Free End of Year Interactive Webinars!

We invite you to join us for one of our live, interactive webinars on end of year processing. You can follow along as a product support expert walks you through all necessary steps to process your end of year and will be there to answer any questions you have along the way. And the best news...at the end of the webinar, your end of year processing is complete! Space is limited – please register now to take advantage of this great opportunity.  http://bit.ly/1QvZggD

Free Practice Optimization Webinar

Please join us next Tuesday, December 15th for a free webinar on how our Practice Optimization tools can help increase practice efficiencies and enhance your patient experience.  Register here:  http://bit.ly/1QvZggD

Important information about End of Year Processing

Hard to believe, but we are nearing the end 2015!  Please visit our FAQ website for all of your End-of-Year processing needs (www.pattfaq.com).

Here are some FAQ's that will come in handy when processing EOY:

• FAQ 12437 - EOY processing instructions
• FAQ 206 - Backups to be made prior to processing End of Year
• FAQ 21676 - Videos to help you through the process
• FAQ 21869 - CDT 2016 Procedure Codes 
• FAQ 21867 - CDT 2016 Update Instructions

And, as always, please verify that your End-of-Year processed successfully through Utilities|System Activity Log.

In addition, every Tuesday starting December 1st and running through January 5th, we are offering live webinars to walk you through the EOY process.  Please reference FAQ 21676 for a listing of the specific dates and times!

Thank you!

New and improved FAQ!!

Our FAQ site has a brand new look and feel. Learn more about how to use the site to answer your questions! http://www.offthecusp.com/new-patterson-technology-faq-site/

Free CAESY Cloud webinar!

Are you interested in learning how CAESY Cloud can increase your case acceptance? Sign up now for our free webinar on November 17th!  https://pattersonsupport.webex.com/mw0401lsp13/mywebex/default.do?siteurl=pattersonsupport&service=6

Windows 10 Update

As of today, Eaglesoft 17 is not currently supported or recommended to use on Windows 10.  If you are planning to do a Windows update, please be sure to uncheck the Windows 10 upgrade box. Please refer to the following FAQ's for help regarding Windows 10.

Windows - Hiding Windows 10 Upgrade

Windows - Roll Back Windows 10

Going Paperless Webinar

Are you interested in going paperless? Join us next Tuesday 10/20 for a free webinar to help you get there! Register here: https://pattersonsupport.webex.com/mw0401lsp13/mywebex/default.do?siteurl=pattersonsupport&service=6

Microsoft Windows 10

Today Microsoft officially released its Windows 10 operating system.  We have not yet had the opportunity to test Eaglesoft 17 in this new environment.  Therefore, Eaglesoft  is not currently supported or recommended to use on this operating system.  Please check FAQ 5073 for our most current hardware requirements prior to updating or replacing any computers.

Verify your SmartDoc Printer Setup for End of Month

End of month is quickly approaching.  One step you can take to ensure End of Month runs smoothly is to verify the SmartDoc printer port is setup correctly so the End of Month reports automatically save to SmartDoc.  Please refer to the steps listed below to verify you SmartDoc printer setup.

Change the SmartDoc printer port to NUL

1. Go to Control Panel | Printers | Eaglesoft SmartDoc Printer
2. Right-click choose Printer Properties
3. Select the Ports tab
4. Check NUL Port or Add NUL Port if it is not there (add Local Port called NUL) and Select
5. Click on the Advanced tab
6. Select the radio button next to Spool Print Documents So Program Finishes Faster
7. Uncheck Enable Advanced Printing Features
8. Reselect radio button for Print Directly to the Printer
9. Apply and OK

Want to know more about Eaglesoft Mobile?

Do you want to learn more about Eaglesoft Mobile and how it can help your practice? Sign up for our free webinar on July 31st!

https://pattersonsupport.webex.com/mw0307l/mywebex/default.do?siteurl=pattersonsupport&service=6

Automate your SDS's

Dental offices are required to keep up-to-date SDS's in the practice.  Today many dental offices use manual binders to accomplish this task.  Patterson now offers a solution known as AutoSDS that allows the dental practice to keep up-to-date copies of their SDS's online.  To learn more about AutoSDS call eServices sales at 800.294.8504.

Windows Update and Eaglesoft

It was recently brought to our attention that a Windows update that was pushed out around 3:00 A.M. Wednesday, June 10th has caused several customers to experience lockups in different areas of Eaglesoft.  This update seems to only impact Windows Vista users.  If you have Windows Vista machines and are experiencing lockups, please reach out to your hardware provider for assistance on locating which update is the cause of the lockup and removing that particular update.

Thanks!

Eaglesoft 21st Birthday Bash!

Did you know that Eaglesoft will turn 21 this October?  To celebrate, we are joining with our partner Sirona as they celebrate the 30th anniversary of CEREC.  The event will be a user's conference where attendees will have access to keynote speakers, Eaglesoft breakout sessions and great entertainment! We would love to have you join us in Vegas this September!

The registration page is live at: 

http://www.cereconline.com/eaglesoft-21st-birthday-bash. 

End of Month FAQ's

End of month is quickly approaching so we would like to encourage you to review the following FAQs:

·         FAQ 9107 Eaglesoft - How to Process End-of-Month (EOM)

·         FAQ 12632 Eaglesoft - End-of-Period Reports Available to Print When Processing EOD, EOM or EOY

·         FAQ 17683 Eaglesoft - 2014 End-of-Month and End-of-Year Frequently Asked Questions

Multipage Scanning in Eaglesoft 17

Current Concerns with Multipage Scanning in Eaglesoft Version 17

·  Using the TWAIN driver, at times may cause STI.DLL errors inside of Eaglesoft.

·  Switching to the WIA driver, at times may cause NTDLL.DLL errors inside of Eaglesoft.

This does not happen with every office and we are working diligently to gain a resolution to both of these errors.

Alternative Methods:

·  Multipage scan outside of Eaglesoft and then import into Eaglesoft SmartDoc or Advanced Imaging

·  Single Page scan inside of Eaglesoft

·         Uncheck Scanner Default Interface

·         Set the driver in File | Preferences | Xray | Scanner to WIA

·         Open SmartDoc

·         Go to File | Acquire from TWAIN

·         Uncheck 'Enabled Multipage Option' (This causes the scanner to only use the flatbed and not the feeder)

·         You are now able to scan 1 page at a time and then save your document

Accounts Receivable Webinar

Join us next Tuesday for a great webinar about gaining control of your accounts receivable system with Teresa Duncan. Register here:  https://pattersonsupport.webex.com/mw0307l/mywebex/default.do?siteurl=pattersonsupport&service=6

Beware of phone calls regarding backups

We have had reports from customers as of late stating that they are getting calls from companies such as “Website Backup” and “iCloud Backup” (not referring to the Apple Product) wanting to check their supposed online backup with them. “Website Backup” even presents a bill to the customer for $70.

This is a reminder that the only Patterson supported offsite backup solution is Pattlock. All support calls for Pattlock come from the PTC and we introduce ourselves as such. If you run into any customers that have ran into this please let them know that it is not Patterson Support and is a scam. 

Money Finder

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

For example, the Money Finder will help you find patients who have had an endo service, have not followed it up with a crown service, have met their deductible ad have at least $500 in remaining benefits. Imagine the revenue opportunity when you have this information at your fingertips!

Provider Hours and Custom Hours

Provider Hours determine what time the schedule is opened and closed for the chair it is assigned to. Provider Hours also determine what time each provider is available for appointments. Hours are setup individually under each Provider.  To setup Provider Hours go to Lists | Provider/Staff | Edit the Provider & select Hours button.  For more information on how to setup your provider hours reference FAQ 11279.

Additionally, Custom Hours per Provider is a feature designed to allow you to customize provider hours by individual calendar dates that are different from the provider’s normal working hours. To setup Custom Hours go to Lists | Provider/Staff | Edit the Provider, select Hours button, and select the Custom Hours button.  For more information on how to setup custom hours for your providers reference FAQ 11395.  

Common Eaglesoft Report Questions

How can I see how many active and inactive patients I have?
You can view the Patient Analysis report.
See Eaglesoft - Patient Analysis Report or the System Inquiry - FAQ 14713
See Eaglesoft Utility - System Inquiry - FAQ 14709


Can I get a list of all the active patients in Eaglesoft?
You can use the Patient Master report to find the list;
See Eaglesoft - Filter the Patient Master Report - FAQ 20457


How can I see how many patients were seen in our office over a specific time frame?
The Provider Productivity report, found under Reports | Providers shows the total number of visits, it is broken down by provider as well as giving the office total.
See Eaglesoft - Total Patients Seen on Provider Productivity Report - FAQ 102


Can I tell how many new patients we saw over a specific time frame?
The New Persons report allows you to pull this information.
See New Persons Report or you use the Patient Master Report - FAQ 404
See Eaglesoft - Filter the Patient Master Report - FAQ 20457 for additional information on how to filter by first visit date.


What report will show the total production and collections for each provider?
The Provider Productivity report, found under Reports | Providers, breaks down the totals for each provider as well as showing the office total for the specified time frame.


How can I tell where the collections total on the Day Sheet and the Provider Productivity report is pulling from?
The Collections Reconciliation report, found under Reports | Financial, shows all transactions that are affecting the total collections on the Day Sheet and Provider Productivity; these report totals are designed to match.


How can I tell where the production total on the Day Sheet and the Provider Productivity report is pulling from?
The Production Reconciliation report, found under Reports | Financial, shows all transactions that are affecting the total production on the Day Sheet and Provider Productivity; these report totals are designed to match.


How can I tell where the adjustments total on the Day Sheet and the Provider Productivity report is pulling from?
The Adjustments Reconciliation report, found under Reports | Financial, shows all transactions that are affecting the total adjustments on the Day Sheet and Provider Productivity; these report totals are designed to match.


How can I find all accounts that have a credit balance?
The Accounts Receivable by Responsible Party report can be used.
See Eaglesoft - Run a Report to Show Accounts with a Credit Balance - FAQ 166


How can I tell how much is owed to our practice by patients and how much is due from insurance claims?
The Accounts Receivable by Responsible Party report, found under Reports | Financial, shows this information. The report breaks out each account into Current, 30 Days, 60 Days, 90 Days, Contract (Payment Plan), Total A/R which is the total amount due on the account. Then it lists the Estimated Insurance for all open claims on the account, due from the insurance company as estimated based on information entered into Eaglesoft, which is subtracted from the Total A/R and gives the Due Now. This is the patient portion total for all patients on the account. The last page of the report will show you the total of all accounts.


Can I see the number of times a service code was performed in a specific time frame?
The Service Type Productivity - Detailed report has this information available; however, this is a report that shows month-to-date and year-to-date totals so it does reset after each End-of-Month is processed.
See Eaglesoft - Productivity Report - FAQ 103 for details on running and saving the report.


My End of Day reports didn't print, how can I reprint them?
See Eaglesoft - Reprint the End-of-Day (EOD) Reports - FAQ 309 for steps on how to reprint.


I chose not to print my End of Year reports but now I need some information from them, how can I access to reprint?
See Eaglesoft - How to Reprint End-of-Year Reports After EOY Processing has been Completed - FAQ 12745


How can I get the list of patients that have remaining insurance benefits?
The Money Finder can be used to pull this list.
See Eaglesoft - Report to Show Patients with Remaining Insurance Benefits - FAQ 3062


I am trying to match the totals on my reports and they aren't the same numbers. Why is this?
The reports in Eaglesoft are designed to pull from different areas so some will not match when compared to others.
Eaglesoft - End-of-Day Reports that are Designed to Match- FAQ 3116 shows the reports that are designed to match so you can verify the numbers are showing correctly.

Treatment Plan Estimation

In Eaglesoft Version 17, changes have been made to the Treatment Plan window to increase efficiency.

You can easily obtain accurate insurance estimations on each service code by simply selecting the show estimation button in the Treatment Plan.  In previous versions of Eaglesoft, you were only able to select the last service code in each Treatment Plan.

Eaglesoft 17.00.49

Several months ago we deployed Eaglesoft 17.00.49 using the Patterson Auto Updater (PAU) to all customers on a previous build of Eaglesoft 17.0.  This version contains several vital updates and it is recommended that you complete this installation on all of your Eaglesoft computers.

To verify the build you currently have installed on your computer, simply go to Help|About Eaglesoft.  The version number will be displayed at the top of the Window. 

If you do not have Eaglesoft 17.00.49 available to download, please contact Support at 800-475-5036 to have the latest build sent to your office via Patterson Auto Updater (PAU).

Eaglesoft End-of-Day Reports

Eaglesoft End-of-Day Reports that are Designed to Match

The following reports are designed to match in Eaglesoft when ran for the exact same date range.

The Day Sheet is a summary of the Audit Trail, and will match the Provider Productivity Report totals for Production, Collections, and Adjustments.

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The Provider Productivity Report:
The Production column will match the Production Reconciliation Report.
The Collections column will match the Collections Reconciliation Report.
The Adjustments column will match the Adjustments Reconciliation Report.

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The Ending A/R on the Day Sheet will match the following if all are ran at the EXACT SAME TIME:
The Accounts Receivable by Provider - Detailed
The Accounts Receivable by Provider - Summary Report
The Accounts Receivable by Responsible Party
The Snapshot

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The Payment Reconciliation will match the Deposit Report (only if the Secondary Deposit Report isn't utilized.)

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The Daily Production/Collections will match the Provider Productivity Production, Collections and Adjustments columns.

---

The Performance Summary, when filtered by provider, will match the selected providers' totals on the Provider Productivity Report.

---

All of the above reports can be found under Reports | Financial with the exception of the Provider Productivity report, which is found under Reports | Providers.

CAESY Cloud Tips

Looking for some great ideas on using CAESY Cloud in your practice?  Check out these great videos!   These can be found using FAQ 19404

Quick Process Treatment Plan

The Quick Process checkbox at the bottom of the Treatment Plan window allows users to bypass the Treatment Plan Processing window. If this box is checked, you will not receive the option to print a Treatment Plan Estimate or Pre-Authorization. The Quick Process preference is workstation specific and will remain checked for every patient until it is unchecked.

If your treatment plan flashes and goes away, it is because you have your Quick Process box checked. See the Quick Process checkbox at the lower right side of the screen.

Adding reports to SmartDoc prior to running your EOM

To add a report to SmartDoc, open the Reports menu and select a report. In the Report Preview window, select the SmartDoc button.

Use the drop-down lists to select the proper designation under Document History, Document Type,
Document Group and Document Name. Select OK.

Have you reviewed your eClaims Payer ID’s lately?

Although an insurance company’s payer ID number seldom changes, insurances are added (sometimes removed) to the payer ID list on a monthly basis.  It is Patterson’s recommendation that you keep a current copy of our eClaims Payer ID list to refer to as needed.  Our eClaims Payer list can be found on our Frequently Asked Questions (FAQ) page, using Answer ID 2453.  In addition to our eClaims service, our Electronic Attachment, Real-Time Eligibility, and ERA Payer ID lists are also updated on a monthly basis and can be found using Answer ID 5071.

All payer lists can be downloaded and saved as .pdf documents on your office computers; we recommend making a folder on your computer’s desktop and saving these lists for quick reference when adding a new insurance inside of Eaglesoft or simply for review of a currently used payer ID.  If you ever have questions on a specific payer ID and need guidance, please reach out to our eServices Support Department by calling 800-475-5036.

Updating Your Service Fees

How do I update my service fees?
To update your standard office fees, select Utilities | Change Service Fees.
*Exclusive use is required when changing service fees. We also recommend completing this Utility only after you are certain a current backup has been completed.

The Change Service Fee options include:

Use the drop-down list to select the Service Type(s) you wish to update. Use the default, (All Service
Types), to update all fees.

Update Treatment Plan Fees -
Select this check box to automatically update any treatment plans with the new fees. Note: This option will close all existing Pre-Authorizations.

Update OnSchedule Fees -
Select this check box to automatically update any existing appointments with the new fees.

Changing Fees Using Percentages
To change fees by a percentage, enter the percentage number into the Markup Services By area and
hit the Tab key on your keyboard. Use the drop-down list to select Round Fees to the Nearest options. Select the checkboxes Update Treatment Plan Fees and Update OnSchedule Fees if applicable. Select the Apply% button to create a preview of the fees in the list below. Select OK to complete the changes.

Changing Fees Manually
Enter the new fee amount in the New Fee area. Select the checkboxes Update Treatment Plan Fees and Update OnSchedule Fees if applicable. Select OK to apply manual changes.

Please note when changing fees manually: ·       Outstanding Pre-Authorizations will be closed if electing to Update Treatment Plan fees. ·       Appointments that have been scheduled using fees from Fee Schedules will not be changed. Note: This option does not update fees associated with any Fee Schedule that may be assigned to either a Patient or an Employer. These may be updated under Lists | Fee Schedule lists.

Resetting Insurance Balances

I forgot to reset insurance balances during the EOM process. Can I do this now? Go to the Utilities menu and select Mass Updates, then select Reset Insurance Balances. You will then see the same option as you would have during the EOM process. Be sure to input the anniversary month range of 1 to 1 (for January).

Note: Any patients who have been walked out during this time will have to have their totals reset manually.

I elected to reset my insurance balances but I still see several patients whose information was not reset. Why is this?

During the EOM processing, you have the ability to select the month in which you want to reset benefits. By default, if you processed the EOM / EOY on a day in January, the Anniversary month would have been listed as 2 to 2 rather than 1 to 1. It also depends on the setting under Lists | Employers Coverage List. Edit an Employer and make sure the Beg. Month (Beginning Month) is set to 1 (for January). The Employer setup for Lifetime Maximum Applies and Lifetime Deductible Applies can also impact the reset of insurance balances. If these boxes are selected in the Employer Coverage List | Preferences, then the Employer's benefits will not update when insurance balances are reset.