Softdent

Date of most recent changes to this page:  6/7/2013

866-435-7473  

    Managed care CD's must be made here.

click CD Update Procedure for Traditional plans

click CD Update Procedure for Managed Care plans

click Web Update Procedure for Traditional plans

click Web Update Procedure for MC plans

click Linking a patient to Trojan

click Install a vendor initial load

click Softdent Errors

click Viewing Trojan Outside patient files

click Viewing Trojan Inside patient files

click Printing Trojan Plans

click Can't view a Trojan Plan Number



Linking a patient to Trojan       

  1. Click on Accounts and type in patient's name <enter>
  2. Click on Add
  3. Enter the information needed and click on <OK>
  4. Complete all information such as SS#, DOB etc.
  5. Go to insurance area and click on down arrow to the right of the work Dental
  6. Insurance plan screen comes up. Type the Name of the employer <enter>
  7. Click Add (Softdent calls this screen Insurance Plan but it stands for the employer name.)
  8. Click the down arrow that is above the to the right of the Trojan ID
  9. Trojan look-up screen will come up, option defaults to Trojan Plan Number. Be sure to click on look up by Employer Name
  10. Type employer name <enter>
  11. Double click the desired plan
  12. Trojan ID field will now show the Trojan Plan No., click <OK>
  13. Message box will come up asking "Associate it with Trojan?" <YES>

    Note: A message may or may not come up stating Record is locked by another user, if it does just click <OK>

  14. Click on Options and go down to click on Update From Trojan (Trojan information will transfer into the Softdent Screen.
  15. Click on X to close screen

Install a vendor initial load

All other computers must be completely out of Softdent during the entire update process. This could take some time to process. Suggest the computer is restarted. Turn off all screen savers or back ups.

 

1. Check the CD for damage that may have been suffered in shipping.

2. From Softdent main screen, choose File.     

3. Touch Trojan (near the bottom).

4. Click Initial Load.

5. Uncheck Load Managed Care Plan Disks if you are installing the traditional plans or

uncheck Load Traditional Plan Disks if you are installing the managed care plans. (Fig. 2)

6. Make sure Enter Disk Drive to Load from is D (or whatever your CD drive is.

7. Click <OK>.  Screen prompts user to insert disk #1 <OK>

 

 

 

 

 

 

 


Uncheck Managed Care for Traditional Plans install                                                                     Uncheck Traditional Plans for Managed Care install                                                                                                                                                                                                                                                                                                                                                                              

 

 


8. The CD will copy. When prompted to change disks click <No> to begin the installation process.  Do not interrupt.


Softdent Errors

File Error 22 Invalid Argument This is during the processing of an update.   Refer client to Softdent Support.

The program index_mcline...

1131

Error #15 not a table

error log

 error occurs when access managed care in through SoftDent Refer to Softdent Support
Unable to access Trojan Stand Alone from Softdent Main menu

Main menu, F10, Edit.  The following should appear

Full Program with path: W:\Trojan\Trojan.bat

Name:    Trojan

Working Directory:  W:\Trojan Professional. Services

Minimum Memory: 450 (at least)

Press Escape to save

Exit from Softdent

Exit to DOS by pressing the Escape dkey

At DOS prompt: CD\TROJAN <enter>

At Trojan prompt: Edit Trojan.bat <enter>

Arrow down to the last line and make sure it reads CD\SOFTDENT

ALT F, then X, answer yes to save.
Frozen During Update Is this during copying? You can safely CTRL + ALT + DEL and try a new set of updates or try on another computer
Is this during processing?  Once it starts processing, the vendor program is working.  We do not know how to safely exit this process and not damage data.  Refer to their vendor support.
Cannot print hard copy of benefits. Check version of Softdent. V8.0 and lower cannot print benefits.
REC in error message  

  1. Here's a generic fix for an error message that contains "REC"

  2. Must have a valid back up of Trojan data before doing the following

  3. All users must be completely out of Softdent

  4. All steps can take approximately 1 hour to complete

  5. Start/Programs/Softdent/SDUTILS......these must be done in the following order

  6. File/Find Largest ID/Select All.  Let this complete without interruption.

  7. File/Find Repair-Corrupt/Select All.  Let this complete without interruption

  8. File/Rebuild-ReIndex/Select All.  The screen will appear to be stuck.  Do not interrupt.  A message will appear when this task is completed. 
Trojan plan is gone from the Softdent plan list  
  1. When they move a plan from Trojan to Softdent, Softdent gives the Trojan plan its own plan number in the Softdent employer list.
  2. There can only be one Trojan plan attached to a Softdent employer plan number.
  3. If a staff member is not careful when they are setting up a new plan in Softdent, they can link a plan from Trojan that was previously attached to a Softdent employer plan number to the new one and the previous Softdent Employee plan will be blank. 
Trojan Notes. Record in use by another user Shows during the update. Check that no one is in fact in the Softdent during the update. Computer may need to be restarted. Refer to Softdent support.
Deductible shows 9999 in the patient files but fine in the data outside of patient files This is the way Softdent integration interprets a zero deductible Per Softdent support (8/10/04) program  defaults to certain coverage depending on the plan type. The office can set up default coverage if they do not like that it defaults to 100% coverage. Office can call Softdent support for assistance.
This record was not found. It was probably deleted by another user. comes up during processing the update Click okay. The update will continue.
Estimating not working properly   Check the selection they have for estimating types. They can select commercial ins or PPO ins. if they have the incorrect one selected the estimating will not be correct.

 

 

 

Viewing Trojan Outside patient files

  1. From the Softdent main screen, choose List
  2. Touch Trojan (near the bottom)
  3. Touch Traditional Plans
  4. Click Employer List
  5. Select the wanted Search By

Viewing Trojan Inside patient files

  1. In Accounts, bring up Patient Information; click once on Down Arrow next to Dental. This will highlight the linked plan
  2. Click on Edit
  3. Click on down arrow next to Trojan ID
  4. Employer screen will come up with the plan highlighted
  5. click on Edit

Printing Trojan Plans

Traditional Plans


Managed Care Fees from Softdent  (Chasity gets credit for finding this)

  1. From the main menu
  2. Reports
  3. Insurance
  4. Bluebook
  5. Print Preview (VERY IMPORTANT UNLESS YOU WANT A THOUSAND PAGES OF WASTED PAPER)
  6. You will See Start At: and End At: This is where you type in the name of the plan that you are looking for. For example:

You need the fee schedule for Plan CAA 50

Start At: should read CAA50

End At: should read CAA50

MAKE SURE TO PUT CHECKS FOR INCLUDE LIMITATIONS AND FOR PRINT PLANS ONLY WITH FEE SCHEDULES AND BOOOOOMMMM! U GOT IT!


Web Update Procedure for Traditional plans

We have a number of offices that are updating their Trojan plans in Softdent through a web download and it is working just fine. This is not something that we set up for each new office, but will do for an office that needs to get updated all at once or that is savvy enough to run these updates without help.

Updating through the web requires Trojan Support to do a special set up to "trick" the Softdent program into thinking they have a new CD drive. Set Up


Downloading the update files

Double-click the Trojan Communicator icon.

 

 

 

 

 

The file transfer status screen will show the progress as each file is downloaded.  The time remaining is indicated.

 

 

 

  

 

 

 

When the download is complete you will be prompted with this screen:

 

Click option 1.

 

This will minimize the Trojan Communicator  program and allow you to update benefits in your Practice Management System.

 

 

Open Task Manager

  

Right click any blank space on the task bar to get the pop up menu.

 

Left click the “Start Task Manager” or “Task Manager” option on the menu.

 

(Click Options at the top and be sure the “Always on top” option is selected.)

 

 

Move the Task Manager window to the bottom right or left of your monitor.

 

 

 

In the Task Manager window only Trojan Communicator and Softdent should be showing in the Applications tab.

 

 

Updating the Benefits in Softdent

 All other computers must be completely exited from Softdent during the entire update process. This could take some time to process.

 

 
 
1. From Softdent main screen, choose File.     

2. Touch Trojan (near the bottom).

3. Click Monthly Update.  

4. Uncheck Load Managed Care Plan Disks for

updating to update the traditional plans.












5. Click on the down arrow to chose the drive T:\  (confirm what drive letter by looking in My Computer and seeing what drive is the TRO folder)


6. Click <OK>. 

7. You will be prompted to insert the first disk into the drive.

Just, click <OK>. Program will copy the benefit files.

8. When prompted to load another Traditional Plan disk,

select No                                              

**Note: The Task Manager window may show the Softdent program as “not responding.” So long as it says that on only one line and the CPU usage percentage number is moving, the program is still working. If 2 lines in the Task Manager show the program not responding, the update stalled.

Completing the Process

Now that your Practice Management System has been updated you will need to finalize the Trojan Benefit Download Process. 

 

Click on the Trojan Communicator program that was minimized to the Windows Task Bar (at the bottom of the screen). 

 

 

 

You will be brought back to this screen. 

You are now ready to select option 2) Click here only after you have processed the Trojan Update.

 

 

Confirm that you have processed the update by clicking Yes. 

 

 

 

Delete diskdone.dat

Double click on Computer or My Computer on your desktop or in your Start menu. Open the C:\ drive. Open the “TRO” folder.  In the “TRO” folder you will need to right click on the “diskdone.dat” file and then scroll down to delete and left click.  It will ask you to confirm you want to delete it.


Web Update Procedure for MC plans

We have a number of offices that are updating their Trojan plans in Softdent through a web download and it is working just fine. This is not something that we set up for each new office, but will do for an office that needs to get updated all at once or that is savvy enough to run these updates without help.

Updating through the web requires Trojan Support to do a special set up to "trick" the Softdent program into thinking they have a new CD drive. Setup

Web Update Procedure in on Clerk Files Page


Set up for Downloading PPO plans for updates

  1. Download and install, to the server, a Communicator made in the client's ET Account.
  2. Download a file but don't process it. Set the date for the time frame client needs plans.
  3. Go to the C:\ drive and share TRO. Give "everyone" full control.
  4. Go up to tools (or RT click the Computer or My Computer icon) and select Map Network Drive.
  5. If T:\ is available use that. If not look for U:\ Make note in the ET memo what drive letter you map.
  6. Map the new drive to C:\TRO on the server.

Set up for Downloading MC plans for updates

  1. Download and install, to the server, a Communicator made in the client's ET Account. (Or a Managed Care Download program.)
  2. Download a file but don't process it. Set the date for the time frame client needs plans.
  3. Go to the C:\ drive and share MC. Give "everyone" full control.
  4. Go up to tools (or RT click the Computer or My Computer icon) and select Map Network Drive.
  5. If M:\ is available use that. If not look for U:\ Make note in the ET memo what drive letter you map.
  6. Map the new drive to C:\MC on the server.