#13 – Understands Dentrix & EagleSoft

It seems like all we hear about today is computers, but there are still many people who haven’t tried to use them yet.  Computers are an important part of our practice and they will be an important part of your work with us. If you are a beginner, don’t feel overwhelmed.  You’ll only be expected to learn a few basic functions initially.  Then month-by-month you can add new functions.  In time, you’ll be cruising through Dentrix or EagleSoft with the best of them.

Here are some tips to help you:

  1. Have fun.  These are great programs and very visual.
  2. Don’t worry.  You can’t do anything to the system that our office manager or tech support can’t fix.  Be bold in your learning!
  3. Make notes.  These help you remember sequences and perhaps will help to update the levels.

Software Policy

We use computer software obtained in good faith from many outside companies.  The practice does not own this software or its related documentation.  Unless specifically authorized by the software manufacturer, the practice does not have the right to reproduce it except for backup purposes. With this understanding, all employees agree to use software provided by the practice only in accordance with the manufacturers’ licensing agreements.  Employees agree not to use unauthorized software obtained over the Internet on our system. Employees agree not to duplicate, trade or use unauthorized software or copies of our proprietary software to anyone within or outside the practice.  Employees who learn of software misuse must notify their dentist immediately.  Employees who make, acquire or us unauthorized software copies will be subject to disciplinary actions ranging from financial penalties and legal costs to and including termination.

I fully understand these policies and agree to abide by them during the full tenure of my employment.

_____________________________                  __________________ Name                                                                                                  Date

Understands Windows and can check out patients 

Your goal for this section is to become familiar with the basics of Windows.  If you are already comfortable with Windows, just refresh your memory.

Introduction to Dentrix / EagleSoft

You will be going through the various menus and submenus to become familiar with the screens, where information is located, and what information is there.

The five modules of Dentrix are:

  1. Tooth Chart – Treatment Planning and completed treatment are entered here.
  2. Family File – All the pertinent information is kept for each client.  This is the screen where information is entered and changed, then updated.
  3. Ledger – Shows all the transactions that have been posted to the patient’s account and are a permanent part of their record.  None of this information can be changed
  4. Appointment book – All appointments are scheduled here.
  5. Office Manager – Reports are assembled here.

You are welcome to practice with our demo database (patients with AA in front of their last name).  When you are comfortable working with fake patients, we will start letting you work with real ones under the supervision of another secretary.

Introduction to Dentrix

Family File

Select patient – review each box, what info is available?

Review icons – quick letters, continuing care, prescriptions, office journal

Ledger

Review the information for an account (red = personal pyt; black = treatment; green = insurance payment; blue = insurance claim

Review each box – aging, payment agreement (look at – osborn,hanna), today’s charges

Review icons – especially the last 4

Appointment Book

Review each page of the schedule – open, closed colors, black outlines

Look at your page – provider colors, views (day/week), notes

Review icons – locate appointment, set complete

Office Manager

Reports show here, can view on screen or print, then throw in trash

Tooth Chart

  1. Review the tooth chart – permanent vs. primary teeth; quick buttons – customized
  2. Review the category buttons and notes – also the icons, esp. presenter & perio

To Print the Schedule:

Open the appointment book module and look at the day and providers you want to print

  • Click File, Print appointment book view
  • Make sure the following are checkmarked:
  • Print day note
  • Print perfect day
  • Print amount
  • Click Print
  • You must repeat these steps for each Dr. /Hygienist schedule you would like to print.

To Check your Production:

  • Open the appointment book module and look at the day and providers you want
  • Make sure the colors in your column are exactly the same – if not, you will not get credit for the treatment
  • Look in the top right corner of the page – the number listed shows production for the day.

Checking patients in – Click on the appointment and choose Status: here (it will turn the side of the appointment blue)

Introduction to EagleSoft

The home screen in EagleSoft looks like you’re sitting at a desk. If you press F2, labels will appear on all the items that have links to take you to the major screens where you work in this program. These are:

OnSchedule – for scheduling appointments
Clinical – for clinical exams and viewing images, treatment planning is located here
TimeClock – to clock/in out
InContact – to send letters to a group of patients
SmartDoc – to save documents digitally

One of the best things about EagleSoft is the ease of moving to different screens. For example, you can chart new treatment from the OnSchedule page, from the home screen and from the clinical screen. It’s easier to think about the functions you need to accomplish and learn where these are located. There are different icons/tabs at the top of each screen – home screen, OnSchedule and Clinical. Look through the top task bar on each to see the differences.

To look up a patient or enter a new patient – Either go to the home screen and select the Person icon (top left) or Go to the OnSchedule and select Edit patient (the icon middle screen top).

OnSchedule

  • Click on a date in the calendars to take you directly to that day and see the patients scheduled
  • You can see the columns for hygienists and the dentist working with a primary assistant and EFDA
  • The appointment search icon (looks like a red target) is used to find a patient’s next visit date.
  • The QuickFill icon brings up a list of patients that can be used to fill the schedule
  • The account tab allows you to see the ledger of treatment performed and payments made – you can click on a patient’s appointment once and then click on account to see that patient’s ledger. If you click in an empty space in the schedule and then click on the account tab, you can select your patient here.
  • Walkout – you can get here through the account screen also – this is used when a patient has completed their visit and we add the procedures into a “walkout statement” so they can see what was completed today.
  • Claims – this is where electronic claims are sent daily
  • Lab tracking, prescriptions, treatment planning – used by the clinical staff
  • SmartDoc – again, click on a patient’s appointment and the SmartDoc icon to see the documents saved digitally
  • Reports – Can get to this through the home screen also
  • Memo – click on a patient’s appointment & Memo to see a summary of their insurance benefits entered manually
  • Medical history – click on a patient’s appointment & Medical history to see their health history
  • Patient history – click on a patient’s appointment & then patient history to see all the charges ever entered for this patient
  • Patient registration – to print a form that patients can use to update their contact info (address, phone, email) and their insurance info
  • Check eligibility – click on a patient’s appointment & then check eligibility to electronically connect with their insurance plan (not all are able to be checked this way) and download a verification of benefits
  • Chart – where the clinical staff documents existing treatment completed and future treatment proposed
  • Clinical exam, Perio exam, PSR – used by the clinical team
  • View Images – click on the patient’s appointment & view images to see photos & xrays and send electronically to referrers or insurance

To print the schedule:

In OnSchedule, Select File, Print – this brings up a window where you can select the start & end time
Confirm the times will include all the appointments on the day – click ok.
To see your production for the day:

Click the M icon in the task bar – stands for Month at a glance – this will show you the scheduled production for each day. D – Day at a glance is the normal view of the schedule where you can see the patients appointments for the day. W – Week at a glance shows one week and is used to quickly find open time.

To check a patient in:

Patient signs in at the front desk
If the practice uses a sticker – pull that patient’s sticker with their signature and place it onto the matching router (the back side of the router has the patient’s name). Generally, restorative patients are kept on the right side and hygiene patients are kept on the left. Be sure to select the correct route sheet. Put this router on the desk for the clinical person to grab when they come up to seat the patient.
Find their appointment and right click and select “Set Next Arrival Indicator” – this turns the yellow ball in the appointment yellow and tells the clinical team that the patient has arrived. The clinical staff will come get the patient and upon seating them, will double click this yellow ball in the appointment and select “in chair”.

To check in a new patient:

You’ll know a patient is new if their name is in white. Existing patients names are in black letters.
Follow the same router process as above
Right click on the patient’s appointment and select “Send patient to fast check in” and select okay – this sends a health history, registration forms and finanical consent forms to the iPad. Hand the iPad to the patient and ask them to answer the questions.
When the patient is finished and hands the iPad back to you, click Edit Patient, Medical history – and make sure that everything is checked off. This also automatically puts this document into SmartDoc.
If for some reason the iPad isn’t working – or not all the documents come across, then give the patient a paper version of these forms – and scan them into SmartDoc.

Clinical

  • Patient, Deselect patient icons at top
  • Clinical exam – to document a clinical exam in several characteristics
  • Chart – where the clinical staff documents existing treatment completed and future treatment proposed
  • eRef Wizard – To refer a patient to a specialist and include instructions and images
  • eRef Mgr – To track multiple patients referral statuses
  • Perio, PSR – gum charting by clinical staff
  • Note history – select a patient & click note history to see all notes for this patient
  • Vw images – to see photos & xrays and send electronically to referrers or insurance
  • Medical history – to see their health history
  • Post Proc – this is where clinical staff make their procedure notes and post them to the notes history
  • LiveHelp – can get here from home screen to electronically ask a question from tech support
  • Messenger – To send messages between staff that pop up on screen. Can get there from OnSchedule by clicking the lower task bar and selecting Messenger
  • Timeclock – to clock in/out

Home Screen

  • Person – to select a patient
  • Account – to see a patient’s ledger
  • EOD – to process End of Day
  • SmartDoc – to see the documents saved digitally
  • TxPlan – to see existing tx plans for a patient (or to create a treatment plan of proposed treatment)
  • Recall Wizard – To send recall postcards to patients due for their dental cleaning
  • InContact – To see the list of patients you need to contact to schedule
  • Claims – to send all the electronic insurance claims
  • Reports – to run reports
  • OnSchedule – to see the schedule
  • Snapshot – to see the number of patients seen and financial status of the practice at this minute (will change the next minute!)
  • LiveHelp – to electronically ask a question from tech support

Is there anything that can be done to help you be more comfortable when working with our computers?

_________________________                                  ________________    Office manager                                                                            Date

I believe this person is comfortable with the basics of our computer system.


Windows Training

Hardware – Be able to identify each & explain function

  1. Monitor, Keyboard
  2. Speakers
  3. CPU (central processing unit) – holds programs
  4. UPS – Uninterruptible power supply
  5. Floppy drive, CD Rom
  6. Network –  holds all databases

Software

  1. Operating systems: Windows 98 , Windows XP Professional, Windows 2000
  2. Dentrix

Windows – identify each & explain function

  1. Desktop, Icons, Arrow Pointer, Task bar
  2. Clock – what time is it?
  3. Parts of a window – Use My Computer
  4. Help – from the Start button – look up date, font, time
  5. Word (Start, Programs, Word) – Type a few sentences, get to know the program
  6. Shut down computer – from Start button
  7. The window itself – explain why its called windows
  8. Minimize, maximize and  close buttons
  9. Menu bar