The Account Module is where the patient's finances are organized. Accounts are tracked on a patient basis, not a family basis.
A list of all family members appears under Select Patient on the right. Single click on a family member to quickly switch patient accounts.
Payment – Enter a patient payment.
Adjustment – Enter an negative or positive adjustment to the patient account.
New Claim – Create a new insurance claim, or click the dropdown to specific claim type.
Payment Plan – Setup a payment plan for a patient. Useful for orthodontic offices.
Installment Plan – Setup an installment plan. This is a quick alternative to a payment plan.
Repeating Charge – Add a repeating fee to be added to the patient's balance on a monthly basis. Useful for orthodontic offices.
Statement – Create a statement, or click the dropdown to select other options (walkout, email, invoice, or receipt, more options).
Questionnaire - Launch the questionnaire feature. Only shows if enabled in Show Features.
TrojanCollect - Launch Trojan Express Collect. Only shows if enabled in Show Features.
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. To calculate aging monthly instead of daily, select that option in Account Module Preferences.
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.
To the right of the Aging, hover over the Ins Rem box to see insurance remaining. The amounts are calculated the same way as in the Treatment Plan module.
If a Payment Plan or Installment Plan is setup for the family, details show at the top of this window.
In the main Patient Account grid, all procedures are grouped by date with related Insurance Claims, Insurance Payments, Patient Payments, Adjustments (including Treatment Plan Discounts) and Statements. Double click an entry to edit a Claim. Text colors for entry types can be customized in Definitions under Account Colors. Default options can also be set in Account Module Preferences.
Running balances never take into account pending insurance estimates. The estimated balance
after insurance pays can be seen at the top next to aging. If your office does not accept
insurance assignment of benefits, and you always wish the patient to pay the full amount regardless of
the insurance estimate, then go to Account Module Preferences and check the box for "Balances don't subtract insurance estimate". This
option is rarely used.
All Patient Payments can be Split between
different family members or between different providers. Splits can even be attached to procedures and
applied to other families.
Payments, receive each patient claim separately, then finalize the payment by attaching the claim to a payment. The date of the insurance payment will be the Payment Date of the Claim Procedures attached to the claim. If a claim has procedures with different payment dates, there will be multiple line items for 'Insurance Payment for Claim'.
The Communications Log lists all Commlog entries for the patient. There is a splitter between the main account grid and the Commlog. Drag the splitter up or down to shrink or expand the log.
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: See Credit Cards.
Select Patient: Lists all family members. Click on a patient to select.
Family Financial: These notes are not tracked in the Audit Trail. This is an older version of the Commlog that will be eliminated within a few versions.
Select which information displays in the Account module.
To filter results in the Patient Account grid by date, select a date range. If you enter a start or end date manually, click Refresh to update the results.
Show Proc Breakdowns: Display additional financial information in the description column for each procedure (e.g. patient portion, insurance paid, writeoff, adjustment). 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.
At the lower right is the Questionnaire button and the Trojan Express Collect button.
This grid only shows if you have added fields
to AccountPatientInformation in Display Fields. It can list billing type and Custom Patient Fields.