account management – unit 3

Account Management – Unit 3

The Account Management unit contains the fol

How to Process a Walkout A Breakdown of the Account eHow to Receive Account PaymHow to Receive Insurance PaymeHow to Set Up a Payment Plan

lowing:

Scr en ents

nts

232 • Account Management – Unit 3 Patterson EagleSoft Overview 15.00

Walkout Processing

Introduction to Walkouts The walkout statement is the invoice of services rendered for each patient. The walp

kout statement records all services rendered, generates insurance claims for the atient, updates the treatment plan and prints a receipt or walkout statement for the

ent

• Generating an insurance claim

patient.

This chapter includes information on the following:

• Accessing the Walkout Statement window

• Creating and processing a walkout statem

Patterson EagleSoft Overview 15.00 Walkout Processing • 233

Where Can I Process a Walkout 1. From the Activities menu, choose Practice Management Activities

and then Walkout Statement.

2. From the Account window, select Walkout below the ledger.

3. From the Integrated Mode window, select the Walkout icon.

4. From the Practice Management Front Office window, select the Walkout icon.

5. Select Walkout on the toolbar.

Walkouts can also be accessed from Account, Treatment Planning and

How To Create a Walkout Statement

Chart.

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

Type the part so select Patien

ial or full last name of the patient and press the Tab key. You can alt to get the Patient List box. When selected, the account and insurans displayed.

ce information i

To change th ropdown list box. If services on this walkout were performed by a dentist other than the patients Preferred Dent

Important

e:

e provider for walkout, select the Provider for Walkout d

ist, you may need to change the Provider on Walkout.

Things to Remember when Using this Option:

The Production goes to the Provider on the service

The Collections and Insurance* go to the selected Provider for Walkout. *NotProvider on Insurance can be different depending on your preferences

234 • Walkout Processing Patterson EagleSoft Overview 15.00

If the Provider for Walkout is not set up to receive Collections or Insurance in thEdit Pr

e ovider window, the provider does not receive the collections or insurance

If this pa lkout, the Planned Procedu and the items are marked to pull directly into the walkout to pull the marked items into the walkout.

If the treatmetreatment pla elect Yes if you want to use any of the treatment plan items. A list of those items is displayed. Highlight the items you want to pull from the treatment plan into the walkout and select Mark. When all items are marked, select OK to proceed to the Walkout Statement window.

tient has treatment plan items marked Post to Wares window appears,

by default. Select OK

nt plan items are marked Proposed, you are first prompted about the n items. S

ve selected the treatment plan items, select OK to return to the tement window.

ns, select the checkbox Use

When you haWalkout Sta

Under Optio Date of Service From Planned Procedure or Use Fee From Treatment Plan.

The provider automatically appears. (Note: This provider is based on how the service code is set up for the Normally Performed By field under the service code and the preferred dentist and preferred hygienist fields in the patient setup.)

ing the Provider box. A dropdown list those listed.

box to bypass the payment option screen.

ew of CAESY Printables to preview those associate

After ve selected the correct provider for the service, you may need to e ation for that service regarding tooth/quadrant/ root/surface.allowed, t requirement for this service. For this change to take effect, you need to cancel the current walkout and start over.

alkout Statement window, highlight the service

If applicable

If you want, change the provider by selectbox appears. Choose a new provider from

Select the Quick Walkout check

Select the checkbox Show Previd items prior to printing.

rifying that you haventer specific inform

If you are receiving a message stating that the tooth/quadrant/root is not edi the service code and modify the Affected Area box to match your

To delete a service code from the Wand select Delete.


The More InformatioTo view more details about

n Button the service code, choose More Information. Modify

the information, if applicable. Use the More Information button to view details about the service, modify service dates, aging dates, tooth number, fees and insurance estimation amounts. You can also apply discounts and taxes. For example, if you had a service that didn’t get walked out on the date of service; use More Information to enter the correct date of service when walking out the service.

The following options are available from the Item Detail window:

Service aAging Datebased on

Tooth – Mo

Fee – Enter a fee or m

Apply D sc to this service.

Taxable SeSubmit on x based on whether or not this serv

The Show Estimation Button To view how iselect Sh

D te – Enter or edit the date of service for this item.

– Edit this to change the True Date Aging date. By default, this date is the service date.

dify the tooth number if needed.

odify the current one.

i ount – Select this checkbox if you want a discount to be applied

rvice – If the service being modified is taxable, select this checkbox.

Insurance – Select or deselect this checkboice needs to be submitted to insurance.

nsurance estimates a service in the walkout, highlight the service and ow Estimation.

If insurance appears to not be estimating correctly, check the following areas:

Edit Person Window – The patient must have remaining benefits and must have met deductible.

Employer Percentages – Edit the policyholder’s employer via List | Practice Management Lists | Employers/Coverage List. Under Service Types for this employer, percentages for the service types must exist for insurance to estimate.


Employer Calculation Method – Edit the policyholder’s employer via List | Employers/Coverage List. Choose Preferences. The calculation method must be

e Book – Edit the policyholder’s employer via List | Coverage Book List. Choose Coverage Book. If the service exists within the C erage Book, this is taken into consideration.

that the Standard Fee rify the service type to make sure the correct Employer window. Verify that the service code

a List | Employers/Coverage to (standard fees) unless you

Choose Proc Walkout Statement Processing window is displayed.

CAESY Printables

set to “Estimate Insurance.” Employer Coverag

ov

If the fee for the service appears to be wrong, check the following areas:

Lists | Service Codes – Edit the service code and confirmfor this service is correct. Also, vepercentage is pulled from the Edithas been marked to submit on insurance.

Edit Person | Preferences – Under Financial Preferences, Fee Schedule should be set to (None) unless you are utilizing a fee schedule that differs from your standard fees.

Edit Employer – Edit the policyholder’s employer viList. The Fee Schedule for the Employer should be setare utilizing a fee schedule that differs from your standard fees.

ess to process the walkout statement. The

CAESY Printable PDFs are now included as part of EagleSoft. Provide patient education take-home materials by attaching CAESY printable files to specific service codes. CAESY Printable PDFs can be printed in English only.

CAESY Printables Preferences

reference tab, select the Print Associated CAESY Presentations In the Printing P

During Walkout

This will allo information with the patie

checkbox. Select OK to save your changes.

w you to automatically print any associated CAESYnt’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.

In the CAESY Printables Assignment window, select the checkbox pertaining to

form(s). Select OK.

tton to view a PDF file of the selected CAESY presentation.

the desired CAESY Printable

Select the Preview bu


CAESY Printables Walkout

During the Walkout Process, select the checkbox Show Preview of CAESY

How To Process a Walkout

Printables to preview those associated items prior to printing.

After the services are entered into the walkout statement, the next step is to procesthis walkout. Pr

(the final stage in processing

s ocessing the walkout potentially leads to generating an insurance

a walkout), accepting payment on the account, tting up recall information or generating a receipt for the patient.

It is possible to process the walkout statement with or without payment from the does not have insurance, the walkout statement should be

ent, unless the patient prefers to receive a statement in the

Choose the Payment Type from the dropdown list. If the Payment Type also has a corresponding prompt (for example, check number),

t.

5. ution (Prov. Dist) box is checked, you are e the following

claimse

patient. If the patientprocessed with a paymmail.

1. To begin processing the walkout choose Process. The Walkout Statement Processing window is displayed. Note: If you are using the preference for Quick Walkout, this screen will not appear.

2. To see the individual balances of the patients in the account, while in the Walkout Statement Processing screen, select View.

Using Payment Types 3.

provide the appropriate amoun

4. Type the Amount of the payment and press the Tab key.

If the Provider Distribprompted to distribute payment among providers (seimage).


6. If the Patient Distribution (Pat. Dist) box is checked, you are

prompted to distribute the payment to other patient balances on the

wn menu, if there is an r example, a Delta Dental

9. discount .

How to Print a Walkout Statement 10. Check the Print Walkout Statement box to print a receipt. The

default for this option can be found under File | Preferences⏐Printing and choose Print Statement At Time of Walkout.

11. Choose the Walkout Statement Message from the dropdown list or press the F2 key to create a new message.

12. Select Lab Case to view, edit, create or assign a lab case for this walkout statement.

13. Select Account Pref to view or modify account preferences. From this window, select preferences for receiving statements, finance charges, and so on. You can also enter a statement message that appears on each statement and/or a one-time monthly note for statements that appear below the statement message. The monthly note for statements can also be entered in the Account window for the patient.

14. Select Setup to adjust the Walkout or Insurance printer settings, if necessary.

15. Select Schedule to schedule an appointment for this patient. If you want to view OnSchedule in different views (Day at a Glance or Week at a Glance), select the down arrow and choose one of the options.

Determining a New Recall Date 16. In the Recall Frequency field, enter a new recall frequency, if

preferred.

17. The New Recall Date is automatically updated when using the Adult or Child Prophy service codes based on the Recall Frequency of the patient (Edit Person | Preferences).

account.

Using Adjustment Type 7. Choose an Adjustment Type from the dropdo

adjustment applied to the patient’s account (fowrite-off).

8. Enter a description of the adjustment, if applicable.

Enter the Credit Adjustment amount or the manually figuredof the walkout if you wish to decrease the patient balance


For more information on recalls, see the Recall Wizard section in the Continuing Care unit. If this New Recall Date is not updating correctly, check the following areas:

rophy service codes rence is marked.

atient is marked to Receive Recalls and that the recall frequency is set for this patient.

18. Select the Update Today’s Appointment as Completed checkbox, if you want to update the appointment block in OnSchedule. When the services for that appointment are walked out, the appointment block’s color is changed.

19. When you are ready to process this walkout, select OK to save your settings and process.

20. If you selected to print the Walkout Statement, the statement prints with a list of the services, balance due, estimated insurance, and so on. The bottom of the statement lists the next appointments for other family

Generating an In

Service Code List – Edit the adult and/or child pand confirm that the Updates Patient Recall prefe

Edit Person | Preferences – Confirm that the p

members.

surance Claim from the Walkout If you are using the preference Use Quick Walkout, this window will not appear

al and a balance remains, EagleSoft generates a claim for the

submit by hand. They ated time during the day or week as a batch

h You can print the 1990 ADA, 1994 ADA, 2000 ADA, 2002 ADA, 2006

t

immediately, and the status is

l you are ready to print the saved batch of claims and mail them to the insurance companies. To view

If the patient has insurance, the next step in completing the walkout statement is to generate an insurance claim. Simply answer the pertinent insurance claim questionsand determine how you wish to submit your claims. The system automatically generates a claim for the patient’s primary insurance. After the primary insurance is paid and marked Finsecondary insurance (if applicable).

Secondary insurance claims can only be generated after the primary insurance ispaid and the claims are marked Final or Closed in the Insurance Processing window.

There are several options for printing and submitting insurance claims. Insurance claims may be printed immediately and given to the patient tomay also be saved and printed at a designof claims. You can also submit insurance claims electronically. If you print insurance claims in your office, you have a variety of forms from whicto choose. ADA or HCFA 1500 on pre-printed claim forms. The Blank ADA 1990, 1994, 2000, 2002, 2006 or HCFA 1500 forms are printed on plain white paper. If printing a medical claim form, choose the CMS 1500 form. Users in California have the option of printing Denti-Cal forms.

There are four options available on the Insurance Questions window in the PrinClaim section:

• Print Now – The claim is printedchanged to Open

• Print Later – The claim is saved unti


these claims, go to the Process Insurance Claims window. From the View section, select the Unsubmitted checkbox

ss Insurance Claims window. To view these claims, go to the Process Insurance Claims

itted Elec (Electronic) in the View section

laim status is automatically changed to er is

responsible for submitting the claim to the insurance company

• Submit Electronically – The claim is generated in electronic format and is electronically submitted through the Proce

window and select Unsubm

• Submit Manually – The copen and waiting for an insurance payment. You or a staff memb

Print Options Missing Teeth

Enter insurance information like Remarks for Unusual Service

Choose the Insurance Form you wish to use.

You will need to answer the insurance questions as if you were co pleting the form by hand. If a question does not apply, simply leave it blank.

ote to the claim in the Remarks for ote or create a new one for the

enerate and print (if applicable) the claim.

Once the claim is generated, the insurance questions can be changed at a later time

for

m

Choose Missing Tth (teeth) to update the patient’s chart of missing teeth. This chart also appears on the 1990 ADA, 1994 ADA, 2000 ADA, 2002 ADA, 2006 ADA and HCFA 1500 insurance forms.

Select the AutoNote button to attach an AutoNUnusual Services area. Use an existing AutoNsituation.

Choose OK to g

in the Process Insurance Claims window. However, if changes are made, the claim needs to be resubmitted.

When using electronic claims, there are a limited number of characters available Remarks for Unusual Services.


Frequently Asked Questions about Walkouts How can I “back date” a Walkout? Use the More Information button. Select the More Information button and use the dropdown arrow to select a new date under Service Date.

Back-dated services will appear on the current day’s EOD with the assigned date.

My insurance isn’t estimating correctly. How can I see how the estimation is being calculated?

ht the service and

have met deductible

• Employer Percentages – Edit the policyholder’s employer via ist.

er Calculation Method – Edit the policyholder’s employer via List | Employers/Coverage List. Choose Preferences. The calculation method must be set to Estimate

• Employer Coverage Book – Edit the policyholder’s employer via List | Coverage Book List. Choose Coverage Book. If the service exists within the Coverage Book, this is taken into consideration

If the fee for the service appears to be wrong, check the following areas:

window

ial Preferences, u are utilizing a fee

Employers/Coverage List. The Fee Schedule for the Employer should be set to (standard fees) unless you are utilizing a fee

To view how insurance estimated a service in the walkout, highligselect Show Estimation.

If insurance appears to not be estimating correctly, check the following areas:

• Edit Person Window – The patient must have remaining benefits and must

List | Practice Management Lists | Employers/Coverage LUnder Service Types for this Employer, percentages for the service types must exist for insurance to estimate

• Employ

Insurance

• Lists | Service Codes – Edit the service code and confirm that the Standard Fee for this service is correct. Also, verify the servicetype to make sure the correct percentage is pulled from the Edit Employer

• Edit Person | Preferences – Under FinancFee Schedule should be set to (None) unless yoschedule that differs from your standard fees

• Edit Employer – Edit the policyholder’s employer via List |

schedule that differs from your standard fees


Account Activities

Introduction to Account The Account window can be used to access the Edit Person window, review

alkout checks,

m

ion is in this chapter:

s on the account

• Using the integrated features from the right-click menus

• Entering account notes

• Entering account adjustments

• Editing and deleting past transactions

How to Access the Account Window

account history, print account history reports, post transactions via the wstatement, accept payment on the account, record adjustments or returnedand much more. Essentially, the Account window offers a central place to performost of your daily accounting procedures.

The following informat

• Viewing patient

• Reviewing the account ledger

• Writing off an account

1. From the Activities m Practice Management Activities |

2. From the Integrated Mode or Practice Management Front Office rl + A.

rom the Toolbar. Select the Account icon from the

t the Account icon from the Practice Management Front Office window.

enu, choose Account.

window, press Ct

3. Choose Account fIntegrated Mode window.

4. Selec

The Account window is displayed.

244 • Account Activities Patterson EagleSoft Overview 15.00

When the window appears, type the full or partial last name of the patient. You can also type or search (F2 key) the Patient ID. The patient and responsible party names are displayed, as well as account information.

view the account history Pre nces NoAleEdit Pa Access Edit Patient window Ad

, debit adjustments, returned checks, arges

EdDelete Filter ine the items included in the account history

display Walkout Create a walkout statement for this patient

nt

Today’s Receipt Print a list of the current day’s receipts for the entire account

Account Window Options Use: To: Report Print or

ferences Set account preferete Write notes about the account rts Set account alerts

tient j Add transactions to account history, such as credit

adjustmentswriteoffs and billing and finance ch

it Modify account payments, services and notes Delete an account transaction Determ

Ins Payment Make an insurance payment for this patieAcct Payment Make an account payment for this patient

Patterson EagleSoft Overview 15.00 Account Activities • 245

Viewing Patients on the Account The en accessing any of the account activities buttons listed above, it uses whichever patient

i

nd a list of options is displayed.

ption you wish to utilize.

UsWindThis s you to pe in the Account window.

Account window displays a list of all patients on that specific account. Wh

is h ghlighted within the Patients area.

Using Account Options 1. In the Patient box, highlight the patient for whom you wish to enter

information or a transaction.

2. Right-click, a

3. Choose the o

4. Follow the procedures for the option you have chosen.

ing Integrated Options within the Account ow

menu enables you to access virtually every area of EagleSoft. It also enablerform functions with

To access this menu, right-click next to the patient name in the gray area.

ial the patient’s work or home phone number using Autodialer.

reatment Plan ccess the Treatment Plan window.

Call D

TA


Insurance Info ccess insurance information for the patient selected in the patient box.

iew existing claims for the highlighted patient on the current account.

iew Claims For Account iew claims for the current account.

View Rx Information View prescription information for the selected patient.

View a printable history of the current account.

Print/Queue Statement Print a statement for the account or send a Statement to the Statement Queue.

Reprint Last Statement unt.

SmartDoc

SchedOpen OnSch rrent patient.

Schedule Family Open the Fam .

Clinical If Clinical isinstalled s

View Referral Information View referral information on this account.

View/Reprint Walkouts For Account View and/or ent Utilities window is accessed once this is selected.

A

View Claims For Patient V

VV

Send To Select this option to send letters or e-mails.

View History

Reprint the last statement for the acco

Access SmartDoc for the current patient.

ule Patient edule and create an appointment for the cu

ily Schedule feature in OnSchedule for the current family

installed, this enables full access to all installed modules. If it is not , thi option does not appear.

reprint walkout statements for this account. The Walkout Statem


PatienView patient

Note HView the No

PatienOpen the Pat

PatieView the dig

Fast CheSend the sele

Ledger Options

t Summary summary for the selected patient.

istory te History for the selected patient.

t Route Sheets ient Route Sheets window.

nt Signatures ital signatures for the selected patient.

ckIn cted patient to a Fast CheckIn terminal.

This menu can be accessed by

Depending on the t aneach time.

View DistributioView patient

View ClaiView th la selecting

Adj Select th to the account.

Edit Edit a co

right-clicking in the ledger.

r saction you select, a different right-click menu option appears

n and provider distribution on an account or insurance payment.

m e c im and notes or change insurance answers with this option when on a service.

is option to debit, credit, write off or apply a billing or finance charge Available by selecting anywhere in the ledger.

mpleted service or account payment.


Delete

nts.

nd view the prescription history for the selected patient.

View Eligibility

Claim. The Add to Outstanding

Delete a service, account or insurance payment.

Filter Filter the current view of the ledger so you can view different types of information, including transactions from other accou

View Walkout View the printable walkout statement for the selected service.

View Rx History Select a prescription a

View patient insurance eligibility.

Expand Ledger Expand the Account ledger.

Add to Outstanding Claim To add an item to an outstanding claim, select the service in the Account ledger. Right-click and select Add to Outstanding Claim window appears.

The Provider on Insurance on the service and the Provider on Insurance on the existing claim must match. The Invalid Claim Selection warning will appear if they do not. Select OK to return to the Add to Outstanding Claim window.


Select the existing claim from the list. Select the checkbox Update Annual Deductible for Patient if applicable. Select the View Claim button to preview the specifics of the selected claim. Select OK. The Recreate Claim window appears.

The Provider On Insurance dropdown list will only appear when using the preference for Provider On Insurance in the Accounting tab.

riate Estimation Options. Select OK to re-create the claSelect the approp im. The

Insurance Q stue ions window appears.

Select the appropriate Print Claim option. Select the desired Insurance Form. Review the defaulted information under Questions. Select OK to finish.


Multiple Providers can not be selected on Insurance claims.

Multiple services can be selected, provided they are not tied to an existing claim.

Select the appropriate Estimation Options. Select OK to re-create the claim. The Insurance Questions

Select the ap he desired Insurance Form. Review t

Recreate To create a new claim from previously walked out services, select the desired services in Account.

window appears.

propriate Print Claim option. Select the defaulted information under Questions. Select OK to finish.

Claim

Right-click and select Create New Claim. The Recreate Claim window appears.


propriate Estimation Option. Review the displayed information. Select the ap

Select OK to create the claim. The following window will appear.

Select the appropriate Print Claim option. Select the desired Insurance Form. Review the defaulted information under Questions. Select OK to finish.

View Related Claim Items When this option is selected, the account window ledger will be filtered by the claim of the highlighted transaction. All claim items will be displayed including payments, services and notes.

View Related Walkout Items When this option is selected, the account window ledger is filtered by the walkout of the highlighted transaction. All walkout items are displayed including payments, services and adjustments.


Frequently Asked Questions about Account Is there any way to expand/retract the ledger? In Account, use the right-click menu to expand and retract the ledger.

Can I change the Aging Date on a Service in Account? In the Account window, select the payment or service that you wish to edit.

1. Select

2. If you arprovider

3. If needed the date of in n this box. By defa

How do I eTo receive p

1. There arFrom the oose Practice Management Activities and then Acc .

2. TyppayNote: TPlan has

3. From the t On option, choose Payment Plan. The payment plan details are displayed at the bottom of the window.

An Account Payment cannot betransferred to a Payment Plan. If you have made an Account Payment by mistake, you will need to delete the payment and reenter a Payment Plan payment.

Edit.

e modifying a completed service, enter the new date of service, the and/or tooth or surface numbers.

, enter a new date in the Aging Date box if you want to change surance. The True Date Aging is based on the date entered iult, this date is the same as the service date.

nter a payment from a Payment Plan? ayments on payment plans:

e several ways to receive a payment plan payment. Activities menu, ch

ount Payment. From the Account window, choose Acct Payment

e the full or partial name of the patient for whom you have created the ment plan.

he payment plan payment must be posted to the patient that the Payment been set up for.

Receive Paymen


4. Select

5. Type theType). Fcheck nu

6. Ente

7. If yoPro

8. Select th receipt.

9. If the pa o apply the overpayment to the prin ance.

10. Select O

11. Choose C

How can I o If you have aEagleSoft d

Every time y Practice Managemetwo places to correct offsetting debits and credits.

These preferepreferences a

•

Reviewing Account L

the Payment Type.

answer to the payment prompt (if a prompt is set up for the Payment or example, when entering a check payment, you are able to enter the mber.

r the Amount of the payment and press the Tab key.

ur system preference is set to Prompt To Distribute Payments, the vider Distribution window appears.

e checkbox next to Print Payment Receipt to print a payment

yment is an overpayment, choose tcipal or the account bal

K to process the payment plan payment.

ancel to cancel the payment plan payment.

ffset Debits and Credits?

ccounts with offsetting debits and credits and no time to fix them, oes the work for you.

ou enter the account window or run End of Day/Month, nt can tell you if there are offsetting debits and/or credits. There are

nces are available from the Accounting tab in File | Preferences. The re:

In account screen display warning to adjust offsetting debits and credits

• At EOD adjust accts seen today with offsetting debits andcredits

edger The Account Ledger section shows all transactions that have been posted to any member in the selected account. The most recent transactions are listed at the top.

• All debit transactions (transactions that increase the patient’s balance) and notes are displayed in black (for example, patient services are in black)

• All transactions with outstanding insurance claims appear in blue

nsactions that decrease the patient’s balance) xample, patient’s payment appears in red)

g

50 ustment, which is a debit amount to offset the original

transaction.

See the Account Preferences section for information on changing Account Ledger colors.

• All credit transactions (traare displayed in red (for e

• Deleted transactions, notes and adjustments are in green. A deletion adjustment refers to the offsetting adjustment that is created by deletinan original transaction. For example:

Deleting a $100 service, which is a debit amount, creates a $100 Delete Adjustment, which is a credit amount. Deleting a $50 payment, which is a credit amount, creates a $Delete Adj


A runnin a

Here is a list

Completed

g b lance is kept and displayed.

ing of the various types of Debit Transactions:

service Debit adjustment

Billing charge Finance charge

Returned check

Here is a listi

Account pa

ng of the various types of Credit Transactions:

yments Insurance payments

Payment plan paym adjustment ents Credit

Write off the account

In addition to debit and credit transactions, the account history also displays the following types of account notes:

Account note Modified transactions

Deleted transactions Submitted insurance notes

Payment plans Letters, recalls and statements

Printing Account History To print the account history for an account, do one of the following:

of dates

From theHistory repo g of all available reports. Identify the range of dates and prin

Patient Information

This information can be filtered for Patient Items Only.

From the Account window, select Report and enter the appropriate range for the account history. Select OK.

Report menu, select All Reports. Choose the patient and the Account rt from the listin

t the report from the Report Preview window.

Patient infrom the

ient and ayed.

Walkout Statement from the Account Window

formation is displayed in the Edit Person window and can be accessed Account window by performing the following steps:

1. From the Account window, right-click on the desired patchoose Edit Patient. The Edit Person window is displ

2. Select Edit Patient.

3. Edit the patient information as usual.

The walkout statement can be accessed from the Account window by performing the

nt

2. Walkout Statement as usual.

following steps:

1. From the Account window, choose Walkout. The Walkout Statement window is displayed. You can also right-click in the patiewindow.

Process the


Recording Payments from the Account To process aAccount Payment ment, open the Insurance Payment

Acce an Payments choose Acct Payment. The Account

2. , select the Payment Plan radio

3.

Acce1. s Payment. The Insurance

2. tion.

ed collection from

this payment.

rn to the Account window.

t

ccount payments received by mail or to record payments, use the window. To record an insurance pay

window.

pting Payments and Payment Pl1. From the Account window,

Payment window is displayed. You can also access this by right-clicking in the Patient window in the Account window.

If the patient has a payment planbutton.

For more information on making Payment Plan payments, see the Payment Plan chapter in this unit.

Type in the Payment Information.

Reminder: Payments are assigned to the oldest patient balance first, unless specified otherwise.

4. Choose OK to record the payment and return to the Account window.

pting an Insurance Payment From the Account window, select InPayment window is displayed. You can also right-click in the Patient window.

Enter the Payment Informa

Reminder: The Collections Go To for the provider who performthe service or the Provider on Walkout receives the

3. Select OK to record the payment and retu

Writing Off an AccounOccasionally accounts must be written off. If an account is sent to collections ayou do not expect to collect payment or do business with that account any longeis wise to write off the account. Write Off Account adjusts the balances for each

nd r, it

count for future reference. Also, an alert appears if you try to access the account at any time after it has been written off. The alert reads, This account has been written off. Do you wish to activate this account?

f accounts that have been

patient in the account to zero. It also reduces the amount of your Accounts Receivable and marks all patients on the account as Inactive. The account is marked as Written Off Ac

Print the Accounts Written Off report to view a list owritten off.


Writing Off an Account

1. From the Account window, select Adj. Select the radio button next to

ount.

,

en Written Off

Write-Off Acc

2. Type any Write-Off notes.

3. Select the radio button next to the option that you would like to use under the Impacts section. For a detailed explanation of these settingssee the Account Adjustments section later in this chapter.

4. Choose OK to process the writeoff and return to the Account window.

Reactivating an Account that has BeWhen trying to access an account that has been written off, you receive the following Alert (see the following image) window. If you wish to reactivate the account, choose Yes. Otherwise, choose No.

Receiving Payments on a Written Off Account If you do receive a payment for an account that has been written off, you mreinstate thei

ust r prior balance by making a debit adjustment for the amount of the

Using Account N

balance.

otes The account notes option allows you to recorwant to appear in the account history. For ex

d free-form information that you would ample, “Mrs. Smith called today to

tes options throughout EagleSoft, this notes option allows you to record a new note each time you enter this window. Each note

contest a portion of her statement. She indicated that we should wait for insurance payment first.” Unlike the other no


is placed permanently in account history with the appropriate date. To add a note to

1. From the Account window, choose Notes. The Notes History window

the patient’s statement, select the checkbox Display note on account statement.

Entering Patient Notes

is initialized. You can also access it by right-clicking in the Patient window.

2. Type any notes. Choose from any of the Patient Note options:

Edit Delete

Colorize Filter

Save As Insert Autonote

Assign Teeth Print

rence in Practice Management, you have

ent may

right-click the unrecognized word and choose Add to include the word in your Spell

king option to Check When Done Typing, selecting the indow. In the Spelling Error

window, choose from the following options:

• Select the Change button to retype the unrecognized word. Select the Change To box and retype the word

the

y the suggested or corrected word to all

Find

3. Choose OK to save the note and return to the Account window.

Spell Checking Patient Notes When using the Spell Checking prefethe ability to spell check your Patient Notes.

When using the Spell Checking option to Check Spelling While Typing in PatiNotes, you will notice a wavy line appears under any unrecognized word. You

Check dictionary.

When using the Spell ChecOK or Cancel button launches the Spelling Error w

• To use one of the Spell Checker’s suggested words, highlightword and select the Change button

• Select Change All to apploccurrences of the unrecognized word

• Select Ignore to skip the word


• Select Ignore All to skip all occurrences of this word

• Select the Add button to add a word to the Spell Checker’s

• Select Cancel to close the window

Recording Retur

lexicon

ned Checks Unfortunately, there are times when you must record a returned check from a patient.

y recording returned checks through this option, you can track all of your returned Bchecks through account history and reports.

1. From the Account window, choose Adj. Select the radio button next to Returned Check.

2. Type the check number, check amount and service charge.

check notes.

4. Select the Provider charging the returned check amount (if different than the preferred dentist).

5. Before you apply this adjustment, decide how you would like to have this impact and select the radio button next to the correct option.

6. Select OK to record the returned check and return to the Account window.

ccount Adjustments

3. Type any returned

AAdjustments on accounts occasionally need to be made to set up initial account

alances, correct an office mistake, or at the insistence of a patient. b


Entering a Credit Adjustment

1. Select Adj, then select the radio button next to Credit Adjustment.

2. Enter a note in the Note field.

3. Select the Adj. (adjustment) Type from the pull-down menu or press the F2 key to access the Adjustment Types list. It is important to create specific adjustment types (for example, Delta Dental writeoff) because

at

d and press the

y, and then select OK to exit from

te Payments, the to pay the provider with the oldest balance

you are able to generate reports for these specific adjustment types the end of the year.

4. Enter the amount of the adjustment in the Amount fielTab key.

5. Adjust the distribution as necessarthe Distribution window.

If your preference is set to Prompt to Distribupayment amount defaultsfirst.

Use one of the following distribution options:

Equally To Providers – Distributes the payment amount in equal portions to each eligible provider.

Oldest Tot. Bal. First – Distributes the payment amount to the oldest total balance due.

Oldest Non-Ins. Bal. First – Distributes the payment amount to the oldest non-insurance balance due.


Percentage of Balance – Distributes the payment amount to all eligible providers in proportion to what is owed them.

hat you want, you must zero the er and press the Tab key. Then,

, enter the amount

unt To Preferred ent from

e providers listed.

of the transaction window, each patient and his/her

tomatically defaulted to ot the patient you

edit adjustment, you must zero the amount for the ess the Tab key. Then,

ount he Tab key.

s adjustment: Adjustment,

For a detailed explanation of these settings, see the chapter on Reviewing Provider Productivity located in the Daily Procedures unit.

7. Choose OK to process the adjustment and return to the Account window.

Entering a Debit Adjustment

If the default distribution is not wadjustment amount for the providselect the provider that should receive the distributionand press the Tab key. If your preference has been set to Distribute Amo

, choose the provider you wish to receive the adjustmDentistth Distribution for PatientsAt the bottombalance are listed. The credit adjustment is au

e patient with the oldest balance first. If this is nthwish to receive the crpatient that the adjustment defaulted to and pr

the distribution, enter the amselect the patient who should receiveand press t

6. Choose the area that is impacted by thiProduction or Collection.

1. From the Account window, select the name of the patient to whom you

would like this adjustment to apply.

2. Select Adj, then select the radio button next to Debit Adjustmen

3. Type an adjustme

t.

nt note, if necessary.

e ases, it is

important to create specific adjustment types so that you are able to

4. Select the Adj. Type from the pull-down menu. You can also press thF2 key to access the Adjustment Types list. In most c


geye

nerate reports for these specific adjustment types at the end of the ar.

or

t the provider who is charging the adjustment amount.

,

Failed and Cancelled Appointments

elled appointments, open the Accounting Preferences. Under the File menu, select Preferences | Accounting.

5. Enter the amount of the adjustment in the Current, Thirty, SixtyNinety-day field.

6. Selec

7. Choose which area is impacted by this adjustment: AdjustmentsProduction or Collections.

8. Choose OK to process the adjustment and return to the Account window.

TrackingTo help your office better track failed and cancelled appointments, we are offering acouple of different options. Use the Accounting Preferences to determine the cancellation charge or simply create an account note.

Cancellation Charge To create a service charge for failed/canc

Select th h ellation Fee. The Adjustment Type and Defa t ropdown list to select the Adjustm t en the Adjustment Type list. Enter a m ee field.

When cancel

e c eckbox Apply Appointment Cancul Cancellation Fee fields appear. Use the den Type desired or select the hyperlink to oponetary amount in the Default Cancellation F

ling an appointment, the following window appears:


Select the Adjustment Type. Use the dropdown list to change the Adjustment

tton under Impacts to

led Appointments ect

es. Select the checkbox Create Account Note For Deleted Appointments.

Print Today’s Re

Type from the selected Preference default. Select a radio buchange the impact from the defaulted selection.

Account Note for Cancelled/FaiTo create an Account note to denote failed/cancelled appointments, selthe Accounting tab under File | Preferenc

ceipts In the Account window, select the Today’s Receipts button at the bottom of the

at Account and current date.

Modifying Past T

screen to preview or print a report of receipts for th

ransactions The Edit option allows you to edit account payments and completed services.

payment, you can change the date of payment, the payment type and ber, if applicable.

Account Payments On an accountthe check num


Completed Services This feature allows offices to change service amounts on completed service from account screen.

After modifying a completed service, you will need to re-create the associated claim. Use Walkout Statement Utilities to re-create a claim. You can also re-create a claim during the Change fee process. The Insurance total will not be recalculated until the claim has been closed and re-created.

Reprints of Walkout Statements will reflect the change in service.

Tax and discounts will be refigured based on the new fee amount.

Double-click on a completed service in the Account screen to modify. In the Fee

Select OK to save. Note: Fees, Provider and Estimated at the same time.

field, enter the new amount. Insurance cannot be changed

If there is a claim associated with the transaction, the above warning will appear.

to close the existing claim. The Close Claim window will appear. Select Yes

In the Account, a new ledger entry will appear as Modification.

Deleting Past Transactions When deleting a service attached to an open claim, you will need to confirm if the

“open.” You must rebuild the claim if

2. Select Delete.

. Select es to delete the item or select No to return to the Account window.

ges, this

u are deleting, the other services on the claim. If you

wish to continue, select Yes.

The Closing Primary Insurance Claim window appears.

claim should be closed or if it should remainyou would like to submit or resubmit it.

1. Select the payment or service that you would like to delete.

3. You are prompted to confirm the deletion of the selected itemYNote: When using the preference Disable Confirmation Messastep may not apply.

the service yo4. If there is a claim associated withclaim is closed, even if there are


5. From the Closing Primary Insurance Claim window, select how you

eleted ServiThere are tim red on a walkout. If this is the caclaim.

1. ect a service.

ow

want to close the claim and select OK.

Re-creating Claims Associated with a Dce

es when incorrect services may have been entese, you can delete services from the Account window and re-create the

From the Ledger window, sel

2. Select Delete.

If there is a claim associated with the service, the following windappears.

If you select Yes, you are given several options in the next windowNote: When using the preference Disable Confirmation Messages, tstep may not apply.

. his

To re-create the claim for the other services, select the Recreate Claim xt.

nt benefits, not the benefits at the time the claim was originally generated. Select Do Not Estimate Insurance if you do not want to estimate any

3. checkbox. Select OK, and the Recreate Claim window appears ne

4. The Estimate Insurance Based on Current Benefits option is selected by default. This re-estimates the service for the curre

insurance on this service.


Deleting and Reentering Payments

Accoun ents .

3. Select OK.

unt Payment

er window, select an insurance payment.

u are prompted to close the

ts. If you choose No, the patient’s account is debited for that amount.

Filtering the Account

t Paym1. From the Ledger window, select a payment

2. Select Delete.

4. You must reenter the payment(s) through the Accowindow.

Insurance Payments 1. From the Ledg

2. Select Delete. If the claim is still open, yoopen claim.

3. Select Yes to apply the unpaid portion back to the patient’s remaining benefi

History T er option limits the amount and type of information displayeAccount History window, providing you with specific information about

he Filt d in the the

account. kout statements from a p choose this option to filter this information.

For example, if you wish to view only payments and walatient’s history, you would

1. From the Account window, choose Filter. The Filter window is

indow.

4. Select the checkbox Display full name to show the provider’s entire name. Deselect this option to display the provider ID.

5. If you are viewing patient items only, you can choose the Include Transactions from other accounts checkbox to view transactions

displayed.

2. Choose from the dropdown menu which Providers you want to show.

3. Specify to View All Account Items or View Patient Items Only. If you choose to view the Patient Items only option and are showing entire payments as one entry, the running balance is disabled in the Account w


from other accounts. All transactions for that patient are displayed regardless of their current responsible party.

You are able to print out this history from the Account window.

6. Specify Display Ledger Entries Classifying As: Services, Account Payments,PM Notes, Returned Checks, Insurance Payments, Clinical Notes, Charges, Deleted Transactions, Payment Plan Payments, Adjustments, Prescriptions, Modifications.

7. Select Check All to display all items in the Account Ledger. To deselect all items, select Clear All.

8. Choose OK to return to the Account window.

Note: See the Section on Preferences for more information about setting up filter options.

Account Type Default Account Type – Use the dropdown arrow to sel ct the Account Type default setting.

To add or edit an Account Type, select the hyperlink Account Type or go to Lists |General Setup | Account Type.

Select the Use

e

button to apply the selected Account Type. Select the New button to

elect the Report button to view the Account Type report. Select the Close

The f indow:

create a new Account Type. Select the Edit button to edit the selected Account Type. Sbutton to close the window without applying an Account Type.

ollowing is an example of the New Account Type w

The counts Report can b

To designate an Account Type, select the Preference button on the specific Pati

Accounts Receivable by Responsible Party and Delinquent Ace filtered by Account Type.

ent’s Account.

Use t the available options. he dropdown list to select the Account Type desired from


Setting Up Account Preferences Account preferences define if the account receives a statement, billing charge and/ora finance charge. You can also add additional statement messages from the AccounPreferences window. Account preferences can be different for each account. EagleSoft enables you to select different account preferences for each account.

t

Setting the Account Preferences indow, choose Preferences. The Account 1. From the Account w

Preferences window is displayed.

2. Select the checkboxes for the account preferences you choose. The

options are explained below.

It is important to send statements to most accounts so that you can keep your accounts receivable low

To see which accounts are not

• Receive Statements – Choose to send the account a statement.

marked to receive a statement, print

ounts

s account for billing. This is also used for overdue

e dropdown list to select the Account Type.

ents.

ter a message specific for this l

or Statements – Enter a one-time message elow the regular statement message on the next

the Accounts Marked Not To Receive A Statement report

• Receive Finance Charge – Choose to apply a finance charge tothe account. This applies especially to overdue acc

• Receive Billing Charge – Choose to apply a charge to the patient’accounts

3. Use th

4. Enter the message that you would like to appear on this account’s statem

Message for Statements – Enaccount’s statement. This message continues to appear on alstatements for this account until it is removed.

Monthly Note fthat appears bstatement. Add or edit this note anytime up until the statement is processed.


5. Choose OK to save your preferences and return to the Account

Edit Completed S

window.

ervices This feature allows offices to change service amounts on completed service from account screen.

After modifying a completed service, you will need to re-create the associated claim. Use Walkout Statement Utilities to re-create a claim. You can also re-create a claim during the Change fee process.

The Insurance total will not be recalculated until the claim has been closed and re-created.

Reprints of Walkout Statements will reflect the change in service.

Tax and discounts will be refigured based on the new fee amount.

Double-click on a completed service in the Account screen to modify. In the Fee field, enter the new amount. Select OK to save. Note: Fee, Provider and Estimated Insurance cannot be changed at the same time.

If there is a claim associated with the transaction, the above warning will appear. Select Yes to close the existing claim. The Close Claim window will appear.

In the Account, a new ledger entry will appear as Modification.

Offsetting Debits and Credits for an Account

If you have accounts with offsetting debitsEagleSoft does the work fo

and credits and no time to fix them, r you.

e Every time you enter the account window or run End of Day/Month, PracticManagement can tell you if there are offsetting debits and/or credits. There are two places to correct offsetting debits and credits.


Preferences These preferences are available from the Accounting tab in File | Preferences. The preferences are:

ount screen display warning to adjust offsetting and credits

en today with offsetting debits and credits

he following message box appears when you enter an account with offsetting debits and credits.

• In accdebits

• At EOD adjust accounts se

Adjusting the Account

Account Window If the Account window preference is selected, t

Select Yes to make the account adjustments.

ion allows the End of Day process to adjust offsetting debits and .

ou get the chance during the EOD process.

ts and credits, there is now an ts With Offsetting Debits and Credits Report under Financial in the menu.

Setting Up Accou

End-of-Day Processing The second optcredits

If you have not checked this preference, y

Report If you want to print out a list of your offsetting debiAccounReports

nt Alerts Account acategorize t

lerts are system messages linked to accounts that help you identify and he accounts. Alerts are useful with recordkeeping and reporting. Some

account alerts should be marked to “Warn User When Encountered” or appear on the e a particular account is encountered. These alerts are used to call

ntion to an important account problem, such as “Turned Over to Collection” l of lerts can be used

purposes. A list of account alerts has already been database. You may add or edit account alerts as

window each timyour atteor “Cash Only.” Other account alerts do not require the same levewarning/attention, such as “Always pays account in full.” These aas classifications for reportincluded in the EagleSoftnecessary.


Assigning Account Alerts

ndow is displayed.

dd to this account.

4. Select OK to save your changes and return to the Account window.

Account Alert, go to Lists⏐General Setup⏐Account

arn

an be added to any account.

Removing Account Alerts e Alerts. The Account Alerts

the alert to remove from the Alerts For This Account field ox).

the selected alert.

indow.

Alerts

1. From the Account window, choose Alerts. The Account Alerts wi

2. Highlight the alert you wish to a

3. Select Add. The alert is displayed in the Alerts For This Account field.

5. To create a new Alerts. In the Account Alerts List, select New and type in the description of the alert you are creating. Check mark the box to WUser When Encountered and select OK. The new alert will now appear in the Account Alerts window and c

1. From the Account window, chooswindow is displayed.

2. Highlight(right b

3. Select Remove to remove

4. Select OK to save your changes and return to the Account w

Specifying Where to Display1. From the File | Preferences menu, choose the Alerts tab.

2. Under the Display Alerts In section, check the boxes of the areas within EagleSoft where you wish for alerts to be displayed.

3. When you are finished, select OK to save your changes.


Receive A

Account Payments

ccount Payments

Under Activities | Receive Payment, type the full or partial last name of the patient and press the Tab key, or enter the ID of the patient in the ID field and then press thTab key. (If more than one patient exists in

e your database with the same last name,

choose the correct name and select OK.) The account balance information is yed.

ple assumes that payment plans do not exist for this account. As a result, Patient Account is the default choice for the Receive Payment On option. The

th the oldest balance (within the account) first.

e from the rovided.

displa

This exam

payment is applied to the patient wi

In the Date field, you can modify the date of the payment, if necessary. Otherwise, press the Tab key.

Select the Payment Typ dropdown list p

272 • Receive Account Payments Patterson EagleSoft Overview 15.00

Type the answer to the Number/Payment Prompt (if a prompt is set up for the umber or credit card number.

of the payment and press the Tab key. This amount is applied to ave balances in the oldest aging categories.

Changi

payment type). This field usually refers to the check n

Enter the Amountthe patients who h

ng the patient distribution Select the pat t f the preceding window and enter the payment amount in the Payment field and press the Tab key.payment.

If your systemDentist, the prefe e payment to a diffe ply choose the appropriate name from the dropdown lis

Select the Print P

Select OK to

Select Cancel to

Select Setup to m efault printer settings.

Credit Card Payments

ien from the list of patients within the account shown at the bottom o

Amounts distributed to patients must match the total amount of the

preference is set to automatically Distribute Amount To Preferred rred dentist is listed in the Provider field. If you wish to assign thrent provider, sim

t.

ayment Receipt checkbox to print a receipt for the patient.

save and enter the next payment.

return to the EagleSoft Main menu.

odify the d

EagleSoft no Enter credit or deb ments in the Receive Payment screen.

Credit C dTo access Preferences, select File | Preferences. Select the Accounting tab.

w offers a direct integration with credit card processing software. it card payFor more information on

getting started with Credit Card integration, contact the Sales Department at the Patterson Technology Center at 800.294.8504.

ar Preferences

In the Accounting tab, there is a new preference for digital signatures on credit card

dit payments. To activate this option, select the checkbox Digital Signature On CrePayment. Select OK to save Preferences.

Patterson EagleSoft Overview 15.00 Receive Account Payments • 273

Credit Card Payment Types Before you begin accepting credit card payments, you need to create the proper payment types.

To create a new Payment Type, select Lists | General Set up | Payment Type. In

e ct New ct either Credit de the

ard Integration ture will offer clients the ability to use credit card readers or manually input

the Payment Type list, s le . Under Currency Type, seleCard or ATM/Debit. Use the radio buttons to determine whether to inclupayment on the Primary or Secondary Deposit Report. Contact your Patterson

Technology Representative for more information regarding PIN pads and Credit Card Readers.

Setting Up Your Credit CThis feathe credit card information.

Under Utilities, select X-Charge Setup. In the Credit Card Setup screen, select the chec x t Card Transactio

Select the Transaction Path hyperlink to select a path.

Multiple Paths for Credit Card Payment

for Transaction Path.

kbo es Enable Credit Card Transactions and Enable ATM/Debins (if applicable).

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


In the X-

Select the Ed o modify the selected path. Select the Delete button to

To create a new path, select the New button.

Charge Transaction Path List, select the desired path. Select Use.

it button tremove the selected path.

New Path

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.

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 dropdown arrow to select a different path.

Select OK to use the selected transaction path for the current X-Charge transaction.

Select the PIN Pad Setup button.


Select the PIN Pad Device from the dropdown list. Enter the pertinent information in the fields. Select OK.

ayments

Accepting Credit and Debit Card Payments To begin accepting credit and debit card payments, open the Receive Payments window. Select the correct payment type. Select the Card button next to the Payment Information.

Credit Card P

Swipe the credit card or enter the card number. The credit card number aexpiration date

nd will appear when using the swipe method. Enter the additional

information and select OK.

Please consult your PIN pad device manual for more information on operating your PIN pad.

The CV Code refers to the three numbers that appear on the back of the card at the end of the credit card number.


When the transaction has been approved, the preceding message appears. Select

wipe appears. Swipe the debit card. Select OK.

OK.

Debit Card Payments After selecting the Card button, the Debit Card S

The Debit Status screen appears indicating that the PIN is to be entered by the patient. After the PIN has been entered, the card will be processed.

When the transaction has been approved, the Debit Card Transaction window appears.

Select OK.

Credit/Debit Payments in Account When deleting a credit card payment in the Account window, you will be prompted

ard or reenter the information.

using X-Charge cannot be edited.

to re-swipe the credit c

Credit and Debit card payments that are processed


Return Payment Adjustments rd.

elect 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

ent Type and enter a note, if desired.

5. Select OK to process the Return Adjustment.

e djustment will appear in the Account window when the

plete.

Return adjustments allow you to credit a portion of a payment back to a credit ca

To process a Return adjustment:

1. S

credit card.

4. Select the Return to Credit Card checkbox. Select an Adjustm

6. Swipe or manually enter the card information for the card to be issued threfund. A Debit Atransaction is com

Delete a Credit Card Return Adjustment

The return adjustments can be deleted from the Account window.

To delete the Return Adjustment

ht 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 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.

When deleting an X-Charge credit card payment, users will be given a new option to nt.

Voids can only be processed if the original transaction is in the current X-Charge batch

1. Highlig

Debit Adjustment will be deleted from the

Void Payments

Void the credit card payme

Before you void a credit card payment, check the following criteria:


Voids must be processed on the same card that was used to process the

ents, a return can be performed

original transaction

If the transaction does not meet the Void requireminstead.

To void a credit card payment

1. HighDelet

light the desired credit card payment in the Account window and select the e button.

plete the void transaction. window.

Voided t the word Void next to them. If for an a to use a Return.

Multiple Receipts for Credit Card Payments Select the preference to print multiple receipts on credit card payments

2. Select to Void this credit card payment and select OK.

3. Swipe or manually enter the card information to comThe cred t will be deleted from the Accountit card paymen

ransactions appear in the Account screen withy re son a void should fail, it may be necessary

This preference will apply regardless of X-Charge usage.

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.


Receive Insurance Payments

Receiving an Insurance Payment

If the claim is closed prior to receiving the insurance payment, you need to reopen the claim in order to apply the insurance payment. To do this, go to Utilities | Walkout Statement Utilities.

If you receive the message No Open Claims, check to see if the claim has a status of In Process. This applies only to electronic claims.

Here are the steps for receiving payments on insurance claims:

1. ies menu, choose Practice Management Activities, and then Receive Insurance Payment.

Choose Ins Payment on the toolbar or Ins Payment from the Accountwindow.

The Receive Insurance Payment window is displayed.

From the Activit

2. Type the full or partial last name of the patient and press the Tab key.

The account, patient, insurance and contract balances are displayed.

3. If the patient has multiple outstanding claims, choose a claim to post a payment to.

Select View Claim to review the services on the selected claim.

4. In the Date field, you can modify the date of the payment, if necessary. Otherwise, press the Tab key.

5. Select the Payment Type from the dropdown list provided.

6. Type the answer to the Number/Payment Prompt (if a prompt is set up for the Payment Type). This field usually refers to the check number or credit card number.

280 • Receive Insurance Payments Patterson EagleSoft Overview 15.00

7. Enter the Amount of the payment and press the Tab key. ote: Unlike account payments, insurance payments are distributed to

the provider designated in the Collections Go To section in the Edit Provider window for the service assigned to this patient.

8. If this is the final payment, check the box next to Final Payment.

9. Distribute the amounts paid on each insurance claim item.

ook to add services to the employer’s coverage book n the EOB for services paid on this claim. Add services to the e Book when the amount insurance pays for a particular

service overrides the service type percentages set up for that employer.

When a claim is returned with explanations of an exception, you need to record these exceptions in the coverage book for that employer. Entering exceptions into the coverage book helps your office accurately estimate insurance payments for the employer in the future.

If the Service Code Is Not Already in the Coverage Book

N

10. Select Coverage Bbased oCoverag

The following window appears.

• Select Yes to add the service code to the coverage book

ervice codes from the claim to the

ou do not want to add the service code to the Coverage Book

When you add services to the coverage book, the covered amount defaults to the estimated insurance amount for that service item. You can modify the covered amount as you wish.

ge Book

• Select Yes to All to add all scoverage book

• Select No if y

If The Service Code Is Already In the Covera

ou are not

ment Receipt prompt to print.

e insurance payment.

to cancel processing of this insurance payment.

If the service code already exists in the coverage book, yprompted to add it to the coverage book.

1. Select View Claim to view claim information on the current claim.

2. Select Note to create an Account Note to be associated with the insurance claim.

3. Check the Print Pay

4. Choose OK to process th

5. Choose Cancel

6. Select Setup to change the settings of the default printer.

Patterson EagleSoft Overview 15.00 Receive Insurance Payments • 281

Closing an Insurance Claim – Final Payment After marking an insurance payment as Final Payment you have the option of

g an adjustment and/or updating the patient deductible.

e Insurance Preferences tab that will allow you to

cted expecting additional

assigning any unpaid amounts back to the patient’s account, creatin

A Preference has been added to thdefault the Final Payment checkbox. Under File, select Preferences | Insurance.

When entering an insurance payment, the Final Payment checkbox will be seleby default. You will need to deselect this checkbox if you areinsurance payments.

After processing the payment, the following window appears.

The Closing Primary Insurance Claim window is displayed. If the amount paid on the claim of applying the differenc a

Choose the A ase the patient’s

Select th count. Addition i account for situations such as D a

Select an justment Type dropdown list box. These eral

m for this

ack to Remaining Benefits checkbox to

mitted in one year

ces to current balance at next aging checkbox, if you want balance. When True Date Aging is processed, the

was less than what was estimated, you have the optione b ck to the account balance.

pply the amount unpaid back to the account radio button to increbalance by the amount unpaid by insurance.

e Credit the account radio button to apply an adjustment to the acal f elds appear visible and enabled. Use Credit theelt Dental write-offs, and so on.

Adjustment Type from the Adadjustment types can be set up in Lists | Practice Management Lists | GenSetup | Adjustment Types.

Select the Recreate Claim checkbox to re-create the insurance claiwalkout. This takes you to a re-create claim window.

Choose the Apply Unpaid Amount Bincrease the Remaining Benefits of the patient.

Note: You may want to leave this unchecked if the claim was suband the payment is not received until the following year.

Select the Assign servithe services to go to current


patient’s aging balance for this service remains current and ages according to the

on a Primary Insurance Claim with

specify how exists for the pa en

insurance payment date.

If the patient deductible differs from what appears on the EOB, select the checkbox to Update Annual Deductible For Patient and key in the appropriate amount.

Select OK to save your responses.

Final Payment Secondary Insurance After the Final Payment is processed on a primary insurance claim, you need to

EagleSoft handles the secondary claim if secondary insuranceti t at the time of the initial walkout.

Choose from the following five options:

• Print/submit the secondary claim now – Allows the secondary claim to be submitted now through the Process

dds the ed later through the Process he claim is in the Unsubmitted

ally – Adds the itted electronically;

– The secondary ut

Open list in the Process Insurance Claims window.

g or printing it.

Insurance Claims window.

• Print/submit the secondary claim later – Asecondary claim to be submittInsurance Claims window. TClaims list in the Process Insurance Claims window.

• Submit the secondary claim electronicsecondary claim to the system to be submhowever, in most cases, insurance companies require an EOB fromthe primary insurance company in order to process the claim.

• Submit the secondary claim manuallyclaim is recorded in the system, but needs to be manually filled oand submitted by your office. The claim is then placed in the

• Close The Secondary Claim – Closes the secondary claim without submittin


When you have made your selection from the choices above, select OK to continue.

Distributing Insurance Payment Amounts to Individual Items When recording insurance payments, you can also distribute the payment amount to the individual line items on the claim as they are reported to you on the EOB. These amounts can be evaluated later through the View Claim window.

Here are the steps to distribute the payment amount to individual line items when receiving payment on insurance claims:

1. From the Receive Insurance Payments window, select Distribute. The Record Claim Amounts window appears (see the following window).

2. Key in the new payment amount in the New Pmt field. This is the

amount paid to each service item on the claim. The total of the

d return to the Receive Insurance Payment window.

Receiving a Bulk Insurance Payment

amounts in the New Pmt fields must equal the Total Amount To Apply, and Total Undistributed must equal $0.00 to process.

3. Select OK to process the payment an

Use the Bulk Insurance Payment feature to distribute a single payment from an insurance company to multiple accounts. This makes entering insurance check payments much easier and more efficient. This action results in only one check entry on the deposit slip while allowing you to distribute payments to specific patients.

To receive a bulk insurance payment:

1. From the Activities menu, choose Practice Management Activities and then Bulk Insurance Payment.

2. You must choose the Show open claims for insurance company or Show open claims for payment group radio button.


Show open claims for insurance company – This displays all open claims for this particular insurance company.

Show open claims for payment group – This displays all open claims for the insurance companies associated with the Payment Group you specify.

3. Enter the first few letters of the insurance company and press the Tab key. Choose the correct insurance company from the list. Any outstanding claims associated with the selected insurance company are retrieved and displayed at the bottom of the Bulk Payments window.

-or- If you have chosen to Show open claims for payment group, enter the name of the payment group and press the Tab key. Any outstanding claims associated with the insurance companies within this payment group are retrieved and displayed at the bottom of the Bulk Payments window.

4. Modify the Date of the payment, if necessary.

5. Select the Payment Type.

6. Enter the Check Number and press the Tab key.

7. Enter the Amount of the check and press the Tab key.

The New Pmt (New Payment) fields for all outstanding claims are enabled, and the Undistributed amount is displayed in the lower left of the Outstanding Claims section.

8. Enter the payment information in the New Pmt field as it applies to each claim. Remember to mark the claim to be closed by selecting the Final checkbox, if this is the final payment for the claim. Select the

9. To distribute amounts to individual services within a claim, highlight the claim, then select Distribute in the upper right of the Bulk

the payment.

For more information on Payment Groups, see the section on Employer setup.

column headings to sort the order of the payments.

Payments window. You can also access the Distribute feature by selecting the right-mouse button on a claim.

The Undistributed Amount displayed decreases as you enter amounts for each claim. This amount must equal $0.00 before you can process


The payment amounts can also be added to that Employer’s CoveBoo

rage k by simply selecting on the Coverage Book.

isplayed, select

u are ready to apply the payment.

rk as Final.

10. To view detailed information about any of the claims dView Claim or right-click on the claim and choose View Claim.

11. Select OK when yo

12. You receive the Closing Primary Insurance Claim window for any claims you ma


Payment Plan

Introduction to Paymen

t Plans Use the Payment Plan option tpatients who require a great de

o set up and maintain financial arrangements for al of dental work. This option can be set up to have

patients pre-p time. If desi vice as well.

If a bala eamount.

ay for services or to have patients pay for past services over a period ofred, interest can be charged to the patient for this ser

nce xists other than a contract balance, a statement is generated for that

Setting 1. ce Management Activities

2. the patient and press the Tab key, tient List. You

can also enter the Patient ID in the Patient ID field and press Tab. The account information is displayed. If a payment plan already exists for this patient, the details of that payment plan are displayed.

3. Make your selection for Payment Plan Based On:

Up a Payment Plan From the Activities menu, choose Practiand then Payment Plan. The Payment Plan window is displayed (seethe preceding image).

Type the full or partial last name ofor press the F2 key and choose the patient from the Pa

Patterson EagleSoft Overview 15.00 Payment Plan • 287

Past Services refers to services previously processed in the walkoutthus creating an account balance.

Future Services refers to services that have not been

,

processed in the tting up

the payment plan.

4. Enter the Annual Interest Rate if you wish to apply interest.

5. Enter the Loan Amount or the total amount remaining on the payment ount should be the amount of the loan minus any r example, if the total amount of the payment plan is

ount

Enter the amount that the patient has agreed to pay into the Payment Amount field. The Number Of Payments field is automatically calculated based on the loan amount and payment frequency. Also, the amortization schedule is displayed at the bottom of the window.

7. C ange the Payment Frequency, if applicable. The default is a m nthly payment.

8. The Number Of Payments field is automatically updated. If you wish to modify the number of payments, make the change and press the Tab key. The payment amount and the amortization schedule are recalculated if a change is made.

9. Choose Print to:

Print an Amortization Schedule– This prints the date the payment is due, the payment amount and the balance after each payment is made.

Print Truth-in-Lending Contract – This prints the financial arrangements made in the payment plan and provides a section for the patient’s signature to indicate his/her agreement to pay the loan amount. There is also a place on the contract for the witness’ signature.

This is where to enter a Down Payment, if applicable.

See the section on Printing Payment Plan Information later in this chapter for more information.

Print a Coupon Book – This prints a coupon book to be used by the patient to mail in payments.

Print a Laser Coupon Book – This enables you to print a coupon book to a laser printer.

10. Choose Delete to remove the payment plan from the system and to apply the unpaid amount to the patient’s balance.

11. Choose OK to save the payment plan.

12. Choose Cancel to exit the Payment Plan window and return to the EagleSoft Integrated Mode window.

walkout but will be when the next walkout is processed, after se

plan. The loan amdown payment Fo$1,000, and the patient pays a down payment of $200, the loan amentered is $800.

6.

ho

288 • Payment Plan Patterson EagleSoft Overview 15.00

Printing Payment Plan Information 1. From the Activities menu, choose Practice Management Activities

and then Payment Plan. The Payment Plan window is displayed.

2. Select a patient by using the F2 option or typing in part of the last name and hitting Tab. The account information is displayed. If a payment plan already exists for this patient, the details of that payment plan are displayed.

3. Select Print. The Print Payment Plan Information window is displayed.

4. Check the items that you wish to print. The options include Amortization Schedule, Truth-In-Lending Contract, Coupon Book and Laser Coupon Book.

For information on these options, go to step 9 in the preceding section.

5. If you choose to print the Truth-In-Lending Contract, you are prompted to enter the Down Payment amount. This figure only appears on this printout. Select the Use Estimated Insurance checkbox. When opting to print Payment Plan information, select the Print button. The amount entered in this field will print on the Truth-In-Lending Contract.

Printing a Report of Pending Payment Plans 1. Select Reports, or select the Printer icon in the Integrated Mode

window.

2. Select the All tab and find the Outstanding Payment Plans report. Double-click on the name of the report or single-select the name and select OK.

3. Enter the number of days overdue and select a sort option. Select the Preview Report button. A preview of the report appears.

4. Select Print when you are ready to print the report.

End-of-Day Update Late Payment Plans When processing End-of-Day (EOD), if you wish to apply overdue payment plan amounts to the current balance, simply check the box next to Update Late Payment


Plans and key in the number of days that a payment can be late before it becomes overdue.

Receiving a Payment Plan Payment To receive payments on payment plans:

1. There are several ways to receive a payment plan payment. From the Activities menu, choose Practice Management Activities

ct

5. Select the Payment Type.

6. Type the answer to the payment prompt (if a prompt is set up for the Payment Type). For example, when entering a check payment, you are able to enter the check number.

7. Enter the Amount of the payment and press the Tab key.

8. If your system preference is set to Prompt To Distribute Payments, the Provider Distribution window appears.

If your system preference is set to automatically Distribute Amount To Preferred Dentist, the preferred dentist is listed in the Provider field. If you wish to assign the payment to a different provider, simply choose the appropriate name from the dropdown list.

9. Select the checkbox next to Print Payment Receipt to print a payment receipt.

ly to the principal amount of the

11. Select OK to process the payment plan payment.

ment plan payment.

Distributing Payments/Credit Adjustments

and then Account Payment. From the Account window, choose AcPayment.

2. Type the full or partial name of the patient for whom you have created the payment plan. Note: The payment plan payment must be posted to the patient whom the Payment Plan has been set up for.

3. From the Receive Payment On option, choose Payment Plan. The payment plan details are displayed at the bottom of the window.

4. Change the Date of the payment, if necessary.

10. If the payment is an overpayment, choose to apply the overpayment to the principal or the account balance.

In most cases, you want to appPayment Plan. This decreases the amount of the Payment Plan by the amount of the overpayment.

12. Choose Cancel to cancel the pay

to Multiple Provid

Payment/Credit Distribution window is displayed.

ers If your preference is established to prompt you for provider distribution or you choose to distribute when making account payments or credit adjustments, the


If you have chosen to automatically distribute the payment amount to the preferred dentist, you still have the ability to distribute the amount to multiple providers in thfollowing areas:

e

Walkout Processing Window – Select the Distribute checkbox

Credit Adjustment Window – Select Distribute

Receive Payments Window – Select Distribute

To use the Payment/Credit Distribution window, follow these instructions:

Review the payment/credit distribution assigned by default. The amounts are automatically distributed to the providers with the oldest outstanding balances on the account.

Equally to Providers To distribute the payment/credit adjustment equally to all providers, select Equally to Providers. For example, if there are two providers listed and the payment amount is $100, the payment distribution is $50 to each provider.

Oldest Total Balance First

.

N is is the system default for payment distribution.

ider A, has an outstanding balance of $75, and the second provider, Provider B, has an outstanding balance of $25. If a $50 payment is made using this method, $37.50 is assigned to Provider A, because this provider holds 75 percent of the outstanding balance on the account.

Overriding Default Distribution Manually To manually override the default distribution (oldest balance first), simply key in the desired amounts in the Amount field and press the Tab key. If the provider you wish to distribute the amounts to is not listed, select Add and choose the provider. You can only delete those providers you have manually added to the list.

Note: For changes you have made in the Amount field to be recognized by the system, you must press the Tab key within the field after making the change. Example: After entering $0 in an amount field that previously read $50, press Tab to recalculate the Total Unassigned amount.

The Total Amount to Distribute field at the top of the Payment/Credit Distribution window displays the total amount of the payment or credit adjustment. The amounts you distribute manually to providers in the provider's list of this window must match the Total Amount to Distribute field. The Total Unassigned

To distribute the payment/credit adjustment to the provider with the oldest balance on the account, select Oldest Tot. Bal. First. This adds the payment/adjustment to the oldest balance on the account

ote: Th

Oldest Non-Insurance Balance First To distribute the payment/credit adjustment to the provider with the oldest non-insurance balance on the account, select Oldest Non-Ins. Bal. First. This adds thepayment/adjustment to the oldest non-insurance balance on the account.

Percent of Balance To distribute the payment/credit adjustment based on a percentage of the outstanding balance for the providers, select Percent of Balance. For example, assume that there are two providers listed. The first provider, Prov


amount field must show $0 before OK is enabled and you can process the distribution.

Processing the Distribution hen you are ready to proceed, select OK to process the distribution as you have

redit Adjustment Impact for providers who do not have

collections marked as Go To Self.

r to.

Wspecified.

CAssign credit adjustments to impact production totals

Distribute Adjustment If adjustment is set to impact adjustments or collections, the dropdown list boxes foeither preference will still only have providers that have collections go

Selecting to impact Production will enable the Provider dropdown list. All providerwill be available from this list. Select the desired Provider. Selecting the Distribute button will launch th

s

e Distribution screen. Note: If the credit adjustment impacts

ill be disabled.

Prompt to Distribute hen using the preference Prompt to Distribute, selecting the OK button or lecting the Distribute button will launch the Distribution screen. Select Add to

se the dropdown list to distribute to multiple Providers. Note: If the credit djustment impacts production, you will not be allowed to distribute to multiple roviders. The button will be disabled.

djustments in Walkout Payment count Automatically and an

adjustment type set to impact production, the Provider dropdown list will display all

production, you will not be allowed to distribute to multiple providers. The button w

Wseuap

AWhen using the Preference Set to Distribute to Ac

active Providers. Note: If the adjustment impacts production, you will not be allowed to distribute to multiple providers. The button will be disabled.


If the Adjustment is set to impact Adjustments or Collections, the dropdown list for either preference will only have providers that have had collections assigned to them.

Adjustment on Closing Claim Note: If the credit adjustment impacts production, you will not be allowed to distribute to multiple providers. The button will be disabled.

Multiple Payments on an Account EagleSoft has the ability to change credit distribution for patients. You can select an option to have distribution prompts when you finish a walkout. This prompt enables you to manually distribute credits to different pa ents on an account.

From File | Preferences, select the Accounting tab:

ti

The Preference

The Walkout Patient Credit Distribution Default is defaulted in two ways:

• Distribute To Account Automatically

• Prompt To Distribute The Distribute To Account Automatically option defers the payment to the oldest

credit

balance first without a prompt window. This is the default setting.

If you choose the Prompt To Distribute option, you receive a payment or prompt during the walkout process.

The following window is an example.

Instthey for you a

ead of the account payment distribution and the walkout process being separate, are fully integrated. The result: quick and easy walkout processing that is easier

nd your patients.


account management – unit 3

Documents