How does Andre remove old employees and Inactivate Providers from Eaglesoft?
WARNING: This is something I would recommend that you consult with the Patterson Technology Center (“Support”) with for help. They can be reached at (800) 475-5036. WARNING: Make sure you have a good backup and that you KNOW that providers being inactivated will have outstanding balances from one provider MOVED to another. If you chose to proceed without the PTC’s assistance, PLEASE make sure you read EACH and EVERY warning screen before you select Yes to proceed. In many situations, you may want to leave Providers active for up to 90 days after leaving the practice. Inactivating a Provider will close any outstanding claims for that Provider and If the person posting Payments is not diligent, they can cause Account credits that can mistakenly become unassigned.
The best way to Inactivate a Non-Provider Employee is to go to List>Providers/Staff>Edit that employee and uncheck the Active check box. Also make sure to remove them from the time clock so they don’t show up in the Time Clock list of Employees.. Remember that you can only inactivate Employees who are NOT connected to services using this method if they were never connected to service. This method can be done without exclusive access to Eaglesoft.
Employees who have ANY connection to transaction (including Notes and Appointments) can NOT be deleted. Only Inactivated.
If you have a Provider leaving and you are still collecting money on their behalf, you will need to keep them active until all Collections are disbursed and/or time expires on a collection agreement. But you CAN/SHOULD transfer any schedule future services to a Provider who is replacing them using the Mass Patient Transfer Utility
If you have a Provider who still has open claims, you will have to close the claims. I would recommend that you leave that Provider active until you have resolved the claims. You can use the following steps to move any Scheduled futures Services from that Provider.
Go to Utilities>Mass Update>Mass Patient Transfer From “Dr Gone” to “Dr Still Here” (see pic)
And Utilities>Mass Update>Mass Appointment Transfer
From “Dr Gone” to “Dr Still Here”
All Chairs to Same Chairs
Dates from today forward
WARNING: Do NOT Select “None” as the Preferred Hygienist. This is an option but there have been data “issues” long term for this option. I do NOT recommend (and neither does Eaglesoft Support) this option.
To Inactive Providers, you will need exclusive access to Eaglesoft (No other users can be using Eaglesoft when inactivating Providers). To Inactivate a Provider, go to List>Providers/Staff and Edit the Provider you want to Inactivate. Click Hours and remove any hours they are connected to. Next uncheck the Active check box. The Inactivate Provider Wizard (IPW) should open. For some Providers, unchecking Active does not always open the IPW. If the IPW does not open, the alternative is to go to Utilities>Mass Updates>Inactivate Provider Wizard (see pic).
In Step 1 you will be prompted to Select a provider to replace the Provider you are inactivating as Preferred Dentist. You only get ONE choice. You cannot pick and choose multiple Providers so decide who ALL Patients will have as Preferred Dentist.
Step 2 you will be prompted to Select a provider to replace the Provider you are inactivating as Preferred Hygienist. You only get ONE choice. You cannot pick and choose multiple Providers so decide who ALL Patients will have as Preferred Hygienist.
Step 3 you will be prompted to Select a provider to replace the Provider you are inactivating as Collections Go To. You only get ONE choice. You cannot pick and choose multiple Providers so decide which Provider will get Collections for ALL Account who have balances open for the Provider you are inactivating.
Step 4 you will be prompted to Select a provider to replace the Provider you are inactivating as Provider on Insurance. You only get ONE choice. You cannot pick and choose multiple Providers so decide which Provider will be the Provider on Insurance for ALL Patients for future services of the Inactivating Provider.
Step 5 you will be prompted to Select a provider to replace the Provider you are inactivating as Provider on Schedule. You only get ONE choice. You cannot pick and choose multiple Providers so decide which Provider will be the Provider Scheduled for ALL Patients for Appointments of the Inactivating Provider.
If you are unsure about mass Appointment transferring, you may want to run a report of Appointments connected to Providers and manually move patients. To find scheduled Patients, you can run the Appointments report (see pic).
Step 6 you will be prompted to Select a provider to replace the Provider you are inactivating as Provider on existing Treatment Plans. You only get ONE choice. You cannot pick and choose multiple Providers so decide which Provider will be the Provider on existing Treatment Plans for ALL Patients of the Inactivating Provider.
Step 7 you will be prompted to Close all open claims of the Provider you are inactivating.
Step 8 you will be prompted to Transfer Patient Balances of the Provider you are inactivating. In this step, you can Manually transfer balances to multiple Providers or automatically transfer to one choice.
If you selected “transfer to one provider” Step 9 will prompt you to Select a provider to transfer Patient Balances to a Provider.
Please be aware, after you complete the IPW, you will see an “Auto Adjustment for Inactive Provider” line-item Adjustment in each Patient’s Account.
Step 9 will prompt you to review ALL the choices you made through the steps BEFORE you select Finish to complete the IPW. Make sure you READ AND UNDERSTAND your choices before clicking Finish. The only way to reverse this process is to restore your data from a backup done prior to doing this IPW.
Even after running the IPW, Providers will continue to be on reports until the End of Year processing is completed. The IPW WILL remove the Providers from your list of Providers in the Walkouts and Treatment Planning screens. At the end of the IPW, the Accounts Receivable by Provider - Detailed Report and the Accounts Receivable by Provider Summary report will print for your review this may be important if you have moved a Patient out of an account, done debits and adjustments to move a balance.
DISCLAIMER:
This is a resource guide and all decisions on each dental office setup should remain the sole decision of the dentist/owner of the practice. Eaglesoft is a registered trademark of Patterson Dental Company. All other software or products mentioned are the property of their respective owners. Although Andre Shirdan was an employee of Patterson Dental, he is not associated with Eaglesoft or Patterson Dental Company or endorsed by Patterson or any other Company Mentioned in this blog
