Eaglesoft – PMS Setup Guide

✅ Step 1: Design Your Membership Plan Structure

🧾 Step 2: Set Up Employers for Membership Plans

Use the “Employer” feature in Eaglesoft to track membership start dates.

Steps:

1. Go to List > Employer.
2. Create one employer per month (e.g., “Smile Advantage – Jan”, “Smile Advantage – Feb”, etc.).
3. Include the month and number prefix to keep them organized alphabetically.
4. This allows marketing recall by plan renewal month (e.g., reminder in December for January renewals).

💳 Step 3: Create a Dummy Insurance Company

Set up a non-billable insurance company to attach to your membership plans

Steps:

1.Go to List > Insurance Companies > New.
2. Name it the same as your employer (e.g., “Smile Advantage – Jan”).
3. Set Form Type to “None.”
4. Under Preferences, check Do Not Track Claims.
5. Use a dummy address like “Do Not Mail” to avoid accidental claim submissions.

💵 Step 4: Create a Fee Schedule for Your Plan

This fee schedule reflects discounted fees and zero charges for included services.

Steps:

1. Go to Lists > Fee Schedules > New.
2. Name it (e.g., “Smile Advantage Plan Fees”).
3. Set to 85% of UCR (or desired discount).
4. Manually zero out fees for included services (exams, cleanings, x-rays).
5. Customize other fees (e.g., keep whitening full price, round numbers for marketing).

🧾 Step 5: Link the Membership to the Patient

Steps:

1. Open a patient record.
2. Go to Preferences tab:
○ Attach the Smile Advantage employer.
○ Ensure no fee schedule is selected at the patient level (this overrides employer settings).
3. The patient is now enrolled.

🔁 Step 6: Walkouts & Posting Services

You can either:

• Use an “Exploding Code” for common bundles (e.g., “SmileAdv Visit – Adult”).
• Or post each service individually. The plan fee schedule will automatically zero out covered services.

📢 Step 7: Show Value to Patients

1. Go to File > Preferences > Practice > Accounting.
2. Check the box: “Display Standard Fee and Adjustment on Walkout and Treatment Plan.”

📅 Step 8: Handling Monthly Plans

1. Post the full annual plan fee to the account (e.g., $299).
2. Suppress statements if needed (Preferences > Account > Suppress Statements).
3. Each month, post payment toward the membership.
4. Alternatively, use Eaglesoft’s Payment Plan feature to break into 12 monthly installments.

Step 9: Automate Membership Icons (Optional)

• To automatically display membership status on the schedule:Contact Patterson Support to set up an Intellicare Indicator that triggers when a patient has the
  membership employer attached.
• The icon will display automatically—no manual tagging required.
  

📊 Step 10: Run Reports to Track Production & Compensation

To analyze how your plan is performing or calculate provider credit:. Post the full annual plan fee to the account (e.g., $299).

Report: Managed Care Utilization

● Go to Reports > Managed Care Utilization.
● Select your Smile Advantage fee schedule.
● Run it by provider and date range.
● Shows gross fees (UCR), adjusted fees, and quantity.

Use this data to:

● Track usage.
● Credit providers for exams (if desired).
● Allocate plan revenue.

📌 Bonus Tips

• Add special codes for “Additional Cleaning” or “Extra Perio Visit” so they are not auto-zeroed.
•  Rebuild your plan’s fee schedule after fee increases (don’t edit existing—create new).
•  Use Money Finder to track hygiene retention of uninsured patients.