Integrations: connected through NexHealth
Automated insurance verification for Eaglesoft
Ardent works alongside Eaglesoft through the NexHealth Synchronizer. It reads upcoming appointments and each patient’s insurance on file, verifies benefits with the payer, portal first and a phone call for what is left open, then fills your practice’s own breakdown sheet and files the PDF into the patient’s documents before the visit. In use at Randhawa Dentistry’s Emeryville and Alameda offices, which run Eaglesoft through NexHealth.
- Connected through the NexHealth Synchronizer on your Eaglesoft server. It is not a direct Eaglesoft integration, and we say so.
- In use at Randhawa Dentistry’s Emeryville and Alameda offices, which run Eaglesoft through NexHealth.
- Reads the schedule, patient details and the insurance coverage on file, plus the insurance details Eaglesoft offices often type into the appointment note or patient memo.
- Files the finished sheet as a PDF in the patient’s documents, and leaves a one-line note on the appointment when something on file needs fixing.
- Never writes into coverage tables. It runs unattended: the schedule is polled hourly, a 6:00 AM weekday run up to two weeks ahead (five business days by default), one 7:00 AM email.
How it works
How does Ardent work with Eaglesoft?
NexHealth’s Synchronizer reads your Eaglesoft schedule and the insurance record on each patient. For each visit inside the window, Ardent checks the payer: the provider portal first, or EDI 270/271 or a faxback where that is the payer’s channel, then an AI phone call for required blanks still open. It draws the answers onto your sheet and files the PDF through NexHealth into the patient’s documents.
What Ardent reads from Eaglesoft
- Upcoming appointments: time, provider, operatory, confirmed / cancelled / no-show flags, and the appointment note.
- The patient: name, date of birth, patient ID.
- The insurance coverage on file: carrier and plan, subscriber ID, relationship to the subscriber, effective and expiration dates, group number, employer, and the payer ID Ardent uses to pick the payer’s playbook.
- Insurance details typed into the appointment note or patient memo. Eaglesoft offices often keep them there, on the schedule entry, and Ardent reads them too.
- Chart history where Eaglesoft exposes it, used to answer the office’s own questions, never a payer’s.
What Ardent writes back to Eaglesoft
| Artifact | Written? | Where and when |
|---|---|---|
| Chart document (PDF) | Yes | The patient’s documents, under the document type your office chooses. Named insurance-eligibility-<first>-<last>.pdf; filed once per appointment after a successful check inside the window. Ardent’s app labels the destination "SmartDoc", the name Eaglesoft offices use for their document module. |
| Appointment note | Yes | One line, [Ardent Dental] <reason>., added under your own note text only when a check could not run for a reason the office can fix. A rewrite replaces only Ardent’s own previous line. |
| Coverage-table fields | No | Never. Plan entry in Eaglesoft stays with the office, done from the filled sheet in the chart. |
Swipe to see the whole table →
The PDF holds the completed sheet page or pages, then the payer’s own documents the portal preserved, any received fax, and the portal screenshots Ardent kept, tiled to letter pages. The REP blank reads Ardent on an unattended upload; the date is the day the check finished.
Setup
How the connection works
Eaglesoft is a server-based PMS, so the NexHealth Synchronizer is installed on your Eaglesoft server with an admin account; NexHealth’s integrations team can do that remotely. NexHealth then grants Ardent access to your practice’s schedule, patients and insurance records. Ardent itself never signs into Eaglesoft. NexHealth’s supported-systems table lists Eaglesoft 18 and later, including n-site.
- Connect. The Synchronizer goes on the Eaglesoft server. NexHealth’s statement on cost: "Practices don’t pay for the Synchronizer. There’s no setup fee, no subscription." (nexhealth.com; confirm current terms with NexHealth.)
- Baseline. Ardent pulls every future appointment once and checks counts, dates, patient matching, coverage data and payer mapping with your office.
- Choose the sheet and the document type. Your breakdown sheet is measured once; the document type that should receive the PDF is set on the connection.
- Switch on, one flag at a time. Hourly polling, then the 6:00 AM ahead-of-visit run, then the 7:00 AM digest, then automatic filing, each after a supervised first run. Automatic filing stays off until a test PDF has reached the intended chart and document category.
We do not promise a go-live date; none is documented for server installs.
One patient, next week
The sheet, filled.
Filed into Eaglesoft as a chart document. Sample data, fictional patient. Watch the full sheet fill in on the home page →
Built-in eligibility
Eaglesoft’s electronic eligibility and Ardent
Eaglesoft’s own electronic eligibility check answers the first question, whether the patient is covered, from the payer’s electronic response. Ardent answers the sheet: maximum and remaining, deductible, percentages by category, frequencies and payer-stated history, waiting periods, the prior-extraction question, downgrades and alternate codes. It phones the payer for what the response does not state, keeps the source behind every value, and never edits what Eaglesoft writes.
The exceptions
What still needs a person
Anything Ardent could not verify. Every weekday at 7:00 AM your front desk gets one email, with the subject [Ardent Dental] <Office> Insurance Eligibility for <Weekday, Month D>. It lists each appointment Ardent could not verify and why, in plain words: a member ID missing, a plan that ended, a payer Ardent cannot check yet. On Eaglesoft the same reason also sits in the appointment note.
A required blank the payer would not state stays blank on the sheet, the appointment is flagged "Someone has to call," and it is in that morning’s email. When every appointment verified, the email says so in one line.
Answers
Eaglesoft insurance verification FAQ
No. Ardent files the completed sheet as a PDF in the patient’s documents and, when something on file needs fixing, adds one line to the appointment note. It never edits insurance plans, coverage tables or fee schedules in Eaglesoft. Plan entry in the software stays with the office.
In the patient’s documents, under the document type your office sets on the connection. Ardent’s app calls the destination "SmartDoc", the name Eaglesoft offices use for their document module, and stamps each appointment "Filed to SmartDoc" with the time. The file is named insurance-eligibility-<first>-<last>.pdf, shows REP "Ardent", and is filed once per appointment.
Ardent does not sign into Eaglesoft, so there is no Ardent user in Eaglesoft. NexHealth’s Synchronizer is installed on the Eaglesoft server with an admin account, which NexHealth’s team can do remotely, and NexHealth grants Ardent access to your practice’s data. Ardent users are your own staff, limited to email addresses on your practice’s domain.
Yes. Ardent reads the appointment note and the patient memo as well as the coverage record, because Eaglesoft offices often keep member IDs and plan details on the schedule entry. What it reads there is used to prepare the check; it is never written back into a coverage field, and Ardent’s own note line only ever goes under your text.
Your own note text, a blank line, then exactly one line such as [Ardent Dental] Delta Dental of California could not match the patient to the insurance details on file. It is written only for failures the office can fix, and a later rewrite replaces only Ardent’s own line, so what you typed stays untouched. A successful check gets the PDF, not a note.
NexHealth’s supported-systems table lists Eaglesoft 18 and later as a server-based system, including n-site. If you are on an older version, ask NexHealth first; Ardent can only reach what the Synchronizer can read.
It does a different job. An electronic eligibility check answers "active or inactive" from the payer’s response. Ardent fills your own breakdown sheet blank by blank, phones the payer for what the response leaves open, and files the PDF with every value’s source. Keep running eligibility in Eaglesoft if you like; Ardent will not touch what it writes.
The appointment is set to "Needs info" instead of guessed at, the reason goes on the appointment note in Eaglesoft and into the 7:00 AM email, and the app shows a "Fix & re-run" button. Once the front desk corrects the record, the next check runs from the corrected details.