Patient Ledger- Types of Transactions

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In addition to the , , Cancel and buttons, there are several other features accessible through the Ledger Card toolbar. Mostly, these buttons allow you to input various transactions into a patient's ledger card. They are listed in the chart below.

TYPES OF TRANSACTIONS

ICON FUNCTION

Invoice
This button will create a new invoice (see screenshot below). At first, click New to begin a new invoice.

First, select the family member from the Family list in the ledger card window. Then click on this button to create a new invoice for the ledger card. Note that dentist, guarantor and patient information are automatically entered into their respective fields.

First, if applicable, enter a percent discount in the Discount field. If there is no discount, leave the entry as 0.

The Assignment button, when checked, will indicate that the dentist will receive payment directly from the patient's insurance company, and not the patient or guarantor. The Primary and Secondary buttons indicate whether the insurance is primary or secondary.

The fields in the middle contain the services provided in the visit. Procedure codes are entered first, then tooth and surface details. After entering data, please note that procedure descriptions are entered automatically based upon the procedure list. (For more information about the procedure list, see Procedure Codes under the Administration menu item.) To add multiple procedures to the invoice, press tab when finished entering the price to create a new procedure entry in the field. Pressing tab in an empty procedure entry will complete the procedure entry and move to the next field.

The Provider field will show the dentist, hygienist or operator involved in the services mentioned. The Input field will display the name of the employee who is entering the invoice.

Notes or comments can be entered into the field on the bottom left.

When in Edit mode, the Info button will bring up the patient's insurance information window:

[Insurance; ignore for now]

In addition to this, the invoice contains a toolbar with several options:

The Delete Line Item button.

This button will erase a procedure contained in an invoice.

If in Edit mode, this button will remove the selected procedure from the list in the middle of the window. To use it, click on Edit, then move the insertion point to the procedure to remove, then click on this button.

The EDI button.

The Electronic Data Interchange button will automatically submit insurance information. [More on this] It can also be accessed in the communication module.

The Print Insurance Form button.

This button will print all procedures and information contained in the current invoice based upon a form: [Form]

Payment
Click on this button to record a payment into the current ledger card.

This will bring up the payment window (see screenshot below).

Click on the New button to record a payment. The date, dentist and guarantor are automatically entered into their respective fields. The number of payments recorded so far appears in the field at the top right corner of the window. The Assignment check box refers to assigning the payment for this transaction directly to the patient's insurance company, as opposed to the patient himself. Primary and Secondary refer to whether the insurance is the primary or secondary insurance.

The payment method is entered under Type. If you choose Cheque, specify the check number in the resulting field. In addition, Postdate refers to a post-dated cheque. Enter the date into the field beside it.

On the bottom left corner, any comments or notes can be entered into the field.

Input refers to the operator that received the payment. Typically, the name of the employee handling the transaction will be entered here.

Finally, Payment refers to the amount received. If the payment exceed the patient's debit, then an alert will appear stating that this patient's ledger now has a credit.

Adjustment
This is the adjustment function.

Clicking on this button will bring up this window.

To enter a new adjustment, click New in the toolbar.

The field on the bottom right contains information as to the purpose of the adjustment. Enter a message to keep track of the adjustment.

In a similar fashion to the Payment window, the Input field refers to the operator that received the payment. Typically, the name of the employee handling the transaction will be entered here.

Finally, the amount credited or debited should be entered into the Amount field, and the type (credit or debit) of adjustment should be set using the Type buttons.

Preauthorized Payments
This button is used to enter preauthorized payments.

This button is used to enter preauthorized payments. Clicking on it brings up the Preauthorized Payment window. The method of inputting data is identical to that of an invoice. To learn about inputting data into the Preauthorized Payment window, follow the method listed under Invoices.

Transactions of this type are listed under Preauthorized in the ledger card window.

Orthodontic Estimate
This is the orthodontic estimate button.

Clicking here displays this window.

To enter a new case for the chosen family member, click New in the toolbar. The date, dentist and patient are automatically entered. What remains to be inputted is a description of the condition that the patient has, as well as dates and fees of various examination days.

First, enter the condition of the patient into the Brief description field in the middle of the window.

Next, under Financial Arrangements, enter the date of the initial exam, followed by the price. Do the same for the diagnostic phase fields.

Enter the initial payment next, under Initial Payment.

Under Amount and Months, enter the projected fee per month and the number of months the treatment is expected to last. The total fee for these fields is calculated automatically.

Finally, enter the retention or observation fee under the appropriate field. When all prices are entered, the final price is shown under Estimate Total Fee.

Additional comments can be entered into the field on the bottom. Orthodontic estimates are listed as Ortho estimates in the ledger card window.

Financial Arrangement
This button will set up a financial arrangement.

It will call up the Financial Arrangement window (see screenshot below).

Start a new arrangement with the New button.

Check Active billing if you wish to have this arrangement automatically billed using the Autobill feature under Accounts Receivable in the AR menu. Doing so will create a bill, listed under the transaction field in this ledger, every time Autobill is used until the payments are complete. By this, it is meant that if the Months number is set to five in the arrangement, then the next five Autobills will generate bills. If this financial arrangement is not to be billed automatically, then leave the Active billing box unchecked. Also, this arrangement will show up on the Active Financial Plans list under the AR menu if the Active billing box is checked.

Any notes can be entered into the field in the middle. The arrangement itself is entered into the fields on the bottom. First, the initial amount should be entered into its field. Next, the amount to be paid per month along with the number of months required should be entered. The total is automatically calculated based on these figures.

Financial arrangements are listed as Financial in the ledger card list.

This is the Manager's Edit button. Use this to edit a patient's ledger in greater detail than is permitted with the normal Edit button.
The fields which contain the amounts that a patient has outstanding cannot be modified when using the standard Edit button, but can when this button is used.

Aside from this feature, this button edits other fields in the ledger in an identical fashion to the normal Edit button.

This button, when clicked, will check or un-check the selected transaction in the list that appears in the ledger card window. It can serve as a visual cue to check off transactions in a patient's list. This may come in useful for checking off multiple transactions that were paid for at one time.
Checked items will have a bullet character (·) next to the Assign column.

Click on this button to rebuild the list of transactions presented.

Patient ledgers are electronic records of payment and debt.

Click for a full description of Ledgers.

To create a new ledger, click on the button while in the patient's ledger list window.

Click to see how to create a new ledger.

More than one patient can be assigned to a ledger card. To do so, click the button in the patient's ledger list window.

Click to see how to add a patient to a ledger.

To remove a patient from a ledger card, select the ledger to remove the chosen patient from in the ledger list window. Then, click the button in the toolbar.

Click to see how to disassociate a patient from a ledger.

You can enter invoices, payments and lots of different financial information into a patient's ledger card.

Click for a full description of editing a ledger card.

ICON	FUNCTION
	Invoice This button will create a new invoice (see screenshot below). At first, click to begin a new invoice. First, select the family member from the Family list in the ledger card window. Then click on this button to create a new invoice for the ledger card. Note that dentist, guarantor and patient information are automatically entered into their respective fields. First, if applicable, enter a percent discount in the Discount field. If there is no discount, leave the entry as 0. The Assignment button, when checked, will indicate that the dentist will receive payment directly from the patient's insurance company, and not the patient or guarantor. The Primary and Secondary buttons indicate whether the insurance is primary or secondary. The fields in the middle contain the services provided in the visit. Procedure codes are entered first, then tooth and surface details. After entering data, please note that procedure descriptions are entered automatically based upon the procedure list. (For more information about the procedure list, see Procedure Codes under the Administration menu item.) To add multiple procedures to the invoice, press tab when finished entering the price to create a new procedure entry in the field. Pressing tab in an empty procedure entry will complete the procedure entry and move to the next field. The Provider field will show the dentist, hygienist or operator involved in the services mentioned. The Input field will display the name of the employee who is entering the invoice. Notes or comments can be entered into the field on the bottom left. When in Edit mode, the Info button will bring up the patient's insurance information window: [Insurance; ignore for now] In addition to this, the invoice contains a toolbar with several options: The Delete Line Item button. This button will erase a procedure contained in an invoice. If in mode, this button will remove the selected procedure from the list in the middle of the window. To use it, click on Edit, then move the insertion point to the procedure to remove, then click on this button. The EDI button. The Electronic Data Interchange button will automatically submit insurance information. [More on this] It can also be accessed in the communication module. The Print Insurance Form button. This button will print all procedures and information contained in the current invoice based upon a form: [Form]
	Payment Click on this button to record a payment into the current ledger card. This will bring up the payment window (see screenshot below). Click on the button to record a payment. The date, dentist and guarantor are automatically entered into their respective fields. The number of payments recorded so far appears in the field at the top right corner of the window. The Assignment check box refers to assigning the payment for this transaction directly to the patient's insurance company, as opposed to the patient himself. Primary and Secondary refer to whether the insurance is the primary or secondary insurance. The payment method is entered under Type. If you choose Cheque, specify the check number in the resulting field. In addition, Postdate refers to a post-dated cheque. Enter the date into the field beside it. On the bottom left corner, any comments or notes can be entered into the field. Input refers to the operator that received the payment. Typically, the name of the employee handling the transaction will be entered here. Finally, Payment refers to the amount received. If the payment exceed the patient's debit, then an alert will appear stating that this patient's ledger now has a credit.
	Adjustment This is the adjustment function. Clicking on this button will bring up this window. To enter a new adjustment, click in the toolbar. The field on the bottom right contains information as to the purpose of the adjustment. Enter a message to keep track of the adjustment. In a similar fashion to the Payment window, the Input field refers to the operator that received the payment. Typically, the name of the employee handling the transaction will be entered here. Finally, the amount credited or debited should be entered into the Amount field, and the type (credit or debit) of adjustment should be set using the Type buttons.
	Preauthorized Payments This button is used to enter preauthorized payments. This button is used to enter preauthorized payments. Clicking on it brings up the Preauthorized Payment window. The method of inputting data is identical to that of an invoice. To learn about inputting data into the Preauthorized Payment window, follow the method listed under Invoices. Transactions of this type are listed under Preauthorized in the ledger card window.
	Orthodontic Estimate This is the orthodontic estimate button. Clicking here displays this window. To enter a new case for the chosen family member, click in the toolbar. The date, dentist and patient are automatically entered. What remains to be inputted is a description of the condition that the patient has, as well as dates and fees of various examination days. First, enter the condition of the patient into the Brief description field in the middle of the window. Next, under Financial Arrangements, enter the date of the initial exam, followed by the price. Do the same for the diagnostic phase fields. Enter the initial payment next, under Initial Payment. Under Amount and Months, enter the projected fee per month and the number of months the treatment is expected to last. The total fee for these fields is calculated automatically. Finally, enter the retention or observation fee under the appropriate field. When all prices are entered, the final price is shown under Estimate Total Fee. Additional comments can be entered into the field on the bottom. Orthodontic estimates are listed as Ortho estimates in the ledger card window.
	Financial Arrangement This button will set up a financial arrangement. It will call up the Financial Arrangement window (see screenshot below). Start a new arrangement with the button. Check Active billing if you wish to have this arrangement automatically billed using the Autobill feature under Accounts Receivable in the AR menu. Doing so will create a bill, listed under the transaction field in this ledger, every time Autobill is used until the payments are complete. By this, it is meant that if the Months number is set to five in the arrangement, then the next five Autobills will generate bills. If this financial arrangement is not to be billed automatically, then leave the Active billing box unchecked. Also, this arrangement will show up on the Active Financial Plans list under the AR menu if the Active billing box is checked. Any notes can be entered into the field in the middle. The arrangement itself is entered into the fields on the bottom. First, the initial amount should be entered into its field. Next, the amount to be paid per month along with the number of months required should be entered. The total is automatically calculated based on these figures. Financial arrangements are listed as Financial in the ledger card list.
	This is the Manager's Edit button. Use this to edit a patient's ledger in greater detail than is permitted with the normal button. The fields which contain the amounts that a patient has outstanding cannot be modified when using the standard Edit button, but can when this button is used. Aside from this feature, this button edits other fields in the ledger in an identical fashion to the normal Edit button.
	This button, when clicked, will check or un-check the selected transaction in the list that appears in the ledger card window. It can serve as a visual cue to check off transactions in a patient's list. This may come in useful for checking off multiple transactions that were paid for at one time. Checked items will have a bullet character (·) next to the Assign column.
	Click on this button to rebuild the list of transactions presented.