Please Note: To access the Financials and Account Ledger screens, a hospital administrator must assign at least one of the following permissions to your user role:
Payment Record
Payment Refund
Payment Void
Financial Ledger
Users with only the Financial Ledger permission will have view-only access to the Account Ledger screen.
Additionally, your hospital must have Instinct Payments enabled. If not, contact [email protected] to activate this feature.
Account Ledger
The Account Ledger displays account information, visit invoices, and transactions for all patients within an account, as well as the Account Balance and aging breakdowns (over 30, 60, 90, and 120 days).
There are three ways to access the Account Ledger:
Business Office > Financials > search and select an account
Payments & Ledger button on a patient’s Invoice screen
Three-dot menu next to a patient’s name > Payments & Ledger
In the Financials section of the Business Office, each column can be sorted in ascending or descending order using the carrot icon (downward-pointing triangle) next to the column header.
You can also search by Account name in the Financials screen using the search bar in the top right. By default, this screen displays only accounts with balances; however, you can 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.
