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Ledger Transactions and Extended Features

Faris Peerukannu Mohamed Kasim
  • Updated
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Let's walk through the Group function and other actions possible on Ledger transaction line items within the Ledger.

Click here for an overview of the ledger.

Topics Covered

  • View Details
  • Group Transactions
  • Right-click Action Items
  • Actions Available on Ledger

First, check out how to navigate to the ledger!

  • Search for the patient using the Global Search Bar.
  • Click the Ledger quick link.

OR

  • Navigate to the Patient Overview.
  • Hover over Billing > select Ledger. 
  • Scroll down to see all ledger transactions under the All Transactions tab.
  • You can click the Requires Attention tab to view particular transactions that require a pending action from the user. For example, it may be due to unapplied credits pending, or due to a pending patient payment, etc.
  • The required Action will be displayed on each line item as shown below.

Watch this video for a quick overview.

The View Details button opens a modal to provide more information about the transaction, which varies depending on the transaction type.

  • To view details of a transaction line item, click View Details for the desired item under All Transactions. 

Let's see what information this button brings for different types of transaction types.

1. On Completed Procedure Codes

  • Clicking View Details on a line item with completed procedure codes brings up the Payment Allocation modal, where we can see where we started and where we ended on a code regarding the balance.

2. On Patient Payments 

  • Clicking View Details on a line item with a patient receipt brings up the ‘Payment Details’ modal, where you can view the receipt details, transactions, refunds, adjust-offs, and the history of the receipt.

3. On Insurance Payments 

  • Clicking View Details on a line item with an insurance receipt opens the Payment Details modal, where you can view the receipt details, including transactions, refunds, and adjustments.

  • To access additional receipt-related information, click View Details in the Payment Receipt modal. This information will be available only if the user has access to the receipt’s location.
    • Insurance Documents will be attached at the bottom of this modal.

4. On Statements

  • Clicking View Details next to a statement entry opens the Statement Details page. You can also access this page by hovering over Billing and clicking on Statements.

To group transaction line items, perform the following steps.

  • Click on the required line item or on the icon to Group Transactions. 

  • It highlights the linked transaction(s) in red and groups them together temporarily so they are lined up one after another and they become easier to find.
Note: Group Transactions is not an option for Statements.

While you are in the ledger, right-click on any line item to view category-specific context menus that offer quick access to relevant actions.

Watch this video for a quick walkthrough.

Note: Right-click actions are available only for Completed Codes, Patient Receipts, Refund, Claims, and Pre-Authorizations and Adjustments.

Completed Codes

  • Right-click on any completed code to view the Add Adjustment and Delete Code actions.

  • Click on Add Adjustment to open the Payment Allocation modal.
  • Select the Adj. Type and Adj. Code.
  • Click Apply.

  • Click Delete Code to remove the code from the Ledger.

  • Warnings may appear depending on the selected code. Take the necessary actions to proceed.

Note: Completed codes with claims cannot be deleted.

Patient Receipts

  • Right-click on any patient receipt with Unapplied Credits to view the Apply Payment and Delete Payment actions.

  • Using the Apply Payment option will take you to the Manage Credits screen, where you can apply the payment to codes, get a refund, or adjust it.

Note: You can manage unapplied credits from the ledger main screen by clicking the credit amount next to Pat. Unapplied Credits. This takes you to the Manage Credits page.

  • Click on Delete Payment to delete a patient receipt from the ledger itself.

  • Enter the Reason for Deleting Receipt.
  • Click Delete Receipt.

  • A toast notification will appear on the top-right stating, 'Receipt(s) deleted successfully'. 

  • Right-click on the desired patient receipt without Unapplied Credits to view the Reverse Payment and Delete Payment actions. 
  • Click on Reverse Payment to reverse a transaction that you applied earlier.

  • On the Reverse Receipt(s) modal that appears, click Reverse Receipts to proceed.

  • A toast notification will appear on the top-right stating, 'Receipt(s) reversed successfully'. 

Refund

  • Right-click on the intended Refund to view the Reverse Refund action.
  • Click on Reverse Refund to reverse the transaction that you applied earlier.

On the modal that appears

  • Checkmark the intended refund receipt.
  • Click Reverse Refund to proceed.

Claims

  • Right-click on the intended Pending Claim to view the Print Claim, Close Claim, and Void Claim actions.

  • Click on Print Claim to open the print view on a new tab.
  • Click the Print icon on the top right to proceed.

  • Click on Close Claim or Void Claim to close or void the claim, respectively.

In the modal that appears,

  • Enter the Carrier Claim Control No:.
  • Enter Remarks, if any.
  • Click Yes.
Note: Completed Claims will only have Print Claim and Void Claim options with the right-click menu.

Pre-Authorization

  • Right-click on the intended Completed Pre-Authorization to view the Void, Print, and Mark as Pending actions.

  • Click on Void to void the pre-authorization.

  • Enter the Carrier Pre-Auth Control No.
  • Enter Remarks, if any.
  • Click Ok.

  • Click on Print to open the print view on a new tab.

  • Click the Print icon on the top right to proceed.

  • Click on Mark as Pending to label it as pending.

In the modal that appears, 

  • Enter the Remarks.
  • Click Ok.
Note: Pre-authorizations in Pending status will only have Void and Print actions.

Adjustments

  • Right-click on the intended Adjustment to view the Reverse Adjustment action.

Note: If there are other transactions (like Payments or other Adjustments) that need to be reversed first, the user needs to verify and reverse them first

The Reverse Adjustment modal will appear, showing all related transactions pertaining to the selected adjustment.

  • The selected Adjustment will be highlighted in yellow.
  • If the Adjustment is the latest entry in the Ledger, it can be reversed directly.
  • Click Reverse to proceed.

A Confirmation modal will appear,

  • Click Proceed to confirm.
  • A toast notification will appear on the top-right stating, 'Transaction(s) reversed successfully'.
  • If subsequent transactions exist, they must be reversed before proceeding.
    • On hovering over the Reverse button in such cases, a message will appear stating, 'The item cannot be reversed until transactions below are reversed.'
  • For adjustments linked to multiple codes, you have the option to reverse the adjustment amount for codes individually. 
    • A tick confirms that the adjustment has been successfully reversed for a specific code.
Note: Insurance and Collection Payments, and Statements do not have any right-click actions.

Watch this video for a quick walkthrough.

You can perform the following actions on the ledger page.

1. Print

  • To print the entire ledger without any customizations or filters, click Print > Print All Values.

  • To print only the selected ledger values with customizations and/or filters, click Print > Print Current Screen.

2. Text To Pay

If you have 'Text to Pay' enabled in your environment, you can send a payment request via text message to patients by performing the steps given below.

  • Click Text To Pay.
  • Select Pending Dues or enter a Custom Amount. 
  • Click Send Message.

3. Generate Statement

  • You can generate a statement from the ledger by clicking Generate Statement, which opens up the Statement Generation criteria.

4. Add Code

To add a Procedure Code,

  • Click Add Code.
  • Select Add Procedure Code.
  • Select Location, Provider, and your Treating Dentist.
  • Select Conditions and Treatments.
Note: Use the Search bar on the top right to filter through the categories.
  • Click the row, and add any details, Surface, Tooth/Area, etc., as required.
  • Click Apply to add to the list.

  • Click Add to Treatment.

A Complete pop-up will be displayed:

  • Select Yes or No to Link to appointment.
  • Select the Location and Date of Service.
  • Click Complete.
Note: In case you want to backdate a treatment, you can do so from the ledger.

To add an MSB Code,

  • Select Add MSB Code.

  • Enter the required information, such as Location, Provider, Date of Service, Patient Amount and Insurance Amount.
  • Click Save.

5. Add Payment/Adjustment

To add a patient payment or an insurance payment,

  • Click Add Payment/Adj. (Adjustment).
  • Select Add Patient Payment or Add Insurance Payment. 

To add an adjustment,

  • Click Add Payment/Adj. (Adjustment).
  • Select Add Adjustment.

Practices can refer to this guide to learn about different functions on the Ledger, including View Details, Grouping, and other Payment Actions.

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