Ledger is the place that manages all of the patients’ financials and displays the fees of procedures, paid amount, remaining amount and any adjustments performed on the procedures of patient.

Ledger in Dentalore system could be displayed in 2 different views; Procedure Ledger and Open Ledger that’s managed from the settings module. For more information, Check: Configure Accounting Settings.

Open Ledger

In this view the patients pays money that are not linked to a specific procedure as well the adjustment transactions performed on all patient’s procedures not only on a specific procedure. Moreover user has an option to distribute the paid amount of money on number of exiting procedures.

To Access the Ledger module, follow the following:

• Expand “Patients” menu and Select “Patient List”.
• Select any of the existing patients and then Select “Ledger”.
  
  

Open Ledger View includes the following sections:

1- Filtration Section
User could filter the patient’s procedures displayed in the procedures section using status of procedures and a specific date range.

• Status: Is an auto-complete box enables user to select the status of procedures required to be displayed in the procedures grid view. Status of Procedures could be: (Planned, In Progress, or Completed). By Default Ledger view displays all status.
• Date: Is a drop down menu to select the procedures required to be displayed in procedures grid view within a specific date range. Date could be: (All, Tomorrow, Today, Yesterday, Current Week, Last Week, Current Month, Last Month, Current Year, Last Year, and Custom range). By Default Ledger view displays today’s procedures.
• “Filter” button: Once pressed the result of data set in Status and Date fields of filtration will be displayed in the procedures grid view.
• “Reset” button:” Once pressed the fields of Status and Date are reset to it’s default values.
• “Print” button: Enables user to print the patients’ payments and adjustments in 3 different printouts. For more information, Check: Ledger Printouts.

2- Procedures, Payment and Adjustment Transactions Section
This section displays all of the procedures added for the patient in his/her progress notes, payments, adjustments and claims transactions performed.

• Show Family Transactions: Is a check box on the right side of the grid view, that’s not ticked by default.
  — When this check box is ticked that means the grid view will display all of the procedures, payments, adjustments and claims performed for the selected patient and all members of his family within the filtration data set.
• Prior Balance: The first row in the grid view displays the prior balance which is the patient’s balance before the selected date range from the (Date) filtration.
• Check box: This Check box exists only for the patients who have insurance in order to give the user the ability to create claims for the procedures that the insurance will pay part for it’s fees.
  — When Check box beside a procedure is ticked; then the “Create Claim” button becomes enabled.
  — When Check box beside a procedure is not ticked; then user can’t create claim for this procedure.
  — There is a parent Check box that user could tick it then all of the child check boxes will be checked and a claim could be created for all procedures.
  >> For more information about claims, Check: Create Claim.
• Actions Column: Includes 4 different actions for each procedure:
  — “View” Icon: Once pressed for:
  -> Procedure: User is directed to “Edit Procedure” page, in order to edit any of the info related to the procedure itself.
  -> Payment Record: User is directed to “Edit Payment” page, in order to edit payment info.
  -> Adjustment Record: User is directed to “Edit Adjustment” page in order to edit adjustment info.
  -> Claim Record: User directed to the Claim Details view.
  
  .— “Delete” Icon: Once Pressed for:
  -> Procedure: Popup “Delete Progress Note” appears to cancel or confirm the deletion of the selected procedure. For more information, Check: Delete Procedure
  
  -> Payment Record: Popup “Delete Payment” appears.
  -> Adjustment Record: Popup “Delete Adjustment” appears.
  
  -> Claim Record: Popup “Delete Claim” appears.
  
• Patient Name.
• Date: Is the date when the procedure has created.
• Provider: Is the name of provider who performed the procedure for the patient.
• Created By: Is the name of user who created the selected record.
• Code: Is the Code equivalent to each transaction, that if it’s:
  -> Procedure: The ADA code of procedure will be displayed. Procedures are displayed in Purple color.
  -> Payment Record: (Pay) code will be displayed. Payment transactions are displayed in Blue Color.
  -> Adjustment Record: (Adj) code will be displayed. Adjustment transactions are displayed in Green Color.
  -> Claim Record: (Claim) code will be displayed. Claim transactions are displayed in Purple Color.

  >> Note that the insurance payment and adjustment transactions are also displayed in the Open Ledger view; the (Insurance Payment) transactions are displayed in Red Color and the the (Insurance Adjustment) transactions are displayed in Black Color.

• Description: Is the description written for each transaction. Description field is set by default for each transaction as follow and user has the ability to change it:
  -> Procedure: Description field displays the name of procedure.
  -> Payment transaction: Description field contains “Payment”.
  -> Adjustment (Addition) transaction: Description field displays “Adj-Addition”.
  -> Adjustment (Discount) transaction: Description field displays “Adj-Discount”.
  -> Adjustment (Payback) transaction: Description field displays “Adj-Payback”.
  -> Claim transaction: Description field displays the name of the claim.

  >> Note that the insurance payment and adjustment transactions are also displayed in the Open Ledger view; the (Insurance Payment) transactions have code “InsPay” and the the (Insurance Adjustment) transactions are have code “InsAdj”.

• Tooth: Displays the number of tooth (For procedures performed on one tooth) or the teeth range (For Procedures performed on a teeth range) and so on.
• Surface: Displays the name of treatment area where the performed procedure work on.
• Status: Is the status of procedure, that could be: (Planned, In Progress, or Completed). The status field displays data only for procedures.
• Fees: Is the amount of money that should be paid for the procedure.
• Pat. Part: Is the amount of money that should be paid by Patient.
• Ins. Part: Is the amount of money that should be paid by Insurance company.
• Amount: Is the amount of money set for the transaction. Amount value is displayed only for (Payment and Adjustment transactions), this amount could be displayed in positive and negative values as follow:
  — Payment Amount: Positive Value displayed.
  — Adjustment (Addition) Amount: Positive Value displayed.
  — Adjustment (Discount) Amount: Negative Value displayed.
  — Adjustment (Payback) Amount: Positive Value displayed.
• Method: Is the way how this transaction has been paid. Payment Method could be via: (Cash, Check, or Credit card). For the adjustment transactions; this field is blank.
• Claim: Is the column that displays if there is a claim created for the procedure or not that it displays either claimed or Unclaimed.
  • “Filter” icon exist in the (Claim) column in order to enable user to filter listed procedures which is claimed and which not.
• Invoice: Is the column that displays if there is an invoice created for the procedure or not that it displays either Invoices or Uninvoiced.
  • “Filter” icon exist in the (Invoice) column in order to enable user to filter listed procedures which is invoiced and which not.

Also there are 4 buttons that could manage different actions from ledger view which are the:

• “Add Payment” button: Enables user to add payment for the selected patient. For more information about adding payment from an open ledger view, Check: Add Payment from Open Ledger View.
• “Add Adjustment” button: Enables user to add adjustment for the selected patient. For more information about adding adjustment from an open ledger view, Check: Add Adjustment from Open Ledger View.
• Create Claim button: Is only enabled when check box beside a specific procedure is ticked to create a claim. For more information, Check: Create Claim.
• Create Invoice button: Is only enabled when check box beside a specific procedure is ticked to create an invoice. For more information, Check: Create Invoice.
• “Add Procedure” button: Enables user to add new procedure for the patient from ledger view. For more information, Check: Add Procedure.

3- Today Completed Procedures Section
Displays the Charges, Patient portion and Insurance portion of all of the procedures that got done today.

4- Last Payment Section
Displays the amount of the last payment done by each of the patient and the insurance and when it has been done.

5- Balance Section
Displays the balance that should be paid by the patient, insurance and the patient’s family. This section is affected by the calculation settings that’s set from Settings module. For more information, Check: Configure Accounting Settings.