📓 Please Note: For staff to access the Financials & Account Ledger screens, a hospital administrator must add at least one of the following permissions to your preferred user roles: Payment Record, Payment Refund, Payment Void, or Financial Ledger. Users who only have the Financial Ledger permission added to their role will have view-only access of the Account Ledger screen. In addition, your hospital must also have our Payments feature previously enabled by contacting us at [email protected].
📒 Account Ledger
The Account Ledger displays Account Information, visit invoices and transactions for all patients in the Account, as well as their Account Balance and Balance ages (over 30, 60, 90, and 120 days). There are three ways to navigate to the Account Ledger screen:
Clicking ‘Business Office’ > ‘Financials’ > then searching/selecting an Account.
Clicking on the ‘Payments & Ledger’ button on the patient’s Invoice screen.
Clicking on the ‘Three Dot Menu’ icon next to a patient’s name > ‘Payments & Ledger’
In the Financials section of the Business Office, each column can be sorted using the carrot (downward pointed triangle) to the right of the column in descending or ascending order.
You can also search by the Account name in the Financials screen using the search bar in the top right. By default, this screen will only display Accounts that have Balances; however, you can always search any Account in the database if needed.
Clicking ‘Edit’ in the 3-dot menu next to the Account ID will bring up the Account information to easily view or update any Account information.
Hovering over the Account name will display all associated patients to that Account in a tooltip text, and clicking anywhere on the Account row will open up the Account Ledger for that Account.
Once in the Account Ledger for that Account, the top section of the Ledger will contain the Account information and the Account Balance totals, any Account Credits, and Balance ages.
You can also Filter the ledger rows by Transaction Type, Payment Method, Invoice, and Patient.
Clicking on any transaction row will open up the Payments Pane to the right, and clicking on any Visit Invoice row will open up the selected Invoice screen for the patient.
A helpful tooltip will also display when hovering over rows. Transaction rows will display Transaction details as well as any Transaction Notes entered with the Payment.
The footer section of the Account Ledger works as follows:
Payments: Opens the Payments Pane on the right hand side.
Print Statement: Exports a PDF of the Account Ledger to print.
Totals Section: Displays the total Credit, Debit, and Balance of all the Ledger rows, with the amounts updating as financial data changes.
