173
right-click menu 178
scheduling appointments 185
setup 159
templates 171
tour of the window 175
Unscheduled Appointments 191
viewing a week at a time 199
viewing the legend 184
Views 174
week at a glance button setup 182
Onschedule performance improvement
options in Onschedule preferences
179
Onschedule preferences
displaying scheduled versus goal
free form entry
free form entry 44
Onschedule preferences
loading templates automatically when changing days
179
selecting symbols to identify provider 180
showing double book information
Onschedule preferences
tracking appointments 44, 160
Onschedule preferences selec
time units
in 45
Onschedule time units
in Onschedule preferences 162
outstanding balances by preferred dentist report 492
outstanding claims by insurance company report 494
outstanding payment plans report 492
outstanding pre-authorizations by insurance report 494
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P
Password Retrieval 564
pasting images from the clipboard 397
patient
entering recall status 77
entering the ID 77
laser mailing label 84
mailing label
notes 82
setting up referrals 83
setup 76
view missing teeth 83
patient
envelope 84
sending a letter 82
Patient
Inactivate Patients 80
next recall
in new patient window 77, 78
recall notes
in new patient window 77
patient alerts
entering 117, 119
in new patient window 81
patient alerts master report 500
patient analysis report 495
patient chart labels report 495
patient chart laser labels report 495
patient fee schedules report 495
patient history report 495
patient labels report 495
patient laser labels report 495
patient master report 495
patient preferences
discount 80
patient preferences
employment status 79
entering prompts 82
financial preferences 80
name of school/school city 79
productivity information 81
recall preferences 80
signature on file 79
student status 79
patient prompts master report 500
patient summary
right-click menu options 473
viewing 472
patient transfer 534
patients by account alert report 495
patients by discount report 495
patients by employer report 495
patients by fee schedule report 495
patients by insurance company report 495
patients by patient alert report 495
Index • 587
patients by preferred dentist report 495
patients by preferred hygienist report 495
patients by responsible party report 496
patients currently referred out report 496
patients on short notice report 496
patients seen report 496
patients without recalls 496
patients without visits report 496
payment group
in the insurance company window 89
payment groups detailed report 494
payment plan
coupon book 266
payment plan
amortization schedule 266
annual interest rate 266
future services 266
loan amount 266
number of payments 266
past services 266
payment amount 266
payment frequency 266
payments 268
report of pending 267
truth-in-lending contract 266
Payment Plan
distributing payments/credit adjustments
equally to all providers 269
distributing payments/credit adjustments based on
percent of balance 269
distributing payments/credit adjustments manually
269
distributing payments/credit adjustments to oldest
provider balance first 269
setting up 265
payment plans
processing End-of-Day 268
payment reconciliation report 492
payment types
currency type 114
payment types
editing 113
selecting primary or secondary deposit 114
payment types master report 499
performance summary report 493
perio
history-viewing in the window 317
images-viewing them in the window 317
perio
editing previous exams 318
perio
accessing a perio exam 314
comparison graph
zooming 323
graph
changing display 321
588 • Index
printing 321
zooming 321
perio
comparison graph
printing 323
comparison graph showing different exams 322
Perio
comparison graph 322
perio comparison 319
printing 320
showing 320
perio exam
position of tooth 316
site on tooth 316
perio preferences
other 50
post procedure notes
tracking 351
Postal codes master 500
post-op calls report 496
practice audit trail report 493
Practice Information 30
practice information report 499
practice management
SnapShot 502
pre-authorizations
deleting 540
pre-authorizations for e-claims
creating 454
pre-determinations 454
Preferences
General 32
Preferences
Accounting 36
Alerts 48
Insurance 35
SmartDoc 63
Statements 38
print custom 373
Print Custom
orientation 376
Print Screen 566
printer administration for EagleSoft 65
printing pre-authorization insurance forms 305
printing preferences
End-of-Day reports 47
printing alerts on detailed recall report 47
printing insurance claims at time of walkout 46
printing receipt at time of payment 46
printing statements at time of walkout 46
using letterhead 46
printing statements
from patient summary 473
procedures by provider report 497
production by account report 496
production by patient report 496
Patterson EagleSoft 15.00
production exceptions report 493
production reconciliation reports 493
prompts
customizing 112
payment 114
Provider
Inactivate 72
provider chairs/goals 173
provider facts report 497
provider goals report 497
provider history report 497
provider master report 497
provider productivity report 497
provider prompts master report 500
provider/staff
goals
71
hours setup 69
notes setup for providers/staff 68
options 68
passwords 72
prompts setup 69
reviewing history 70
setting provider color 69
setting up identification 70
viewing productivity 69
providers/staff
collections go to 68
provider on insurance 68
psr
accessing 325
adding new exams 325
comparison printing 327
comparison removing exams 326
comparison showing 327
viewing or editing exams 326
psr
comparison adding an exam 326
purge options
delete pre-authorizations 540
delete treatment plan items 539
mass delete appointments 539
Q
Quick Fill
OnSchedule toolbar 177
Quick Fill List
deleting an entry 197
deleting appointments 193
scheduling a patient from 197
quick pick preferences
setting up 53
quick picks
for conditions 124
quick picks
Patterson EagleSoft 15.00
creating them for services 123
setting up 123
Quick Start
Patient 20
Payments 24
Quick Start
Walkout 23
Quick Start
Appointment 21
Quick Walkout 33
R
Recalls 426
messages 430
method 430
patients due for future cleanings, but no scheduled
preventative appointment 429
patients not seen since specified date 429
patients past due for cleanings with no scheduled
preventative appointment 429
patients with scheduled preventative appointments
428
preview recalls before you print 431
print recall report with recalls 431
printing options 430
reports 431
skip patients marked not to receive recalls 429
Types and Service Codes 434
Wizard 427
Recalls
patients with scheduled regular appointments 429
Receipts
Printing 247
referral sources master report 500
referrals
in new patient window 83
Referrals
Recipients 420
referred patient report 496
removing all users 554
Report
offsetting debits and credits 254
reports
Clinical 500
clinical exam detail 348
clinical exam master 348
exam questions 348
exploding codes 109
filters 486
financial 491
generating and printing 484
InContact 522
insurance 493
my favorites 501
others 499
Index • 589
patient 494
providers 496
scheduler 497
service code master 94
services 498
treatments 499
zoom control 485
Reports
filtering 487
Quick Reports 489
Rulers 486
sort 485
Reports 13
reprinting last statement
from patient summary 473
returned checks report 493
revenue opportunities 504
revenue opportunities
accepted treatments 505
accounts receivables 505
average amount spent per visit 506
overdue recalls 505
patients coded not to receive recalls 505
patients without recalls 505
planned treatments 505
potential revenue to practice 506
tickler file 505
unscheduled future recalls 505
route sheet
insurance summary
route sheet
account balance summary
route sheet
family appointment 517
route sheets
fee sheet 517
generating for individual patients 517
generating for patients with appointments 517
information 516
setting up fee sheets 518
Rx Writer
Introduction 400
perforated Rx forms 405
person preferences 404
pharmacies 402
prescriptions 406
printing preferences 405
printing prescriptions 408
reports 408
setting up drugs 401
setting up pharmacies 401
templates 403
S
saving as an AutoNote
590 • Index
in the text note window 352
scheduled appointments not walked out report 498
scheduled versus goal amounts 173
scheduled vs goals by providers report 498
Scheduler
accessing 175
chair hours 168
setup 159
Views 174
scheduler audit trail report 498
scheduler vs. goals report 498
scheduling appointments 185
scribble pad notes
creating new 352
secondary calculation method
amount not paid by primary 92
amount submitted 93
Security
Assigning Profiles 8
sending letters
from patient summary 473
Sensor Information 56
service code
allow free form description 97
chart setup 98
entering description 96
entering display abbreviation 96
generates postop call 97
preferences 96
printing reports 98
reviewing productivity 98
selecting relative value units 96
selecting service types 96
selecting time units 96
setup 95
updates patient recall 97
viewing history 98
Service code
applying discounts 97
Service Code
setting the preferred dentist or hygienist 97
service code preferences
submit on insurance 96
service codes by fee schedule report 498
service codes by type report 498
service codes master report 498
service codes productivity master report 498
service fees
changing for multiple 537
changing individual 537
service history report 498
service type
in service code window 96
service type productivity reports 498
service types
default percentage 114
Patterson EagleSoft 15.00
service types master report 498
services
button groups 124
signature on file
in patient preferences 79
smart codes
setting up 125
SmartDoc
Accessing 476
import documents 476
Signature 477
Using SmartDoc 86
SmartDoc Preferences 63, 475
SnapShot
viewing 502
SnapShot 502
graph method 503
viewing accounts receivable 503
viewing current monthly totals 503
viewing patient production 503
viewing production / collection 503
social security number 92
Spell Check Preferences 42
Spelling Error Window 242, 375
staff position master report 500
staff positions
editing 113
statements
accounts (a-l) 449
accounts (m-z) 449
accounts that have not had a statement in the
last_days 449
accounts that should receive statements 449
all accounts 449
finance charges 451
including all items since 450
including item detail 450
individual account 449
preferences 447
processing 448
range of accounts 449
view last batch detail 448
Statements
accounts with balance greater than or equal to $_
in statement wizard 449
accounts with estimated insurance
in statement wizard 449
accounts with outstanding claims
in statement wizard 449
options 40
processing 40
superbill See route sheets
swap in advanced imaging 380
system activity log 555
system inquiry
using 532
Patterson EagleSoft 15.00
System Inquiry
viewing account activity 532
viewing patient demographics 532
T
task categories
entering/editing 120
task manager
accessing the task list 203
creating a new task 206
report filter 209
setting the frequency 207
setting up recurrence 207
status of task 206
task list ledger 204
task list toolbar 205
task manager wizard 207
viewing the task list 204
Templates
OnSchedule 171
Scheduler 171
text notes
create a new 352
the money finder 506
the money finder
InContact 521
printing 507
viewing 506
The Write Note 574
tickler file
in revenue opportunities 505
Tickler File report 498
Time Clock 210
Time Sheet Report 213
Time Clock
Clocking In 212
Time Clock - Setting up preferences 210
TIN (Tax Identification Number) 92
today's appointments report 498
Toolbar 14
adding and removing text 18
customizing 18
dragging and dropping buttons 18
functions 15
showing text 18
top referral sources report 496
transferring patients
to a different responsible party 534
to make a patient his / her own responsible party 534
to make a responsible party only a patient 534
treament planner
recalculating insurance 298
saving your modifications 312
Treatment Plan
Fast Delete 302
Index • 591
treatment plan items
deleting 539
treatment planner
accepted 303
completed 303
estimates 304
modifying a different plan 311
modifying the description/notes 312
modifying the service item date planned, tooth,
surface, and so on 312
modifying the service item status 312
modifying the status 312
post-to-walkout 304
proposed 303
rejected 304
treatment planner
accessing 296
creating a new treatment plan 303
introduction to 297
modifying existing treatment plans 311
processng treatment plans 304
viewing all items 300
viewing items by plan 297
Treatment Planner 296
Treatment Planner
Informed Consent 306
treatment plans master reports 499
Trends
importing 509
Trends
accessing 509
indicator field list 511
printing 510
updating 509
true date aging of accounts 446
viewing referral information
from patient summary 473
viewing SnapShot
graph method 503
VixWin
using the image directory 63
W
walkout
insurance claims options submit electronically 225
submit manually 225
Walkout
insurance claim options print later 225
insurance claim print now 225
insurance estimation 220
new recall date 224
patient distribution 223
print later when processing an insurance claim 225
printin an insurance claim 225
provider distribution 223
service fees 220, 227
showing estimation 219, 226
submit manually
when processing an insurance claim 225
submitting electronically when processing an
insurance claim 225
Walkout
How To 217
Processing 222
X
X-ray preferences
use retake comparison option 56
U
Z
user summary 555
utilities
mass updates 541
remove all users 554
utilize date sensitive holidays
in holiday setup 174
zooming on an image in Cosmetic Imaging 397
V
view/edit treatment plans
from patient summary 473
viewing closed claims 441
viewing history
from patient summary 473
viewing insurance information
from patient summary 473
viewing items by plan in treament planner
information/settings 297
592 • Index
Patterson EagleSoft 15.00
Patterson EagleSoft 15.00
Index • 593
594 • Index
Patterson EagleSoft 15.00
Patterson EagleSoft 15.00
Index • 595
596 • Index
Patterson EagleSoft 15.00
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