Overview
If your dental organization operates multiple locations, it’s important to use the Aging by Home Office reports to get an accurate view of your Accounts Receivable (A/R).
These reports ensure balances are calculated correctly by the Responsible Party’s home office, even when charges and payments are recorded at different locations. This provides a true picture of what is owed and prevents misleading balances across locations.
Why This Matters for Multi‑Location Practices
In a multi‑location organization, it’s common for a patient’s financial activity to span more than one office. For example:
- A procedure may be charged at Location A
- A payment may be collected at Location B
Even though the account is balanced overall, standard (single‑location) aging reports can make it appear that money is still owed or overpaid, depending on which location the report is run from.
Example Scenario
- Procedure charged at Location A: $100
- Payment recorded at Location B: $100
- Ledger balance: $0
Assume the Responsible Party’s Home Office is Location A.
Using Standard (Single‑Location) Aging Reports:
- Location A shows $100 due
- Location B shows $100 credit
This creates confusion because the account is actually paid in full.
Using Aging by Home Office Reports:
- The $100 charge and $100 payment are considered together
- The balance correctly reflects $0 due
- No false balances appear on either location’s report
What the Aging by Home Office Report Does
The Aging by Home Office report:
- Reviews all transactions tied to a Responsible Party’s account
- Considers payments and charges regardless of where they were recorded
- Assigns balances based on the Responsible Party’s Home Office
- Provides an accurate A/R balance for each location’s “home” accounts
For multi‑location dental organizations, these are the recommended aging reports for financial accuracy.
When You Should Use Aging by Home Office Reports
Use these reports when:
- Your organization has multiple locations
- Payments and procedures may occur at different offices
- You need a true organization‑wide A/R view
- You want accurate balances without duplicate charges or credits
Recommended Aging by Home Office Reports
Navigate to Reports → Monthly Reports → Aging by Home Office, and run the report with the options that best match your needs:
- Aging by Home Office
- Aging by Home Office (Include Balance Status)
- Aging by Home Office (Include Contract Balance)
- Aging by Home Office – Detail (Select Provider(s))
- Aging by Home Office – Patient A/R
Reports Not Recommended for Multi‑Location Practices
The following reports only evaluate transactions within a single location and do not account for cross‑location activity. These are not recommended for multi‑location organizations:
- Reports → Monthly Reports → Aging Report (Detail)
- Reports → Monthly Reports → Aging Report (Summary)
- Aging Report – Detail (Select Provider(s))
- Aging Report – Summary
- Aging Report (Include Contract Balance)
Key Takeaway
For multi‑location dental organizations, Aging by Home Office reports provide the most accurate and reliable view of Accounts Receivable. They eliminate confusion caused by cross‑location transactions and ensure balances reflect what is truly owed.