patterson technology center trojan upload utility

Patterson Technology Center

Trojan Upload Utility

Printed copies of this document are considered uncontrolled. 274.2.Rev001 08.22.2013

© 2005 Patterson Dental Supply, Inc. All rights reserved. Microsoft is a registered trademark, and Windows 98 and Windows XP are trademarks of Microsoft Corporation. All other trademarks, which appear in these pages, are the property of their respective owners.

2202 Althoff Dr

Effingham, IL 62401 1-800-475-5036 (217) 347-5964

(217) 342-6950 FAX www.eaglesoft.net

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Contents

Overview 1 Utility Allows Import of Trojan Employer Coverage Data .......................................................1 System Requirements ................................................................................................................1

Trojan Integration Installation 2 Single-User Installation .............................................................................................................2 Multi-User Installation...............................................................................................................3

Trojan Service Types 4 Trojan Service Types & EagleSoft Service Types ....................................................................4 To access the service types: .......................................................................................................4

Uploading Trojan Data Files 6 Overview ...................................................................................................................................6 Single-User Upload ...................................................................................................................6

Initial Upload...............................................................................................................6 Monthly Updates .........................................................................................................8

Multi-User Upload.....................................................................................................................8 Initial Upload...............................................................................................................8 Monthly Updates .......................................................................................................10

Viewing Trojan Data Within EagleSoft 11 Employers/Coverage List ........................................................................................................11 Trojan Employers ....................................................................................................................12

The Trojan List..........................................................................................................12 Edit Employer..........................................................................................................................13

Answers to Common Questions 14

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Overview

Utility Allows Import of Trojan Employer Coverage Data As a computer user, you have seen the increased efficiency of utilizing various programs such as Patterson EagleSoft. Automating many of the processes within your practice makes your job easier, but the computer still requires you to enter various information on a daily basis for records to remain current and accurate.

Within EagleSoft, you take the necessary steps to maintain detailed insurance information for many employers in your area. The Employers/Insurance Coverage option of EagleSoft records many items about each employer and its insurance company - all information necessary to accurately estimate how much the insurance will pay for various services. Imagine not having to hassle with manually maintaining the insurance information on most employers in your area….

To further automate the processes in your practice, Patterson developed the Trojan Interface Utility which allows you to upload Trojan data directly into your EagleSoft practice management system. With this utility, you will have access to accurate, detailed information for thousands of employers in your area - all from within EagleSoft. And, because the data can be updated on a monthly basis with disks from Trojan, the data is always current.

System Requirements To utilize the Trojan Interface Utility, you must have the following:

• Computer(s) that meet the EagleSoft minimum hardware requirements.

• Trojan data from your region (supplied on disks from Trojan Professional Services, Inc)

• Current Eaglesoft CD for Trojan Integration (supplied by Patterson)

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Trojan Integration Installation

Single-User Installation

Prior to installing the initial upload, Trojan Service Types need to be entered.

To install the Trojan Update Installation:

1. If you haven’t already done so, install the Patterson EagleSoft program.

2. Insert current EagleSoft CD. At the first screen of the EagleSoft installation, select Install Trojan. Follow the prompts on the screen.

3. Click OK to close the installation program

A new option called Trojan Employer Upload has been created in your EagleSoft program group. Click on Start⏐Programs⏐ EagleSoft⏐Trojan Employer Upload. To begin the upload, see the Initial Upload installation instructions.

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Multi-User Installation **If you have a dedicated file server, the Trojan Integration should be installed on all workstations, but not on the file server.

Prior to installing the initial upload, Trojan Service Types need to be entered.

To install the Trojan Update Installation:

1. If you haven’t already done so, install the Patterson EagleSoft program.

2. Insert current Eaglesoft CD. At the first screen of the EagleSoft installation, select Install Trojan. Follow the prompts on the screen.

3. Click OK to close the installation program.

A new option called Trojan Employer Upload has been created in your EagleSoft program group. Click on Start⏐Programs⏐Eaglesoft⏐Trojan Employer Upload.To begin installation of the Trojan files, see the Initial Upload installation instructions.

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Trojan Service Types

Trojan Service Types & EagleSoft Service Types **THE SERVICE TYPES MUST BE CHANGED BEFORE THE INITIAL TROJAN UPLOAD IS INSTALLED.

EagleSoft provides 12 default service types in accordance with the insurance classifications provided by the ADA. Trojan provides four insurance classifications. In order for your coverage percentages to display properly, you need to edit the EagleSoft service types so that they match the corresponding Trojan service types. This step is critical to ensuring the successful implementation of Trojan. Until this step is completed, your Trojan service type (within EagleSoft) will default to NONE. This will cause services to estimate at $0.00 if the service item is not set up in the coverage book.

To access the service types: To make these modifications to your service types….

• From within EagleSoft Practice Management, choose Lists | General Setup | Service Types

• Then, choose the service type you wish to modify and click Edit.

Edit each service type using the table below to setup the Trojan Types:

Patterson EagleSoft

Service Types

Matching Trojan Service Type

**Adjunctive Services

Diagnostics Preventive

Endodontics Basic

Implant Services - Major Major

Maxillofacial Major

Oral Surgery Basic

Orthodontics Major

**For Adjunctive Services, each individual office should decide what the appropriate Trojan Service Type should be in your area due to liability issues. Many of the items under Adjunctive are paid at Basic, some at 50%, and some are not covered at all.

Periodontics Basic

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Preventive Preventive

Prosthodontics - Fixed Major

Prosthodontics - Removable Major

Restorative-BASIC

Restorative-MAJOR

Basic

Major

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Uploading Trojan Data Files

Overview After you have signed up to receive the data files from Trojan, you will receive a shipment referred to as the “initial upload”. The initial upload contains all data necessary to update your computer. The initial upload is usually a single CD.

After the shipment of the initial upload, you will begin to receive shipments from Trojan referred to as “monthly updates”. The monthly update disks consist of data files that reflect any changes to coverage information that is currently in your system from a prior upload such as the initial upload.

Single-User Upload

Initial Upload **The upload process may take a significant amount of time - possibly several hours. Please allow yourself enough time to complete the entire upload process.

To upload the Trojan data files you need to activate the Trojan Upload Utility program. To do this:

• Insert the CD (or first disk) into CD ROM drive. (Or, insert your monthly disks into the ‘A’ drive in numeric order.)

• Select START⏐ PROGRAMS⏐EAGLESOFT ⏐TROJAN EMPLOYER UPLOAD.

• The following message will appear: EagleSoft Uploader will now take your Trojan data files and upload them onto your hard drive. What drive is the Trojan disk in?

• Enter the correct drive and select Next. (If the upload does not start, verify the drive name or leave out the "\". For instance, type in D:, not D:\ and try again).

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• The program will begin to copy the files into your EagleSoft database.

When all files have been copied, the following screen will appear:

• Select Yes to continue copying discs. You will be prompted to insert

the next disk. Click OK to proceed. Continue with this process until all disks have been copied.

• When copying is complete, select No. The following message will appear: Are you sure you’re finished? Select Yes.

• The following message appears: EagleSoft Uploader will now update

your EagleSoft database.

• Select OK to proceed with the actual upload. This will require no

interaction from you and may take a significant amount of time - possibly several hours.


• Select OK.

Monthly Updates As you receive monthly updates, you will need to follow the same procedure as listed in the Initial Upload instructions listed above. In the event you do not get a monthly update uploaded before the next month’s update arrives, it is necessary to install the upload discs in the correct monthly order. Do not skip a month.

Multi-User Upload

Initial Upload **The upload process may take a significant amount of time - possibly several hours. Please allow yourself enough time to complete the entire upload process.

Based on your Multi-User configuration, will need to install the upload program on either the file server or a workstation. With the server running, follow the instructions listed below on one of the computers where the Integration Utility was installed.

To upload the Trojan data files you need to activate the Trojan Upload Utility program. To do this:

• Insert the CD (or first disk) into CD ROM drive. (Or, insert your monthly disks into the ‘A’ drive in numeric order.)

• Select START⏐PROGRAMS⏐EAGLESOFT ⏐TROJAN EMPLOYER UPLOAD.

• The following message will appear: EagleSoft Uploader will now take your Trojan data files and upload them onto your hard drive. What drive is the Trojan disk in?

• Enter the correct drive and select Next to proceed.(If the upload does not start, verify the drive name or leave out the "\". For instance, type in D:, not D:\ and try again).


• The program will begin to copy the files from the first disk onto your

computer’s hard drive. When complete, the following message will appear : The Trojan Disk is done copying. Do you have more to copy?

• Select Yes to begin copying the next disk. Select OK to proceed.

• When all the disks have been copied, select No. The following message will appear: Are you sure you’re finished? Select Yes.

• The following message will appear: EagleSoft Uploader will now

update your EagleSoft database. Select OK to proceed with the actual upload. This will require no interaction from you and may take a significant amount of time - possibly several hours.


• Select OK.

Monthly Updates As you receive monthly updates, you will need to follow the same procedure as listed in the Initial Upload instructions listed above. In the event you do not get a monthly update uploaded before the next month’s update arrives, it is necessary to install the upload discs in the correct monthly order. Do not skip a month.


Viewing Trojan Data Within EagleSoft

Employers/Coverage List After installing the Trojan Integration program and uploading the Trojan data, a new button will be displayed within EagleSoft on the Employers/Coverage List screen. (see below)

The Employer’s name, insurance company and group number are displayed on the screen as they normally are. This screen of employers and their respective insurance companies and group number are considered those “in use” by EagleSoft - or, stored within your EagleSoft Employers list.

After uploading the Trojan data, the Trojan coverage information is maintained in a list separate from your EagleSoft database. Since you will not utilize every

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employer included in the Trojan list, functionality is built into EagleSoft for you to choose which employers to copy from the Trojan list and “use” in the EagleSoft list.

Let’s say you have uploaded your Trojan disks and you wish to add several employers from the Trojan list into your EagleSoft list. Simply click on the newly-added Trojan button, located on the upper-right of the Employers/Coverage List window. After clicking the button, you will see the Trojan Employers window - the list of uploaded Trojan employer/insurance coverage information.

Trojan Employers

The Trojan List ** Trojan employers that have been “used” in the EagleSoft Practice Management list of employers are indicated by having red text.

The Trojan Employers window allows you to search through the list of Trojan coverage information that was uploaded into your computer. You can search by Name or by Trojan Plan Number.

On the lower left of the Trojan Employers window you are given three options on what you choose to do with each employer - Use, View and Close.

Use If you choose Use, the highlighted or selected employer in the Trojan list will be copied into your EagleSoft list of employers. In other words, if you choose to use a Trojan employer, you have added the employer to your EagleSoft database and all necessary information for that employer has also been copied. No work for you! Just point, click and “use” for easy integration of any Trojan employer with your EagleSoft Practice Management list.

After clicking Use, a window will appear giving the options of Overwrite an Existing Employer or to Add As A New Employer. If you click on Overwrite an Existing Employer you are stating that you want to erase an employer that was entered and saved in your EagleSoft Employer List and you want to replace it with an Employer from Trojan. Just type in the name of the employer listed in EagleSoft that you want replaced. The second option is Add As A New Employer which is adding the Employer from Trojan into EagleSoft. After you choose one of the options the Trojan Employers window will close and you will return to the Employers/Insurance Coverage window. Notice the employer from the Trojan list is now listed in your EagleSoft list of employers. (One way to identify that the


information came from Trojan will be that everything that is brought over from Trojan will be entered in all upper case.) All of the employer’s coverage information is now integrated in your own list.

View If you choose View, a window for the highlighted or selected employer will open displaying a summary of the coverage information provided by Trojan. You can choose to print a report of the information or click Close to go back to the Trojan Employers window.

Close If you choose Close, the Trojan Employers window will close and you will return to the Employers/Insurance Coverage window.

Edit Employer After uploading the Trojan data a new button labeled Trojan will also be displayed within EagleSoft on the “Edit Employer” window. (see below)

Selecting the Trojan button will open that particular Trojan employer’s coverage information window.


Answers to Common Questions

Question 1

Can I upload half of the disks now and the other half later?

Answer

No.

Question 2

I am using a Multi-User version of EagleSoft. From a workstation, I am trying to locate the Trojan button and it does not appear in either the ‘Edit Employer’ or the ‘Employers/ Coverage List’ window. What is the cause of this?

Answer

This may occur if you have not installed the Trojan Update Installation onto the workstation. The Trojan Update Installation must be installed on all workstations in a multi-user, networked environment.

Question 3

I used the Trojan utility to insert the Trojan database into EagleSoft. But, now, when I use an employer, all of the service type percentages are set to 0% and no insurance is estimating at the time of the walkout.

Answer

EagleSoft uses 12 service types in accordance with the insurance classifications from the ADA, Trojan only uses 4 service types. In order for the percentages to come across after ‘using’ a Trojan employer into your EagleSoft system, you must assign a Trojan Service Type to each EagleSoft Service Type by going to Lists⏐General Setup⏐Service Types. After each service type has been assigned, the percentages must be updated using our Trojan Service Utlities. Go to Utilities-Mass Updates-Trojan Service Utilities. Select ‘Reassign Insurance Benefits’ and click on Start. When completed, click on close. Now all the percentages for each Trojan employer that has been ‘used’ in EagleSoft will be updated for all of the EagleSoft Service Types.

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patterson technology center trojan upload utility

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