Using the OrthoTrac Collections Module

Selecting Accounts

To view a list of accounts with balances due:

1. Click the Collections Activity button or select Functions > Collections Activity from the menu bar. The Collections Activity for <Date> window is displayed.

2. The window is displayed with default selections, but you can select or deselect any of the options.
   Example:To make the collections list more manageable,
   select the Accounts with Promise Due option and then select
   the Promises Due Today Only list. Then move on to either the
   Promises Due Today and Earlier option or the Promises Due
   for Date Range option. Next, select the Accounts with
   Balance Due option and select Due Today Only. Then move
   on to the Due Today and Earlier option or the Due on Roll
   Day Between option.
   
   When you have selected the accounts you want to view, click OK. The Collections Activity window is displayed.

3. In the Responsible Party field of the Collections Activity window, a list of responsible parties whose accounts fit the criteria you selected is displayed.
   
   Select a name in the list to view a party’s information. In front of the responsible party name, either (Due) for balance due or (P/D) for accounts with a promise and balance due is displayed. (Prm) is displayed in front of the responsible party name when you search only for Accounts with Promise Due.
   
   
   To the right of the Responsible Party field are fields for the selected party’s address, phone number, and associated patients.
   
   The center of the window contains the promise grid, where you can view existing promises and add new promises. Promises on the grid are color-coded.

   • Gray — Paid promises

   • Green — Changed promises

   • Black — Promises due

   • Purple — Future promises

   • Red italic — Deleted promises

Account totals for the selected patient, including responsible party and insurance balances, are displayed on the right side of the window. You can add additional comments at the bottom of the window in the Comments field.

4. Select View from the menu bar to customize the information displayed on the Collections Activity window. Select from the available options.

   • Contacted Parties — Select to view accounts previously contacted since the last financial roll.

   • Promises for Patients — Select to view promises for the selected patient or for all patients connected to the currently displayed responsible party.

   • Totals/Overview — Select to have the right side of the window display account totals or an account overview as the current view.

   • Checks/Overdraft — Select to display auto-payment information.

   • Promise History/Changed Promises/Future Promises — Select the types of promises you want to display in the promise grid. Future promises are displayed by default. Select Promise History to view deleted and paid promises. Select Changed Promises to include promises that have been changed in the view.

   • Show Options — Select to view the display options you selected on the Collections Activity For <date> window.

5. Use the function buttons at the bottom of the window to perform additional financial functions.

   • Letters — Click to view and post collections letters from the Post and Print Letters window.

   • Chart — Click to view the chart for the selected account.

   • Statement — Click to generate a statement for the selected account.

   • Adjust — Click to make an adjustment to the selected account.

   • Totals — Click to view the Financial Functions — Totals window for the selected amount.

   • Ledger — Click to view ledger information for the selected account.

   • Contract — Click to view the Financial Functions — Contracts and Payment Plans window.

   • Close — Click to close the Collections Activity window.

Related Topics

Using the OrthoTrac Collections Module

OrthoTrac Collections Module -- Terminology and Concepts

Adding a Promise

Changing and Removing Promises

Creating Collections Activity Reports

Applying Payments to Promises