Patterson EagleSoft Overview

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1 Patterson EagleSoft Overview

Volume XV 2008 Patterson Dental Supply, Inc. All rights reserved. Microsoft is a registered trademark, and Windows XP are trademarks of Microsoft Corporation.

2 Volume XV 2008 Patterson Dental Supply, Inc. All rights reserved. Microsoft is a registered trademark, and Windows XP are trademarks of Microsoft Corporation. All other trademarks, which appear in these pages, are the property of their respective owners. Adobe and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Subject to the terms of our Agreement, Adobe is distributed through a non-exclusive, non-transferable, worldwide, royalty-free license to reproduce and distribute the software Althoff Drive P.O. Box 1267 Effingham, IL Corporate Sales Fax Technical Support Technical Support Fax Web Site Address: ii Contents Patterson EagleSoft Overview 15.00

3 Contents Overview 1 Network Share...1 End of Year Documentation CDT Codes...3 Chart Ledger...5 Insurance...5 Insurance Company Phone Number...5 ERA...6 Account Screen...6 Patient Ages...6 Last Exam Date...6 X-Charge Credit Card Transactions...8 Return Payment Adjustments...8 Delete a Credit Card Return Adjustment...9 Void Payments...9 Multiple Receipts for Credit Card Payments...10 Multiple Paths for Credit Card Payment...10 Insurance...11 Changes to Insurance Information...11 Insurance Claim Notes...11 Rx Writer...11 Tamper-Resistant Paper for Medicaid...11 NPI Number...12 Quantity Checkboxes...12 Lab Tracking...12 Messenger...13 Live Help Menu...13 FAQ on the Compliance Checker...14 CAESY Printables...14 CAESY Printables Preferences...15 CAESY Printables Setup...15 CAESY Printables Walkout...16 OnSchedule...17 Appointment Types...17 Schedule Notes...17 Scheduled vs. Goal...18 Quick Fill...18 Production Goals...18 Future Appointments...19 Referral Letter Merge...20 Imaging...20 Sensor Information...20 Digital Integrations...21 Image Preferences...21 Progeny...21 Index 22 Patterson EagleSoft Overview Contents iii

In General Preferences, select from the following options to configure your shared data location: Network Select the Network button to

5 Overview Network Share Three new options allow you to configure your network share path. The Network Share directs data into the database on all network machines. In General Preferences, select from the following options to configure your shared data location: Network 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. Local Select the Local button to browse to the correct folder on your local machine. Patterson EagleSoft Overview Overview 1

The following warning appears: Do not use the Local setting if you are operating in a multi-user network

The following is an example of a local path.

The Computer and Share fields become enabled to allow for editing. Select the field and enter the new information.

6 The following warning appears: 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. The following is an example of a local path. Allow Edit 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. End of Year Documentation Access the End of Year instructional documents by going to Start Programs EagleSoft End of Year Documentation. Use these files to assist you when processing the End of Year. 2 Overview Patterson EagleSoft Overview 15.00

2009 CDT Codes The ADA is requiring new CDT codes for

updating. Select Yes to continue. Select OK to continue.

7 2009 CDT Codes The ADA is requiring new CDT codes for As always, consult your insurance companies prior to updating CDT codes. To update to CDT 2009, go to Utilities Mass Updates CDT Utility. Ensure that you have a recent suitable backup prior to updating. Select Yes to continue. Select OK to continue. Select Yes to continue. Select Start on the CDT-9 Conversion Utility window to begin. Patterson EagleSoft Overview Overview 3

8 Select OK. Note: Any of these codes that already exist in your database prior to running the CDT-9 update will not be overwritten. D0417 D0418 D3222 D5991 The following new codes have been added to CDT-9 codes: Collection and preparation of saliva sample for laboratory diagnostic testing Analysis of saliva sample Partial pulpotomy for apexogenesis - permanent tooth with incomplete root development Topical medicament carrier D0145 D0210 D0486 D1203 D1204 D3310 D3320 D3330 D3331 D4210 D4211 D4240 D4241 D4260 D4261 D6067 D7310 D7311 D7320 D7321 D9220 D9221 D9241 D9242 D9248 The following changes have been made to CDT-9 codes: Oral evaluation for a patient under three years of age and counseling with primary caregiver Intraoral - complete series (including bitewings) Laboratory accession of brush biopsy sample, microscopic examination, preparation and transmission of written report Topical application of fluoride - child Topical application of fluoride - adult Endodontic therapy, anterior tooth (excluding final restoration) Endodontic therapy, bicuspid tooth (excluding final restoration) Endodontic therapy, molar (excluding final restoration) Treatment of root canal obstruction; non-surgical access Gingivectomy or gingivoplasty - four or more contiguous teeth or tooth bounded spaces per quadrant Gingivectomy or gingivoplasty - one to three contiguous teeth or tooth bounded spaces per quadrant Gingival flap procedure, including root planing - four or more contiguous teeth or tooth bounded spaces per quadrant Gingival flap procedure, including root planing - one to three contiguous teeth or tooth bounded spaces per quadrant Osseous surgery (including flap entry and closure) - four or more contiguous teeth or tooth bounded spaces per quadrant Osseous surgery (including flap entry and closure) - one to three contiguous teeth or tooth bounded spaces per quadrant Implant supported metal crown (titanium, titanium alloy, high noble metal) Alveoloplasty in conjunction with extractions four or more teeth or tooth spaces, per quadrant Alveoloplasty in conjunction with extractions - one to three teeth or tooth spaces, per quadrant Alveoloplasty not in conjunction with extractions four or more teeth or tooth spaces, per quadrant Alveoloplasty not in conjunction with extractions - one to three teeth or tooth spaces, per quadrant Deep sedation/general anesthesia - first 30 minutes Deep sedation/general anesthesia - each additional 15 minutes Intravenous conscious sedation/analgesia - first 30 minutes Intravenous conscious sedation/analgesia - each additional 15 minutes Non-intravenous conscious sedation 4 Overview Patterson EagleSoft Overview 15.00

Use Colors on Ledger Select this option to display the Chart ledger text using the associated status color. Hide/Show Chart Ledger To hide the Chart ledger, select the Ledger button.

9 Chart Ledger Additional charting options are now available. In the Chart Preferences, select from the available new options. Use Permanent Dentition for Default Select this checkbox to view the permanent dentition for all patients by default in the Chart. Colors Select colors for the new options: Walkout and Rejected. Use Colors on Ledger Select this option to display the Chart ledger text using the associated status color. Hide/Show Chart Ledger To hide the Chart ledger, select the Ledger button. Select the button again to show the ledger. Insurance Insurance Company Phone Number The insurance company s primary phone number appears beneath the insurance company names on the Edit Person window. To access the Person window, select Lists Person. Highlight the desired patient and select Edit. Patterson EagleSoft Overview Overview 5

ERA When attempting to make an insurance payment via the Bulk Payment window or the Insurance Payment window, EagleSoft issues an alert to the existence of unprocessed ERAs.

Patient Ages Patient Ages On the Account screen, view each patient s ages in the Family Members section of the Edit Patient window. Select the column heading to sort the list by age.

10 ERA When attempting to make an insurance payment via the Bulk Payment window or the Insurance Payment window, EagleSoft issues an alert to the existence of unprocessed ERAs. Select Yes to open the ERA screen and process outstanding ERAs. Select No to continue making payments. Account Screen All columns are sortable by heading. Patient Ages Patient Ages On the Account screen, view each patient s ages in the Family Members section of the Edit Patient window. Select the column heading to sort the list by age. The last sort is saved by default. Access the Account screen by selecting Activities Account. Use the hyperlink or Last Patient button to select a patient. Last Exam Date The following is an example of the Account screen. Family member ages are also displayed in the Family Member section of the Person window. Last Exam Date The dates for Last Bitewing images, Last FMX images, and Last Pan image have the option to be updated based on Image Template setup as currently designed or based on the walkout of service codes. These dates are updated automatically upon selection or deselection. Deselecting the update images option on a service code will result in the loss of current dates. Reselecting will restore the dates. 6 Overview Patterson EagleSoft Overview 15.00

Setting Up Last Exam Codes To set up service codes to update Last Exam dates, select List and Service Codes. Select the desired Service Code and Edit.

11 Setting Up Last Exam Codes To set up service codes to update Last Exam dates, select List and Service Codes. Select the desired Service Code and Edit. In the Edit Service Code screen, select the desired checkboxes from the following options: Updates Patient s Last Bitewing Update Patient s Last Full Mouth Series Update Patient s Last Panoramic Patterson EagleSoft Overview Overview 7

X-Charge Credit Card Transactions Multiple options have been added to improve credit card transactions.

To process a Return adjustment: 1. Select the Adj button in Account. 2. In the Adjustment window, select Debit Adjustment. 3.

Select an Adjustment Type and enter a note, if desired. 5. Select OK to process the Return Adjustment. 6.

12 X-Charge Credit Card Transactions Multiple options have been added to improve credit card transactions. Return Payment Adjustments Return adjustments allow you to credit a portion of a payment back to a credit card. To process a Return adjustment: 1. Select the Adj button in Account. 2. In the Adjustment window, select Debit Adjustment. 3. Under Detail, enter the amount that you would like to charge back to the credit card. 4. Select the Return to Credit Card checkbox. Select an Adjustment Type and enter a note, if desired. 5. Select OK to process the Return Adjustment. 6. Swipe or manually enter the card information for the card to be issued the refund. A Debit Adjustment will appear in the Account window when the transaction is complete. 8 Overview Patterson EagleSoft Overview 15.00

Delete a Credit Card Return Adjustment The return adjustments can be deleted from the Account window. To delete the Return Adjustment: 1. Highlight the Debit Adjustment and select the Delete button.

13 Delete a Credit Card Return Adjustment The return adjustments can be deleted from the Account window. To delete the Return Adjustment: 1. Highlight the Debit Adjustment and select the Delete button. 2. Choose to either Void the return adjustment or Charge the amount back to the card and select OK (Note: Voids can only be done in the same X-Charge batch). 3. Swipe or manually enter card information to complete the transaction. The Debit Adjustment will be deleted from the Account window. New security options have been added for Add Credit Card Return Adjustments and Delete Credit Card Return Adjustments. The two adjustment security options are under these three areas: Patient Records, Accounting, and Financials. Void Payments When deleting an X-Charge credit card payment, users will be given a new option to Void the credit card payment. Before you void a credit card payment, check the following criteria: Voids can only be processed if the original transaction is in the current X- Charge batch. Voids must be processed on the same card that was used to process the original transaction. If the transaction does not meet the Void requirements, a return can be performed instead. To void a credit card payment: 1. Highlight the desired credit card payment in the Account window and select the Delete button. 2. Select to Void this credit card payment and select OK. Patterson EagleSoft Overview Overview 9

3. Swipe or manually enter the card information to complete the void transaction. The credit card payment will be deleted from the Account window.

This preference will apply regardless of X-Charge usage. Multiple Receipts for Credit Card Payments Select the preference to print multiple receipts on credit card payments.

14 3. Swipe or manually enter the card information to complete the void transaction. The credit card payment will be deleted from the Account window. Voided transactions appear in the Account screen with the word Void next to them. If for any reason a void should fail, it may be necessary to use a Return. This preference will apply regardless of X-Charge usage. Multiple Receipts for Credit Card Payments Select the preference to print multiple receipts on credit card payments. In Print Preferences, select the number of Credit Card Receipt Copies that you would like to print when making either an account payment or walkout payment. Enter a number or use the up and down arrows to select. To access the Print Preferences window, select File Preferences Printing. Multiple Paths for Credit Card Payment Set up multiple paths to be used for applying payments to multiple providers with merchant identification. Toggle between paths when applying payments to different providers within the same practice. In Utilities, select Credit Card Setup. In the Credit Card Setup window, select the hyperlink for Transaction Path. In the X-Charge Transaction Path List, select the desired path. Select Use. Select the Edit button to modify the selected path. Select the Delete button to remove the selected path. New Path To create a new path, select the New button. In the New X-Charge Transaction Path, enter a Name. Select the Browse button to locate the desired path. Select OK to save. Select Cancel to exit without saving. 10 Overview Patterson EagleSoft Overview 15.00

Changing Paths Toggle between paths to apply payments to different providers. When an X-Charge payment that requires a transaction path is performed, the X- Charge Transaction Path window appears.

Insurance 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

15 Changing Paths Toggle between paths to apply payments to different providers. When an X-Charge payment that requires a transaction path is performed, the X- Charge Transaction Path window appears. Use the drop-down arrow to select a different path. Select OK to use the selected transaction path for the current X-Charge transaction. Insurance 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. Insurance Claim Notes The Submitted Claim Notes now include the pertinent insurance company name and the payer ID number assigned to the submitted claim. Rx Writer Please check your state s prescription requirements before making changes to your Rx Writer preferences. Tamper-Resistant Paper for Medicaid To accommodate Medicaid requirements for using tamper-resistant prescription paper, preferences have been added to change the print orientation of the Rx Writer. Locate the Prescription Preferences under File Preferences Printing. Patterson EagleSoft Overview Overview 11

16 In the Prescription Preferences, select the checkbox Print in 5 ½ w x 4 ¼ h layout to default your print orientation to required Medicaid size. To set the size orientation on a case-by-case basis, use the preferences in the Prescription window. In the New/Edit Prescription window, select the checkbox Print in 5 ½ w x 4 ¼ h layout to apply the orientation change to the current Prescription only. NPI Number The National Provider Identification number has been added to the Rx Writer prescription printouts with the exception of New York, South Carolina and Indiana where the license number is already present. Quantity Checkboxes In North Carolina, state law requires that six quantity checkboxes appear on the printed prescription. An X will appear in the appropriate checkbox based on the amount prescribed. Tamper-Resistant Forms for Florida A laser security blank has been added for Florida Medicaid offices. Florida state requirements dictate that office information must be preprinted by a licensed vender. Lab Tracking In the Lab Tracking screen, 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. 12 Overview Patterson EagleSoft Overview 15.00

To hear the Login sound for Messenger, select the checkbox Play a sound when users log on. Select OK to save.

17 Messenger Separate preferences are available for the login and message received notifications. To hear the Received sound for Messenger, select the checkbox Play a sound when a message is received. Select OK to save. To hear the Login sound for Messenger, select the checkbox Play a sound when users log on. Select OK to save. Live Help Menu This enhancement will change the current Live Help desktop icon in the software, and give you the option to join a Remote Support session from the Patterson Technology Center, Live Help, FAQ or Support. The following is an example of the Live Help desktop menu: To access the Live Help menu, select the Live Help graphic on the desktop. From the menu, select any of the Live Help options. Patterson EagleSoft Overview Overview 13

18 CAESY Printables To access support options from the Menu, select Help. In the Help menu, select from the available support options. FAQ on the Compliance Checker 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. 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 materials are available for Post-Op and Preventive measures only. CAESY Printable PDFs can be printed in English only. Note: CAESY Printable files require installation of Adobe Acrobat version 7.0. This installation can be found on the EagleSoft Support CD. 14 Overview Patterson EagleSoft Overview 15.00

CAESY Printables Preferences In the Printing Preference tab, select the Print Associated CAESY Presentations During Walkout checkbox. Select OK to save your changes.

19 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 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. Patterson EagleSoft Overview Overview 15

Select the Preview button to view a pdf file of the selected CAESY presentation.

20 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. 16 Overview Patterson EagleSoft Overview 15.00

21 OnSchedule Multiple changes have been made to make OnSchedule more efficient. 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. Schedule Notes Use OnSchedule Notes to create messages pertaining to appointments, patients and staff needs. This icon denotes that Schedule Notes are blank. Select the icon to begin entering notes. This icon denotes that Schedule Notes exist. Select the icon to view existing notes or to create additional notes. Notes are tied to date and practice. Multiple notes can exist for any day. Schedule Notes will not print on any report. Patterson EagleSoft Overview Overview 17

To create a Schedule Note, enter your message into the new note area. Select Save. Select the Close button to exit the window. Select the Edit button to amend an existing note.

Goal If services exist on an appointment, scheduled amounts will now be separated based upon the providers performing the services.

22 To create a Schedule Note, enter your message into the new note area. Select Save. Select the Close button to exit the window. Select the Edit button to amend an existing note. Select Delete to remove the selected note. The Notes icon will be available as an additional toolbar button on the schedule that can be moved, docked or hidden 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. Quick Fill 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. 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. Production Goals Display production goals on Month-at-a-Glance view. In OnSchedule, select the M button on the toolbar to access Month-at-a-Glance mode. The Prod number refers to services that have been walked out on a particular day. The %Prod refers to the actual production for the day divided by the Goal. 18 Overview Patterson EagleSoft Overview 15.00

To open the OnSchedule Preferences, select File Preferences OnSchedule. In the OnSchedule Preference tab: 1.

23 Future Appointments In the Edit Appointment window, double-click on a Family Appointment to open that appointment. Deleting Planned Services A new Preference provides a prompt to delete planned services when deleting appointments. To open the OnSchedule Preferences, select File Preferences OnSchedule. In the OnSchedule Preference tab: 1. Select the checkbox Allow for Planned Services to be Permanently Deleted when Removed from Appointments to be prompted to permanently delete a planned service when deleting an appointment. 2. Select OK to save. Patterson EagleSoft Overview Overview 19

Referral Letter Merge Add additional patient information to Other Referral letters. Merge patient information into Other Referral letters.

24 Referral Letter Merge Add additional patient information to Other Referral letters. Merge patient information into Other Referral letters. These new merge capabilities are available in SmartDoc and InTouch. When selecting an Other Referral letter from the Referral Source or Referral Recipient section, a list of available persons appears. Imaging 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. 20 Overview Patterson EagleSoft Overview 15.00

attached information when swapping images.

25 Digital Integrations In addition to the Progeny sensor, the following digital integrations are now available with Patterson Imaging 15.00: Schick PanElite Panoramic unit Schick Pluswire Sensor PLANMECA ProOne Panoramic unit Sirona Xios Sensor USBCam2 camera Sopro 617 camera Image Preferences Use this preference to retain all attached information when swapping images. In the Image Preferences, select Reassign image information when swapping images to maintain the relationship between assigned information and the image when swapping. Progeny EagleSoft offers seamless integration with the Progeny VisionDX sensor. Configure sensor settings under File Preferences X-ray. Select the Progeny Sensor button. Select Device Choose the default Progeny sensor. (Defaults to USB) Image Mode (bits/pixel) 16 bits is the only option available at this time. Max Resolution (DPI) 300, 600, or Raw. Defaults to Raw. Enable Histogram Stretch Filter Toggle the Progeny histogram stretch filter. This filter defaults to on. Saturated Pixels Used with the histogram stretch filter. Defaults to 0.5% but can be set from 0 to 20. Configuration Open the Progeny sensor configuration window. Patterson EagleSoft Overview Overview 21

26 Index C CAESY 14 Chart Ledger 5 I Insurance Company ERA 6 Phone Number 5 L Lab Tracking 12 Last Exam Date 7 Live Help 13 M Messenger 13 R Referral Merge 20 Rx Writer 11 S Sensor Information 20 T Treatment Planning 19 X X-Charge Multiple Paths 10 Return Transaction 8 Void Transaction 9 N Network Share 1 O OnSchedule 17 P Patient Age 6 22 Index Patterson EagleSoft Overview 15.00

27 Patterson EagleSoft Overview Index 23

28 24 Index Patterson EagleSoft Overview 15.00

Eaglesoft, a Patterson Technology. New Features Guide

Eaglesoft, a Patterson Technology New Features Guide Volume XVI 2015 Patterson Dental Supply, Inc. All rights reserved. Microsoft and Windows are trademarks of Microsoft Corporation. All other trademarks,