Account Module

The Account module is where the patient's finances are organized. Accounts are tracked on a patient basis, not a family basis.

Webinars: Account Module Webinars.

Set default options in Account Module Preferences.

Account Toolbar

Payment: Click the button to enter Patient Payments. Click the dropdown to allocate unearned income or transfer income. See Allocating Unearned Income or Income Transfers.

Adjustment: Click the button to enter single negative or positive Adjustments. Click the dropdown, Add Multiple to enter multiple adjustments attached to multiple procedures at once. Click the dropdown, Apply Sales Tax to apply a Sales Tax adjustment to a procedure.

New Claim: Click the button to create a claim based on insurance plan situation. Or click the dropdown to select another option:

Payment Plan: Set up Patient Payment Plans or Insurance Payment Plans (e.g. orthodontics).

Installment Plan: Set up Installment Plans. This is a quick alternative to a payment plan.

Quick Procs: Quickly add procedures to a patient's account. See Quick Procs.

Repeating Charge: Add Repeating Charges to the patient's balance on a monthly basis. Useful for orthodontic offices.

Statement: Click the button to send a full statement to the printer. Click the dropdown to select another option. See Statements.

Questionnaire: Launch the Questionnaire feature. Only visible when turned on in Show Features.

TrojanCollect: Launch Trojan Express Collect. Only visible when turned on in Show Features.

Aging and Balance Due

Typically, Aging (30/60/90 days past due) is updated daily for all patients. Every time you open a patient's account, the aging is also recomputed for accuracy.

Next to aging, the estimated balances after insurance pays can be seen.

Note:
  • If using patient payment plans, the pay plan logic determines whether or not Total, Est Bal, and Pat Est Bal include payment plan amounts due.
  • If Balances don't subtract insurance estimate in Account Module Preferences is turned on, the captions above balance information are different (Balance (bold red), Ins Pending, After Ins, Pat Est Bal). This option is useful if your office does not accept insurance assignment of benefits and the patient pays the full amount regardless of the insurance estimate.

To give you as many choices as possible, there is not a close out process at the end of the month to put procedures into history. Instead, if you don't want previous entries to be altered, assign security permissions to users based on date. Older entries can still be changed, but only if you have permission and the correct password. Procedures themselves are always protected from alteration regardless of your security settings. See Security Overview.

Payment Plans

When the patient is associated with Payment Plans, details show in the Payment Plan grid. Double click a plan to view terms, amortization schedule, or to edit.

Credits, debits, and payments for patient payment plans can optionally show as line items in the patient's account ledger and affect balances and aging. See Patient Payment Plans for a description of options.

Patient Account Tab

The patient's account ledger. All procedures, grouped by date with related claims, insurance payments, patient payments (and pay splits), adjustments, statements, invoices, and receipts are listed. Depending on your payment plan logic, payment plan credits, debits, and payments may also show. The sort order is as follows:

Double click an item to edit. Click a claim or adjustment to highlight attached procedures.

Ortho Case Tab

This tab only shows if Show ortho case in account module is selected in Ortho Setup. View the patient's orthodontic details. See Ortho Case Information.

Communications Log (Commlog)

The Communications Log lists all commlog entries for the patient. There is a splitter between the main account grid and the log. Drag the splitter up or down to shrink or expand the log.

Main Tab

Fam Urgent Fin Note: This note applies to the entire family. It shows in red and is meant for very important financial notes. It also shows in red in a variety of other places throughout the program. If you have monitors that are visible to the patients and you don't want them to accidentally see your note, type see below on the first line. Then hit the enter key a few times before typing your note. This will force users to scroll down to see the note.

Credit Card Manage: Manage stored patient credit cards. See Credit Card Manage Window.

Select Patient: Lists all family members. Click on a patient to switch patient accounts.

Family Financial: These notes are not tracked in the audit trail. This is an older version of the commlog.

Show Tab

Select which information displays in the patient's account ledger.


Start/End Date: Filter line items by date. Enter a start and end date manually then click Refresh, or click a button to select today only, Last 45 Days, Last 90 Days, or All Dates (no date range).

Show Proc Breakdowns: Display additional financial information in the description column for each procedure (e.g. patient portion, insurance paid, write-off, adjustment). This checkbox is user specific. To show the breakdown on statements, select Show procedure breakdown in Manage Module Preferences.

Show Family Comm Entries: Show commlog entries for the entire family rather than just for the current patient.

Show Completed Pay Plans: Show patient payment plans that have been closed. See Closing Patient Payment Plans. This setting will affect all workstations.

Patient Information

This grid only shows if you have added fields to Display Fields, Account Patient Information. It can list billing type and custom patient fields. See Custom Patient Fields to add or hide definitions in this list.