Introduction
Denticon provides users with a ledger module that allows the office to track transactions related to patient care.
Description
The ledger allows users to review services/payments/adjustments posted and claims created (as well as their status), in addition to tracking how much money is owed to the office by the financial party or insurance company. The user can perform a variety of functions from the ledger such as creating a claim, entering transactions, and filtering the ledger to only view transactions of a certain type or transactions that occurred in a certain date range.
Key features
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Patient Dashboard
- The patient dashboard is located below the Denticon Toolbar. The patient dashboard is visible throughout many screens in Denticon: Transaction Entry, Ledger, Progress and Patient Notes, Prescriptions, Restorative and Perio Charting. This area serves to quickly inform the user of who is the selected session patient across screens, along with providing that patient's contact information, age/DOB, patient ID and home office. Clicking into this area will quickly bring the user back to the selected patient's Patient Overview screen. The dashboard will also show the user the patient's Next Visit, Next Recall, First Visit and Last Visit.
- Another important feature of this dashboard is that it shows the account balance along with the responsible party information. This dashboard also displays the estimated insurance portion of the balance and the estimated patient portion of the balance. Reviewing the reported balance of the ledger in this section is a critical step in determining if an account needs reallocation or if it can be fixed with manual transfers. The reallocate account tool will not be available unless the balance in this section does not match the balance amount in the other sections of the ledger.
- Lastly, if the patient has insurance attached, the patient dashboard will display information for both the primary and secondary insurance as well as providing the subscriber ID. If there is no information in the insurance section of the patient dashboard it is an easy indicator that the patient is uninsured.
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Ledger Buttons and Filters
- Directly below the Patient Dashboard is a series of buttons that will allow the user to perform various actions from the ledger screen.
- There is also a series of filters available that allow the user to filter the ledger to view transactions that fall under a specific category.
| Button/Filter | Use Case |
| Patient/Account Ledger | Allows the user to toggle between viewing the ledger for the entire account or viewing the ledger for the currently selected patient. |
| Create Claim | Allows the user to create a claim for the selected patient. This button is only available when viewing the patient ledger. When viewing the account ledger, the button will be greyed out. |
| $Payments/Adjustments | Routes user to the Transaction Entry screen with payment entry selected as the default. |
| Add Procedure | Routes user to the Transaction Entry screen with procedure entry selected as the default. |
| Balance Stat | This allows the user to add a balance status to the account/patient ledger. When running aging reports, the balance status will show if the user selects the option to include them. |
| Sort By | Allows the user to sort by transaction date or date of service. When transaction date is selected, transactions will appear in the ledger based on chronological order. When date of service is selected, transactions will be grouped together based on date of service. Only appears as an option when viewing the account ledger. |
| From/To | Allows the user to filer the ledger to only show a specific date range. |
| Ledger Filters | A series of filters that allow the user to view the ledger for only certain traction types. |
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Ledger
- Underneath the ledger buttons and filters is the account/patient ledger. The ledger is a record of all transactions and claims posted under an account or posted under a particular patient associated with the account.
| Ledger Field | Use Case |
| Prn | This field is only available when viewing the patient ledger. It allows the user to select procedures to print to a claim. |
| Date | For service line items posted to the ledger, the date will reflect the Date of Service. Clicking the date will bring the user to the Edit Treatment screen. For claim line items, the date will reflect the claim created date. Clicking the date will bring the user to the Claim Detail screen. For payment/adjustment line items the date will reflect the date the transaction was entered into the system. Clicking the date will bring up the edit payment screen. |
| Patient | The name of the patient the transaction was entered under. |
| Office | The office that was selected when the transaction was posted to the ledger. |
| A |
This field indicates whether or not a transaction was applied to the patient or to the responsible party. P= Patient R= Responsible Party |
| Code |
For service line items, this field will reflect the procedure code posted. For claim line items, this field will reflect whether it is a secondary or primary claim CLM-P= Primary Claim CLM-S= Secondary Claim For payments/adjustments, this field will reflect the payment/adjustment code entered. |
| TH | If there is a tooth number associated with a transaction it will reflect in this field. |
| Surf | If there is a specific tooth surface that is associated with a transaction it will reflect in this field. |
| Type |
This field indicates the transaction subtype of line item posted to the ledger. P=Production C=Collection |
| N | Indicates if there is a note associated with the transaction posted. Hovering over the N will show the note entered. |
| Paper Clip | The paper clip icon indicates if there are any EOB attachments associated with the line item. Clicking the paperclip will allow the user to view the EOB attached. |
| Description |
A description of the line item posted to the ledger. For claim line items, the description will reflect the type of claim, claim status, and the close date if the claim is closed. Clicking the claim description will launch a pop-up showing claim details as well as all transactions associated with the claim. |
| Bill |
Indicated the insurance billing order of the services and claims posted to the ledger D=Primary Insurance is attached DD=Secondary Insurance is attached DDD=Tertiary Insurance is attached. DDDD=Quaternary Insurance is attached. M= Primary Medical Insurance is attached. MM=Secondary Medical Insurance is attached. |
| Duration | The procedure code duration as indicated in the procedure code setup. |
| Provider | The provider that the transaction was recorded under. |
| Est Pat | The estimated patient portion of the balance due for the transaction. |
| Est Ins | The estimated insurance portion of the balance due for the transaction. |
| Amount | The transaction fee/amount of the line item. Clicking this field will allow the user to view the payment allocation details for that particular transaction. |
| Balance | The balance for the account/patient. Reviewing the reported account balance of the ledger in this section is a critical step in determining if an account needs reallocation or if it can be fixed with manual transfers. The reallocate account tool will not be available unless the account balance in this section does not match the account balance amount in the other sections of the ledger. |
| User | The user that posted the transaction. |
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Balances/Contracts
- This section of the ledger will allow the user to quickly view the account balance as well as the individual balances of the patients on the account, if they select the balance option. Clicking the amount of the account or patient balance will allow the user to access the Aging Detail.
- The contracts section will show you the information for any payment contracts the currently selected patient has setup.
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Aging Detail
- The aging detail allows the user to review the aging balances of transactions that are associated with the account. Aging transactions are ledger items that have not yet had credit allocated to them, so they are reflecting as a balance on the account. The aging detail is accessed by clicking either the account or patient balance amount at the bottom of the screen.
- Reviewing the reported account balance of the ledger in this section is a critical step in determining if an account needs reallocation or if it can be fixed with manual transfers. The reallocate account tool will not be available unless the account balance in this section does not match the account balance amount in the other sections of the ledger mentioned above.
- If the account balance shows $0 but the account is being flagged on an aging report, the user should come to the aging detail to ensure credits are entered under the same patient, provider, and office as the aging balances.
| Aging Detail Field | Use Case |
| DOS Date | Date of Service or Date of Transaction |
| Patient Name | The name of the patient the transaction was entered under. |
| Office | The office that was selected when the transaction was posted to the ledger. |
| Code |
For service line items, this field will reflect the procedure code posted. For payments/adjustments, this field will reflect the payment/adjustment code entered. |
| Th | If there is a tooth number associated with a transaction it will reflect in this field. |
| Surf | If there is a specific tooth surface that is associated with a transaction it will reflect in this field. |
| T |
This field indicates the transaction subtype of line item posted to the ledger. P=Production C=Collection |
| Description | A description of the line item posted to the ledger. |
| Provider | The provider that the transaction was recorded under. |
| Current | The total amount of current aging charges. |
| Over 30 | The total amount of aging charges older than 30 days. |
| Over 60 | The total amount of aging charges older than 60 days. |
| Over 90 | The total amount of aging charges older than 90 days. |
| Over 120 | The total amount of aging charges older than 120 days. |
| Balance | The balance for the account/patient. Reviewing the reported account balance of the ledger in this section is a critical step in determining if an account needs reallocation or if it can be fixed with manual transfers. The reallocate account tool will not be available unless the account balance in this section does not match the account balance amount in the other sections of the ledger. |
| Contract Adjustments | The amount of contract adjustments posted to the ledger as well as the remaining balance of the contract. Regular contracts in Denticon substitute actual production with a monthly charge. Contract adjustments on the regular contract serve as placeholders to signal what the current balance is, for this reason they never allocate until the contract is fully posted or removed. |
Additional information