Account Module Preferences

In the Main Menu, click Setup, Account.

Alternatively, click Setup, Module Preferences, Account tab.

Set default options and settings for features in the Account module.

Account module preferences are divided into three tabs, Pay/Adj, Insurance, and Misc Account.

Pay/Adj Tab

Automatically store credit card tokens: If using XCharge (OpenEdge) or PayConnect, this option is usually checked. It determines the default setting for the Save Token check box when charging a credit card using XCharge or PayConnect. A token is encrypted credit card information (card number and expiration date). Tokens must be stored to use CC Recurring Charges.

Patient Payments Use: Determines the default clinic for patient payments (Payment window). There are three options:

Payments prompt for Payment Type: Determines whether or not a payment type is automatically selected when entering a patient payment.

Default unearned type for unallocated paysplits: Set the default Unearned Type for paysplits that are not allocated to providers. Customize options in Definitions: PaySplit Unearned Types. Defaults to Prepayment.

Finance charge adj type: Select the adjustment type created for Finance Charges.

Billing charge adj type: Select the adjustment type created for Billing Charges.

Sales Tax adj type: Select the default adjustment type for Sales Tax (e.g. Sales Tax). Only addition adjustment types show as options.

Note: Customize adjustment type options in Definitions: Adj Types.

Payment Plan adj type: Set the negative adjustment type used when adding payment plan adjustments.

Sales Tax Percentage: Set the sales tax percentage to apply.

Bad Debt Adjustments: Mark specific adjustment types as Bad Debt (debts that won't be recovered). This data can be used in custom queries.

  1. Click Edit to view a list of available adjustment types.
  2. Highlight the adjustment types to mark as bad debt. Press Ctrl while clicking to select multiple options.
  3. Click OK. The bad debt adjustment types will list.

Currently selected bad debt adjustment types are highlighted in blue. Check Show hidden to reveal adjustment types marked hidden.

Allow future dated payments (not recommended): Determines whether or not users can enter future dated patient payments.

Note: While we allow you to do so, we do not recommend allowing future dated payments and other debits (credits) because it can cause accounting problems and violate generally accepted accounting principles (GAAP). Only enable this preference at your own risk.
  • When you DO NOT include future dated debits in balance calculation, a patient may appear to owe the debit amount and you may attempt to collect it (again).
  • When you DO include future dated debits in balance calculation, the balance on reports run on historical dates will not match the actual balance on the historical date since the future dated payment will be excluded.
  • If either this preference, or the preference for Allow future dated transactions (Misc tab) are enabled, future dated patient payments are allowed.
  • If both this preference, and the preference for Allow future dated transactions (Misc tab) are disabled, future dated patient payments are not allowed.

Allow emailing credit card receipts: Determines whether or not the Email Receipt button is enabled in the Payment window.

Enforce Valid Paysplits: Determines whether or not users are forced to allocate patient payments to procedures and unearned income. See Payment Preferences for more details.

Allow prepayments to providers: Only shows when Enforce Valid Paysplits is set to Enforce Fully. Determines whether to allow or prevent a user from assigning a provider to a prepayment.

Note: One reason for this preference is that some provider contracts may require the owner to pay providers on unearned income. For example, this makes sense for orthodontists who would otherwise remain unpaid when treatment is lengthy. Allowing unearned income to have a provider, even when Enforce Fully is turned on, is how to accomplish this. When the unearned income is allocated to a procedure later, a negative paysplit will be made along with a positive paysplit to move the money to the procedure (allocate it). If the same provider was paid previously that has now completed the procedure(s), the net income for that provider due to the allocation is zero. If the provider is different, there will be negative income for one provider and positive for the other.

Payments prompt for auto split: This preference was replaced by Enforce Valid Paysplits in version 17.3. Select paysplit prompt options.

Enforce Valid Adjustments: Determines whether clinic and provider of adjustments match clinic and provider of attached procedures. Also determines whether attaching adjustments to procedures is required or optional. Setting will only apply when using the Adjustment button in the Account module toolbar and to new adjustments or changes to adjustments.

Note: Attaching adjustments through the Procedure Edit Window will always assign the procedure clinic and provider to the adjustment.

Auto-split payments preferring: Determines the logic for automatic paysplit allocation suggestions when entering patient payments.

Hide paysplits from payment window by default:

Insurance Tab

Show provider income transfer window after entering insurance payment:

Set medical claims to institutional when using medical insurance:

Claim Form treating provider shows Signature On File rather than name:

PPO write-off description (blank for "Writeoff"): Determines the wording for insurance write-offs used in the Description column of Account module and on statements. The default will be Writeoff if left blank.

Claim Attachment Export Path: Enter the path to the folder where images attached to a claim will be exported. See Claim.

On medical e-claims, send treating provider as ordering provider by default: Set the default ordering provider sent in medical e-claims. Also see E-Claims Complexities.

On e-claims, send treating provider info for each separate procedure: Only applies to e-claims. Paper claims have no place to include information for more than one treating provider. This option should be checked unless you have a very good reason for needing to not send information about treating providers.

Require ACN# in remarks on claims with ADDP group name: This was added for one specific customer, and can be ignored by everyone else.

Allow procedure adjustments from claim window:

Credits greater than proc fee: Determines whether or not users are warned or blocked from allocating an insurance payment that is greater than the procedure's remaining balance (procedure fee - payments - writeoffs + adjustments).

Allow Future Payments: Determines whether or not users are allowed to enter insurance payments with a future Payment Date.

  • If either this preference or the preference for Allow future dated transactions (Misc tab) are enabled, future dated insurance payments are allowed.
  • If either this preference or the preference for Allow future dated transactions (Misc tab) are disabled, future dated insurance payments are not allowed.

Claim Identification Prefix: Change the default format of the claim ID. This number is assigned to a claim using the prefix selected, then adding an auto-generated claim number. Useful for internal tracking of claims. Click Replacements to select a prefix.

Creating claims with $0 procedures: Determines whether users are allowed, warned, or blocked from creating claims with $0 procedures.

Note: Clicking New Claim with no procedures selected will skip unsent $0 procedures, regardless of this preference value.

Exclude 'None' as an option on Custom Tracking Status: Determines whether None is an available status option in the Edit Claim - Status History Tab.

Disallow write-offs greater than procedure fee: Determines whether or not write-offs can be greater than the procedure fee.

Prompt for secondary claims: Determines how secondary insurance claims are handled.

Misc Account Tab

Balances don't subtract insurance estimate: Be careful. This will cause estimated balances due to exclude estimated insurance payments. This is generally only used if your patients are responsible for all treatment as it is done, and you don't accept assignment of insurance benefits. All insurance payments then go directly to the patients without involving the dental office.

Aging calculated monthly instead of daily:

Show Payment Numbers in Account Module: This is needed for countries outside the U.S. and in Canada.

Use UCR fee for billed fee even if PPO fee is higher: Set which fee is used as the billed fee when a PPO fee is higher than the UCR fees (PPO Insurance Plan only). Typically, if the PPO fee is higher than a provider's UCR fee, the PPO fee is used as the billed fee.

Invoices' payments grid shows writeoffs: Determines whether or not insurance write-offs are included in the Payments grid on invoices.

Age negative adjustments by adjustment date: Determines how negative adjustments are aged in the family balance and on aging reports.

Prompt user to allocate unearned income after creating a claim: Determines whether or not the user will be prompted to allocate unearned income to completed procedures when creating a claim.

Allow Future Dated Transactions:

Payment Plans exclude past activity by default: Determines the default state for the Exclude Past Activity check box on the Payment Plan Window.

Pay Plans use Sheets: Determines whether printed payment plans will use the classic layout or a custom layout designed in sheets.

Pay Plan Charge Logic: Determines how charges and credits for Patient Payment Plans show in the patient account ledger and whether they affect balances, aging, and reports.

Hide "Due Now" in Payment Plans Grid: Only shows when Pay Plan Charge Logic is set to Age Credits And Debits. Select whether to label the last column in the Payment Plan grid to Closed or Due Now.

Commlogs Auto Save: Determines whether or not Commlog entries save every ten seconds automatically after a change is made.

Show Family Comm Entries by Default:

Recurring charges use primary provider: Determines to which provider Recurring Charge payments will be applied.

Recurring Charges use transaction date: Select how the payment date is determined when running recurring charges.

Recurring charges run automatically: Option to automate the recurring charge tool to run at a specific time during the day.

Recurring charges run time: Set the time of day to automatically run the recurring charge tool. Use a 12-hour or 24-hour time format (include AM or PM).

Note: X-Web must be enabled for X-Charge users to use Recurring Charges.