To access the Financials tab in the Business Office, you must have the financial_ledger permission assigned to your role.
To access account ledgers, you must have at least one of the following permissions assigned to your user role:
payment_record
payment_refund
payment_void
Additionally, your hospital must have Instinct Payments enabled. If not, contact [email protected] to activate this feature.
How to find an account ledger
The Account Ledger displays client 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 at the bottom of a patient’s Invoice screen
Three-dot menu next to a patient’s name → Payments & Ledger
Navigating the Financials tab
In the Financials section of the Business Office, each column can be sorted in ascending or descending order using the arrow icon next to any column header.
By default, this page displays only accounts with balances; however, you can search for any account and edit account details or quickly navigate to the account ledger. You can search by account name, account ID, or email in the Financials tab using the search bar in the top left.
Additionally, there is a filter menu to the left of the search bar to narrow results down by accounts with: open invoices, checked-in patients, false zero balances, and account alerts. 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 an Account ID will bring up the Account information to easily view or update any Account information.
Hovering over an Account name will display all associated patients to that Account, and clicking anywhere on the Account row will open up the Account Ledger for that Account.
Navigating the account ledger
In the Account Ledger, the top section will show the Account information, Account Balance totals, any Account Credits, and Balance ages.
You can use the search box or filter the ledger by Invoice Status (open or closed), Payment Status (paid, unpaid, or partially paid), Transaction Type (payment, refund, or deposit), Payment Method, Invoice types (visit or non-visit invoices), and Patient.
Clicking on any transaction row will open up the Payments panel 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.
Print statements and open the Payments panel
The top right of the ledger screen displays options for printing the account statements as well as the Payments button to open the Payments panel at any time. See Print Account Statements and Invoices for more details regarding printing statements.
