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We ran the Daily Audit report, a patient is showing as missing a transaction in the ledger, but there was a transaction posted. Why?

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Jaclynn
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Introduction:

The Daily Audit Report is utilized for finding what is missing. You can find this report by going to your toolbar and clicking Reports>Daily Reports>Daily Audit. A successful Daily Audit is when no records appear because that means all Appointments, Transactions, Progress Notes and Signed Progress notes have been performed for all patients seen.

Issue description:
If the Daily Audit report returns a patient that is missing a transaction in their ledger, it is possible that the procedure code(s) is not setup as a visit code. A procedure code posted to the ledger must be setup as a “visit code” in order to be considered a completed procedure.

Signs:
A patient appears on the report with an "X" in the "Ledger Transaction" column. Going to the ledger shows procedure codes posted on the date the report was ran for. 

Basic troubleshooting steps:

  1. Go to the patient ledger to review procedure codes posted for the date of the report. 
  2. Go to Setup>Procedure Codes>Procedure Codes.
  3. Search for and select the procedure code that was posted. 
  4. Is there a yes in the field labeled "Visit Code"? 
    1. If there is a "No" click the "Edit" button and change the "No" to "Yes".
    2. If there is a "Yes" already, please contact support.  

Best Practices:

When setting up procedure codes:

  • Visit Code- If the procedure should be tracked by the office as a patient visit, the box should be checked. If the procedure does not need to be tracked as a patient visit, the box should not be checked.
  • Ledger Code- If the procedure should be accounted on the patient ledger, the box should be checked. This will allow the procedure to be posted to the ledger. If the procedure does not need to be accounted on the patient ledger, the box should not be checked.
  • A/R Code-If the procedure should be included on the Accounts Receivable reports, the box should be checked. Please note if a code is marked a ledger code but NOT an A/R code, the code will be posted to the ledger with zero fees, regardless of fee schedule attached. If the procedure does not need to be included on the Accounts Receivable reports, the box should not be checked. 

Additional resources:
Daily Audit Report

How does Denticon consider an appointment as “missed”?

How do you understand the Procedure Code Setup screen?

 

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