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					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 Overview 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:
                                         •   When pointing you to certain areas of the software, the guide is written
                                             as if you are viewing the Integrated Mode window. For example, if
                                             you are going to set up patients, you need to access the Lists menu,
                                             then Practice Management Lists and then choose the Person option.
                                             If you are viewing the Practice Management Front Office window,
                                             there is one less step involved. For example, to set up a patient, you
                                             would go to the Lists menu and select Person
                                         •   Both Practice Management (Practice Management software) and
                                             Clinical (Operatory software) instructions are available in the same
                                             guide. This enables you to learn the software more quickly and easily




2 • Patterson EagleSoft 15.00                                                  Patterson EagleSoft Overview 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.
                               Learn all that you can!
                               If you are using Multi-User EagleSoft, you must first choose Start EagleSoft
                               Server to start the database engine, then choose EagleSoft from this or any
                               EagleSoft workstation.
                               To use EagleSoft or the Assistant, you may:
                                        1.   From the Programs menu, select the EagleSoft or Assistant icon.
                                                 -or-
                                        2.   Double-click the EagleSoft or Assistant icon (if you have set up a
                                             shortcut on your Windows desktop).




Patterson EagleSoft Overview 15.00                                                                    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.
                                  -or-
                         2.   Simply check the bottom of the virtual screen.
                              The user’s initials are displayed next to the day, month, date and year.


                 The Compliance Checker
                 The Compliance Checker informs the user when a machine is out of compliance
                 with EagleSoft’s hardware requirements. The Compliance Checker is a
                 diagnostic tool designed to identify potential performance issues before they become
                 problems.
                 The Compliance Checker appears when the EagleSoft program is started on a
                 machine where components do not conform to EagleSoft’s specifications. Your
                 options on the Compliance Checker are to Print Report, E-mail Report, Save
                 Report or Ignore. Selecting Ignore simply closes the window.




4 • Logging On                                                    Patterson EagleSoft Overview 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.
                                        -or-
                               Select Exit on the toolbar.
                               Select File⏐Exit.



Patterson EagleSoft Overview 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.




                                  1.   Select Provider from the Show Security Zone dropdown list.




6 • Security Administration                                                  Patterson EagleSoft Overview 15.00
                                     2.   Scroll the list to locate the Assign Provider Security item.
                                     3.   Double-click to enable. Enabled items will have a green “x” next to them.




                               Administrative User
                               To give a staff member full administrative rights over the entire system, select the
                               Administrator profile.
                               In the Security screen, select Administrator from the Security Profile dropdown
                               list.



  Security Profiles can be
  deleted.



                               The Assign Provider Security item is selected by default.
                               You will need to log out and log back in before these changes can take effect.


                               Security Profiles
                               A Security Profile is a set of security access items that can be applied to specific
                               users, positions or as defaults for new employees. Profiles can be centrally managed
                               so a change to the profile changes the access for all users assigned to the profile.


                               Security Zones
                               Security Zones are areas of focus and functionality designed to group protocols into
                               easy to locate groups. Security items may be assigned to multiple security zones.
                               The items should display in any logical zone based on its application.


                               Setting Up Security Profiles
                               The purpose of Security Profiles is they predetermine the security needs of each staff
                               position. Establish basic security profiles for staff positions and change them as
                               needed. Profiles allow you to quickly apply security items to new staff. Four default
                               profiles are provided: Administrator, Basic User, Clinical User and Practice
                               Management User.




Patterson EagleSoft Overview 15.00                                                      Security Administration • 7
                               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.




                               Select the Security button to Edit/View Provider Security window.



 8 • Security Administration                                                   Patterson EagleSoft Overview 15.00
                               Creating Passwords
                                     1.   In the New Password field, enter the desired password for the selected
                                          provider.
                                     2.   In the Confirm Password field, reenter the password from the New
                                          Password field.
                                     3.   In the next section, establish the security questions and answers needed to
                                          retrieve this provider’s password when lost, forgotten or not established.




                               In the Security Settings section, use the dropdown arrow to change a Security
                               Profile.
                               Current Security Profile – Use the dropdown menu to select a Security Profile.
                               Show Security Zone – Use the dropdown menu to select a Security Zone.
                               Allow All – Select this option to allow all available options for the selected Zone.
                               Block All – Select this option to block all available options for the selected Zone.
                               Double-click a list item to manually select to allow or block the individual item.
                               The text box located at the bottom of the window briefly explains the selected
                               security item.




Patterson EagleSoft Overview 15.00                                                      Security Administration • 9
Using EagleSoft 15.00



The Virtual Screen
                             Select File on the menu bar.
                             If there is a check mark by Show Virtual Screen, the Virtual Screen window is
                             enabled. To disable it, simply select the option from the dropdown menu, removing
The Virtual Screen allows    the check mark beside it. One of the unique features of EagleSoft is the virtual
you to move easily between   screen. The purpose of this interface is to provide quick access to the most
Practice Management and      frequently used areas of Practice Management and Clinical from one window.
Clinical Functions.          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 Overview 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 Overview 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 Overview 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
                                        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
                                              required, you are prompted to enter that information. The Report
                                              Preview window is displayed.




Patterson EagleSoft Overview 15.00                                                       Using EagleSoft 15.00 • 13
                                           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.
                             To customize your toolbar:
                                      1.   Anywhere on the Toolbar, right-click and select Customize.
                                      2.   Under Available Toolbar Options, highlight the icon and select Add.



14 • Using EagleSoft 15.00                                                    Patterson EagleSoft Overview 15.00
                                     3.    If you want to replace current buttons with different features, select
                                           another item from the Available Toolbar Options and select Add. If
                                           you are not happy with your customization, select the Reset button to
                                           change the toolbar button back to its original appearance.


                               Toolbar Buttons
                                 Choose:          To:
                                                    Practice Management Functions
                                                   Open the Person list.

                                                   Open the Account window.

                                                   Open the Account Payment window.


                                                   Open the Insurance Payment window.


                                                   Open the Walkout Statement window.

                                                   Open the Treatment Plan window.

                                                   Open the InContact window.

                                                   Print, reprint, view and/or close insurance claims.

                                                   Print or view reports.

                                                   Open OnSchedule.

                                                   View Practice Management result totals.

                                                   Open the Bulk Payment window.

                                                   Open Clinical, EagleSoft’s operatory software
                                                   (only if installed).

                                                   Open the Lab Tracking window.


                                                   View a patient’s summary information.

                                                   View and process payment plans.


                                                   Open the Rx Writer.




Patterson EagleSoft Overview 15.00                                                   Using EagleSoft 15.00 • 15
                             Open the Task List.

                             Open the Trends practice management feature.

                             Open the Statements Wizard.


                             Open the Age Accounts module.

                             Open the Process EOD module.


                             Open the Process EOM module.


                             Open the Route Sheets module.

                             Open the Recall Wizard.

                             Open the Revenue Opportunities module.

                             Open the Messenger feature.

                             Open the Web Sync function.

                             Open the SmartDoc function.


                             Open the Post Procedure Notes function.

                             Open the Money Finder feature.

                             Launch the eMagine program.

                             Open the Family Appointments scheduler.

                             Open the Track Arrival window

                             Deselect the current Patient

                             Open the ESToday Mode.

                             Open the Integrated Mode.

                                    Clinical Functions
                             Open the Chart window.


                             Open the Clinical Exam window.




16 • Using EagleSoft 15.00                         Patterson EagleSoft Overview 15.00
                                     Open a DenOptix Template.

                                     Open eReferral Manager.

                                     Open the eReferral Wizard.

                                     Open the Medical History.

                                     Open the Notes History.

                                     Open the Perio window.


                                     Open the PSR window.


                                     Open the new ScanX template.

                                     Open a Scanner template.


                                     Open a Sensor template.


                                     Open the Time Clock window.

                                     Open the Trends module.

                                     Open Video Images window.

                                     Open the Advanced Imaging window to view
                                     images.
                                     Open the Advanced Imaging window to acquire a
                                     3D image.

                                     Open the Advanced Imaging window to acquire a
                                     Ceph image.
                                     Exit EagleSoft.

                                     Logoff EagleSoft.




Patterson EagleSoft Overview 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 Color button. Drag the button by
                             holding down the shift key and then the left-select mouse button. Move the feature
                             to another location on the toolbar and press the Shift key and the left-select mouse
                             button to drop the button.


                             Show Text
                             Select this option to show the text on each toolbar button.


                             Reset
                             Select this option to set the toolbar back to its original default state.




18 • Using EagleSoft 15.00                                                      Patterson EagleSoft Overview 15.00
Frequently Asked Questions About Initial Setup
                               How do I customize the Toolbar?
                               To customize your toolbar:
                                       1.   Anywhere on the Toolbar, right-click and select Customize.
                                       2.   Under Available toolbar buttons, highlight the icon and select Add.
                                       3.   If you want to replace current buttons with different features, select
                                            another item from the Available toolbar buttons and select Add. If
                                            you are not happy with your customization, select the Reset button to
                                            change the toolbar button back to its original appearance.




                               How do I go from Clinical to ESToday?
                               From the Window menu, you can choose Practice Management, Clinical, the
                               Integrated Mode or ESToday. This same Window menu is available from each
                               module’s main window. If you are in Practice Management mode, you can
                               easily flip back to the Integrated Mode by selecting Window and choosing
                               Integrated Mode.




                               Is there a quick way to access list boxes?
                               Select F2 on your keyboard to launch a list box such as Service Code List or
                               Messages.
                               I don’t see the Front Office Screen?
                               In the File menu, select Show FrontOffice.




Patterson EagleSoft Overview 15.00                                                    Using EagleSoft 15.00 • 19
Menu Tour

                             Overview
                             EagleSoft, like most Windows software applications, begins with a main menu.
                             The EagleSoft Main menu options are File, Activities, Lists, Reports, Online,
                             Utilities, Window and Help. The File, Activities, Lists and Reports menus are
                             subdivided into Practice Management and Clinical menus.
                             Use Menu Option:         To:

                             File                     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,
                                                      EagleSoft EveryWare, eMagine and World Wide Web
                                                      Links.




20 • Using EagleSoft 15.00                                               Patterson EagleSoft Overview 15.00
                                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.




Patterson EagleSoft Overview 15.00                                      Using EagleSoft 15.00 • 21
Quick Start Basics



Learning the Basics
                          This section is provided as a primer of basic everyday functions that can be used as a
                          quick reference source or a training guide for new staff. More in-depth information
                          pertaining to EagleSoft functions is available throughout the rest of this User’s
                          Guide.


                          Enter a New Patient
                          In EagleSoft, only a minimum amount of information is necessary to enter a patient
                          into the system. You can always go back later to add or modify the patient’s
                          information. Here is a list of the minimum information needed:




                                       •    Patient ID (if Auto Numbering is used, you do not need to enter
                                            this information.)
                                       •    First and last name
                                       •    Responsible party designation



22 • Quick Start Basics                                                  Patterson EagleSoft Overview 15.00
                               Using Quick Setup
                                       1.   From the Lists menu, you can choose Person or choose Person from
                                            the toolbar. The Person List quick box is displayed.
                                       2.   Choose New. The New Person window is displayed.
                                       3.   Type the Patient ID. If Auto Numbering is used, an ID is assigned
                                            once the patient information is saved.
                                       4.   Type the patient’s name. (Last name is all that is required, but it would
                                            be a good idea to include the first name.)
                                       5.   Specify the patient’s Responsible Party and Policy Holder status.
                                       6.   If the patient is a Patient Only, type the responsible party’s ID. The
                                            responsible party’s name is displayed.
                                       7.   Type or select the patient’s address, including city, state and ZIP code.
                                       8.   Type the patient’s telephone number.
                                       9.   Choose OK to save and return to the Patient List quick box.


                               Make an Appointment
                               To schedule or modify an appointment:
                                       1.   Highlight the appointment slot where the new appointment begins.
                                            Select Schedule or double-click in the open appointment slot. You can
                                            also right-click in the appointment slot and choose the Schedule
                                            Appointment command.
                                       2.   Choose a patient name from the Select Patient window by highlighting
                                            the patient name and selecting Use. If the patient has an existing
                                            treatment plan, you are prompted to utilize the service codes from the
                                            treatment plan. If the patient has any alerts, they appear here as well.
                                            The New Appointment window is displayed.




                    Confirm Status




                                                                                                 Patient Photo



                Family Appointments




Patterson EagleSoft Overview 15.00                                                         Quick Start Basics • 23
                               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 used this to represent
                                    tray setups (for example, T1 for Tray #1), insurance information, user
                                    who scheduled the appointment or Appointment Types.
                               9.   Select Service to add services to the appointment. The Service Codes
                                    List window appears. Select a service code and select Use. If a service
                                    is already attached to the appointment, edit it by selecting the service
                                    and selecting Edit.
                               10. When any services are added to the appointment, the Display
                                   Abbreviation for the service is displayed.
                               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.



24 • Quick Start Basics                                               Patterson EagleSoft Overview 15.00
                                      20. Select Family Appts to view the scheduled appointments for other
                                          family members.
                                      21. Select the Appt Queue to save this appointment to the Appointment
                                          Queue instead of scheduling.
                                      22. Select Eligibility to view the patient’s insurance eligibility summary.


                                  Walkout Processing
                                      1.    From the Activities menu, choose Practice Management Activities
                                            and then Walkout Statement. The Walkout Statement window is
                                            displayed (see the following image).




Important Things to Remember when
                                       2.    Type the partial or full last name of the patient and press the Tab
Using this Option:
                                             key. You can also select Patient to get the Patient List box. When
The Production goes to the Provider
                                             selected, the account and insurance information is displayed.
on the service.
The Collections and Insurance* go      3.    To change the provider for walkout, select the Provider for
to the selected Provider for                 Walkout dropdown list box. If the patient’s preferred provider is
Walkout.                                     not the provider on this walkout, you need to select a new
 *Note: Provider on Insurance can            provider.
be different depending on your
                                       4.    If the patient has services attached to a scheduled appointment,
preferences
                                             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
If the Provider for Walkout is               prompted to add any treatment plan items marked Post to Walkout.
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.

                                      5.    When you have selected the treatment plan items, select OK to return
                                            to the Walkout Statement window.




Patterson EagleSoft Overview 15.00                                                       Quick Start Basics • 25
                              6.   Under Options, select the checkbox Use Date of Service From
                                   Planned Procedure or Use Fee From Treatment Plan (If applicable).
                              7.   The provider automatically appears. (Note: This provider is based on
                                   how the service code is set up for the Normally Performed By field
                                   under the service code and the preferred dentist and preferred
                                   hygienist fields in the patient setup.)
                              8.   If desired, change the provider by selecting the Provider box. A
                                   dropdown list box appears. Choose a new provider from those listed.
                              9.   If you are receiving a message stating that the tooth/surface/quadrant is
                                   not allowed, edit the service code and modify the Affected Area box to
                                   match your requirement for this service. For this change to take effect,
                                   you need to cancel the current walkout and start over.
                              10. To delete a service code from the Walkout Statement window,
                                  highlight the service and select Delete.
                              11. Choose Process to process the walkout statement. The Walkout
                                  Statement Processing window is displayed.


                          Entering Payments




                              1.   Under Activities| Receive Payment, type the full or partial last name
                                   of the patient and press the Tab key, or enter the ID of the patient in the
                                   ID field and then press the Tab key. (If more than one patient exists in
                                   your database with the same last name, choose the correct name, and
                                   select OK.) The account balance information is displayed.
                              2.   In the Date field, you can modify the date of the payment, if necessary.
                                   Otherwise, press the Tab key.
                              3.   Select the Payment Type from the dropdown list provided.




26 • Quick Start Basics                                               Patterson EagleSoft Overview 15.00
                                     4.   Type the answer to the Number/Payment Prompt (if a prompt is set
                                          up for the payment type). This field usually refers to the check number
                                          or credit card number.
                                     5.   Enter the Amount of the payment and press the Tab key. This amount
                                          is applied to the patients who have balances in the oldest aging
                                          categories.
                                     6.   In the Distribution section, the preferred dentist is listed in the
                                          Provider field. If you wish to assign the payment to a different
                                          provider, select the Add button.
                                     7.   Select the Print Payment Receipt checkbox to print a receipt for the
                                          patient.
                                     8.   Select OK to save and enter the next payment.


                               Adding or Editing a New Insurance Company
                                     1.   From the Lists menu, choose Insurance Companies. If you are in
                                          Practice Management mode, choose Insurance Companies from
                                          the Lists menu. The Insurance Companies List is displayed.
                                     2.   Choose New or Edit. The New or Edit Insurance Company window
                                          is displayed.
                                     3.   Enter the information for the insurance company.




                                          Name – The name of the insurance company. This is the name that
                                          appears in the Insurance Company list box.
                                          Address, City, State, ZIP Code – The address where claims are
                                          mailed.
                                          Contact – The name of a contact at the insurance company.
                                          Phones/Fax – The phone and fax numbers of the insurance company.
                                          Active – Select or deselect the active checkbox to indicate the status of
                                          the insurance company.




Patterson EagleSoft Overview 15.00                                                        Quick Start Basics • 27
                                     Pymnt Grp (Payment Group) – This is the payment group the
                                     insurance company belongs to if you are receiving bulk payments.
                                     Since you probably receive insurance payments from more than one
                                     insurance company under the same payment group, you need to assign
                                     the same payment group name to all insurance companies that fall
                                     under this group.
                                     For more information on payment groups, see the Receiving Payments
                                     chapter in the Account Management unit.
                                     eClaim Payer ID – Enter your assigned eClaims ID. Select the
                                     word eClaims ID to access the eClaim Payer ID Setup window.
                                     From this window, you can view, edit and assign IDs to insurance
                                     companies.
                                     For more information on setting up the eClaims IDs, see the eBusiness
                                     chapter in the Daily Procedures unit.
                                     Claim Office ID – The number assigned for some specific insurance
                                     companies. The Payer ID list indicates if a Claim Office ID is
                                     required. If needed, contact the EagleSoft eBusiness Department at
                                     1-800-294-8504.
                                     NEA Payer ID – Enter your NEA number for use on insurance claims.
                                     Pymt Source (Payment Source) – Select the type of payment source.
                                     This identifies what type of insurance company it is (for example,
                                     Medicare, Commercial Insurance, Self and so on).
                                     Mgd Care Number – Enter a Managed Care number for this
                                     insurance company.
                                4.   Choose OK to save and return to the Insurance Companies List quick
                                     box.

                          Additional Options
                                     Notes – Any notes that pertain to this insurance company.
                                     Employer – This section displays those employers linked to this
                                     insurance company. It does not display data until you have set up this
                                     insurance company and returned to this window by choosing Edit from
                                     the Insurance Companies List quick box.
                                     Associate Companies – This section displays those insurance
                                     companies with the same payment group name as this insurance
                                     company.
                                     Label/Env – Select Label/Env to print mailing labels for this
                                     insurance company.
                                     Letter – Select Letter to print a letter directed to the insurance
                                     company.
                                     SmartDoc – Select the SmartDoc button to launch the application.


                          Adding or Editing an Employer
                                1.   From the Lists menu, choose Employers/Coverage list. The
                                     Employers/Coverage List is displayed.
                                2.   Choose New or Edit. The New or Edit Employer window is
                                     displayed.


28 • Quick Start Basics                                                 Patterson EagleSoft Overview 15.00
                                     3.   Enter the basic information for the employer.




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




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30 • Quick Start Basics                                                    Patterson EagleSoft Overview 15.00

				
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