Signature Block Employee Medical History Made Easy

Signature block employee medical history

this webinar is going to be reviewing setting up patients responsible party and policyholder you will be able to access your person list by going up to list and then person or you can just choose your person icon from your toolbar once you've went into the person list you will have the option to pick a new person if you need to create a new person and it will allow you to edit and view a current patient you can delete a patient as long as no histories been attached you can create a report of all of your active or inactive patients and then we can go ahead and close out of here the first thing we're gonna do is go ahead and go up to file and preferences and then we're gonna go ahead and go to the patient tab this is going to be an area where we're setting up some default selections for the way that we want information to be set up in the first option here for the use auto patient numbering this is where you would want to determine if you would like to create patient ID numbers or if you would like to have Eagle soft to create these here we're starting with the number one if you want to change that you can just change it to whatever the number is you would want it to begin with or you can simply uncheck this and then it will give you the ability to number the patient's yourself you will also be able to search for duplicate names when you're in your person area you can tell the system if you want the Social Security numbers to be displayed when you're looking at the patient list or if you would not like them to be displayed your show recent people this is just going to show you the last twenty people that you've seen for a specific day or you can change that to a bigger or smaller number you're disabled new balance prompt a new patient by having this checked it will disable a prompt from appearing that's going to have you to put in a balance forward each each time you're entering in a new patient the Enable notice of privacy practices a and enable consent these are all HIPPA and these are all going to be information in regards to HIPPA where if a patient is missing any of this information on the patient window meaning it's not checked off that they've received it you can check the boxes here and then each time you go into their file it's going to let you know that they don't have that information indicated as being received and then you'll also notice the asterisk the asterisk SAR gonna be workstation specific meaning anywhere that you have a preference with an asterisk I could check it on my machine but then somebody else could have it different on their machine so now let's go ahead and hit OK to save this and we're gonna go ahead and go back into our person listing so we'll just select the person and then we're gonna go ahead and choose new now here's where you can see the ID how it says Auto since I'm having this system to number my patients it's gonna say Auto if I was not having Eagle soft in number I'm this would be the point where I would be numbering my patients files and then we'll go ahead and we'll put in a first name and then we'll put in a last name if they have a middle initial you can put in a middle initial if they have a preferred name you can put in a preferred name you also have salutations where you can put in if there's a certain citation that you want to keep on file below that we have the person is what the person is you have patients policyholder and responsible party your patient means that if we check this we're telling the system that this person is going to be a patient in our office policyholder would only be checked off if this person is the subscriber for dental insurance the responsible party is checked off for whoever we want to have as our responsible party now this responsible party option is also how you're going to attach all of your family members together it this person is the subscriber for insurance what you can do is go ahead and check off policyholder when you check off policyholder then you'll notice that over here in the middle section it's going to appear with has primary insurance it'll pull this person and as the policyholder in the relationship will be indicated as self now if we come back over to this area we can go ahead and come to the address and type in their address and then we have our city state and zip we can set up their home phones if they have a work phone we can put in the work phone you can do a cell phone if they have a pager you would also be able to set up a pager here's where we have the gender information you can set up if they have a marital status we can go in and pull in whatever their birth date is here's where you can keep a Social Security number on file and then the chart ID now in the middle column here this would be for example if you have another system or maybe you're doing paper charts and you have a certain ID system that you would like to keep on file this would be where you can put that chart ID into the Eagle soft to keep on record with this patient if you would like to keep a record of the driver's license you could just come in here and set up whatever a patient's driver's license is and then that will keep it on file if they have an email you would be able to come in here and post their email and then you can check off receive email correspondence and that tells Egosoft that we do want to have the ability to email this patient now in order to email you do have to have a mapping compliant program and that would be for example Outlook Outlook Express Outlook exchange your receive text messages this is another feature that we have that can be set up for IRRI minders and then now here's where we have our has primary insurance now when we're on this has primary insurance the next thing we need to do is go in and pull in the employer so if I go ahead and I choose employer it will take me into the listing of all the employers that I have created in my system if you're looking at the list of employers and you don't see this patients you would be able to actually create a new employer from this window along with a new insurance company from this window I'll just go ahead and type in just the word employer to show you if you know the employers address city state zip phone number you could include that as well if there's a group name or a group number you can also go ahead and put that information in you have your deductibles where you can post the deductible amounts you can post your maximum amounts and then here's where we have our insurance company so now if I go ahead and click on the insurance company hyperlink it'll open up to all the companies that I have created from there I can just highlight and hit use on the insurance that I need to attach to this employer and then I'll go ahead and hit OK and once I've done that I'll just hit use on the employer and now I have that employer attached to this patient now that we've got the primary if this person had a secondary insurance then what you could do is check off the has secondary insurance and then you would just set up the same information for having a secondary insurance that we just did for primary now under your recall note you can have up to 30 characters for this recall note field you can enter in any kind of information example we could type in Bleach or you could type in crown we then have what is called a money finder report where we can search and filter to pull in the specific information then we have set up here in the recall note field now the next recall date this can be added in manually or it can be pulled in from the service code so this is where I could just tell the system the date that they're due to come back in for the appointments area next preventive and next regular those appointment dates are not going to pull until there's actually an appointment scheduled for this patient when you utilize the scheduling it will automatically calculate those dates for you based on the appointment types that are being marked on their appointments that indicate whether it's a next preventive or a next regular appointment now for your HIPAA area this is where you can check off when your patients have received the privacy practice privacy authorization or consent forms if they're a new patient today and I've given them today I can just check off all the boxes and that will let the system know that they have received that and then when you attach family members together then you'll see in the family members section where they will be attached so now to review the buttons along the right-hand side of the window the registration button will allow you to choose from some different forms you have the print registration as is you can print out just a blank registration form that can be printed and used for all of your patients or you have the option to print registration without information in the defaulted fields so if I just hit print on this will review this and here's what that registration form is going to look like and you could print this information out a blank one and have your patients to fill it in now under the Preferences button these are going to be all the patient preferences and you also have option where you can float this around so that you can move it and see other additional information at the same time you can track their employment status whether they're employed retired or not in not working if it's a student you would be able to track the student status and then you'd also be able to keep a record of their school their school address city state and zip and now there are also some ID fields for certain IDs that may be required the Medicaid ID will allow you to enter in a Medicaid ID number for a patient if your office is accepting the Medicaid insurance the employee ID or a carrier ID this would be if they have a certain ID labeled for either of these options that need to appear now most of your insurance companies are starting to just identify off of the member IDs so here we have a primary member ID and a secondary member ID if you have a patient with primary and secondary insurance this is where we would pull in the ID number that needs to populate for primary and then their ID number that needs to populate for secondary by entering them in here Egosoft will know to automatically populate those onto the claim forms the authorized release this will give you the ability to specify if the patient has agreed to release information for the processing of their claims and then your signature on file check box this just indicates that the policyholder signature is on file and you would be able to also choose whether it is modified or no release now the patient uses the epsdt this is early and periodic screening diagnosis and treatment this is a part of the federal medicaid program it allows underprivileged children to receive preventive services you would only check this if you're working with the patient that is a part of the Medicaid program under your time preference you would be able to select if a patient prefers a.m. or p.m. or if there is no preference at all you will also be able to populate if someone wants to be on this short notice list we can track if they have any failed appointments cancelled appointments or neither here's where you have your pre-med necessary and if you have a patient that does have a pre-med necessary when you check this it will then give you the prescription template information where you can go in and create a template to actually pull in that information for your patient so I'll just go ahead and choose the pin VK and hit use and then here's what it would look like if you're also seeing ortho patients we also have a set up where you can track the orthodontic patient information under the financial preferences the first option you have is for a discount let's say you have a senior citizen that you want to give a discount for in the drop-down I can see that I have a senior citizen discount of 10% to add into those discounts you can just click your blue hyperlink here and then it would allow you to create a new one and then let's just say we're gonna put in family and they get a 50% discount then I can just change it to 50 hit OK and now for anybody that's a family member of a staff member it'll give them a 50% discount so we'll hit use the fee schedule that's listed here you would only pull in your fee schedule if they don't have any insurance and you would like to give them reduced fees otherwise if they have insurance and they have a fee schedule with their insurance you would just leave this set to none your preferred dentist this would be whoever the patient's preferred dentist is the pharmacy let's say for those pre-meds we need to call in to a certain pharmacy again you can choose from the listing or you would be able to come into your pharmacy and create a new one by hitting the new button the active is just letting us know that this patient is an active patient if they were going to be in active maybe they're moving away and we need to inactivate them this would be where you can just uncheck that box and it'll make them inactive for your recall preferences this is where you can go in and you can specify a certain cleaning time if this patients cleaning may take take longer you can specify the hygienist and then your receive recalls this is where you can uncheck to receive the recalls there is also another option with the recalls while we're in this area if I go back to my file and preferences in general I have it set up right now for the use multiple recalls that's where you have the ability to track more than one type of recall to a patient which means maybe this patient comes in every three months for pareo and we see them every six months for profie or we want to keep a record of when they're due for x-rays and when they're due for a recall that's when you would do multiple recalls otherwise we could uncheck this and now if we go back into our patient and we look at their preferences now you have the option for a recall frequency of six months and then if this person which should be on a three month you would have the ability to come right here and just change that to a three month and then again you'll receive recalls this is where if they tell you they don't want to receive recall cards or they don't want to be called for recalls you can uncheck this and they won't get recalls your last preventive date will automatically generate based on the date for when your patient was in for their last visit the productivity information this is where you will be able to see their year-to-date charges collections their visits you'll be able to see the date they were entered into the system when they had their first visit date and then when they had their last visit date and then the next button we have is the history once you start posting services to your patient this will just show a record of all their history the alerts area is going to be where you can attach an alert to a person you could just find let's say premedicate we could highlight in her ad if you're not seeing a certain alert that you would like to have in the listing if you hit the f2 button it will take you into the patient alert list where you can create a new alert the memo this is where you can post any kind of notes that you may need to keep on the patient's file your prompts this will allow you to create any personal prompts that you need to keep recorded for your patients but we have a setup for referred by previous dental office previous dental office phone emergency contact and then a Care Credit number to keep on file if you wanted to change this maybe you wanted to keep record of someone's spouse on file you could go ahead and add to this listing or customize it if we go up to list general setup and then customizable prompts here's where we have those options right here under patients to pull in that information when I go in hit edit on Lisa since I attach that alert here's what that alert will look like and the next button that we have is the letters underneath the letter listing you can pull up various letters that you have created and then you can send a letter to this patient you can choose a letter from that list and it's going to add it to your patient's profile we have the missing teeth and in your missing teeth you can mark the teeth is missing or if you're utilizing the clinical chart it will mark them as missing for you your referrals you can set up referred to if you refer them out or if they were referred into your office from someone you would be able to pick patient or provider and then just designate who referred by your labels and envelopes this is going to allow you to print labels and envelopes into this area you have your rx history in this area you can create any kind of prescription that you have prescribed or want to prescribe to this person we have our medical history and this is what the medical history form looks like you will have the option to print out forms print blank forms save forms or close out so this is where we would just be designating all of the information that we need to keep on file for their medical history now your account that's going to just take you into your patients account history and it will allow you to view all the information on their account the smart dock button the smart dock button that is going to be where you can go in and scan in documents that you would like to have saved electronically to a patient's files or you could scan in documents to have saved into a patient's smart doc for the CareCredit button this option if you select it will link you straight to the Care Credit website if your office is utilizing Care Credit from there it'll just take you to where they can go in and do the online application processing we can just hit yes and then now it'll just have them to go through and fill out their application so that's just going to be a quick link to the Care Credit website where they can enter in that information and then from there we'll just hit OK if we have everything saved for that person and then once we have everything put in for this person if you have any kind of family members the next point would be to put in a family member so we've hit OK to say that information in the list and then again if you hit edit the edit will open up and allow you to view the information for that patient and then if I hit that delete on Lisa it would allow me to delete her right now because she doesn't have any history attached to her but once they have history attached you cannot delete them from your listing now if I go to new and let's say that we needed to add a husband I could go ahead and put in his name and then now what I would do to link them together is I would uncheck responsible party and then now if I go ahead and click on responsible party it will take me into my listing so then what I can do is I can either choose the last responsible party that I worked with or find them in the search list I can hit use and then now what it's going to do is it's going to tell me that the responsible party that I'm utilizing has insurance and then it's going to ask me if I want to utilize this insurance for this person I can hit yes to that and then now it's going to attach Lisa's insurance from there I can hit OK and now I have the patients created in my list and if we go back to our Lisa and edit now we can see that they're attached together at this point you have now created your new patients into Eagle soft and that does conclude the webinar for entering in the new patients