For this situation, the Late Fee needs to be manually entered into the desired accounts.
To understand which accounts may need a Late Fee, the office should generate a report to understand the aging of accounts:
- Click the word “Reports” and choose the “Monthly Reports” option from the drop-down box
- Select the desired aging report:
- For a single-location dental operation, select the “Aging - Detail” report
- For a multi-location dental operation, select the “Aging by Home Office” report
- Select the desired aging parameters
- Click the Print/Preview button
The overdue account should be charged a Late Fee via the adjustments:
- Access the appropriate patient record (see Note, below)
- Access the Transactions Entry screen
- Select the “Adjustment Types” radio button
- Select the Late Charge adjustment that affects Production, and increases the ledger responsibility to the office
- Input the desired Late Fee amount
- Ensure the adjustment indicates the appropriate provider (see Note, below)
- Enter Notes, for a reminder about why the ledger adjustment is necessary
- Click the Apply button
NOTE: Adjustments are both patient-specific and provider-specific. To ensure the account’s ledger records are correct, ensure that (1) the appropriate patient and (2) the appropriate provider is selected when entering the adjustment.