Viewing the Ledger

The Ledger function displays all financial activity for the selected account. You can view ledger activity by patient, by responsible party, or by single account. More...

View by Patient
View by Responsible Party
View by Single Account
Displays ledger information and tabs for the selected patient and responsible party.

The displayed content varies depending on the following circumstances:
- If there is no insurance carrier associated with the responsible party
- If the responsible party has one or more insurance carriers
  If the responsible party does have one or more associated insurance carriers, the Combined Resp/Ins tab is displayed, as well as all ledger transactions pertaining to both the patient and the responsible party. This includes transactions for all associated carriers.
  
  A tab is displayed with the name of the responsible party. This tab displays ledger transactions pertaining to both the patient and the responsible party without including insurance.
  - One tab is displayed for each insurance carrier associated with the responsible party. This tab displays ledger transactions pertaining to the patient and the responsible party for that carrier.

You can enter ledger comments only when using the View by Resp Party option. Click <Add Ledger Comment> in the grid and type your comment. Ledger comments cannot be deleted.

Both view options include an All tab that combines all activity for the selected account.

When you view the ledger, the Doctor, Assistant, Clerk, and Location fields display without drop-down lists. When you move the mouse over the transaction grid, the names of the doctor, assistant, clerk, and location of the original transaction display in these fields. Select View > Active Header from the menu bar of the Financial Functions — Ledger window to turn this feature on or off.

Another option available from the View menu enables you to turn on or off a display below the account activity grid that indicates whether cheques or drafts are set up in the automatic payment portion of the program. This display includes the total number of payments, the date the next payment is to be posted, and when the last payment is scheduled to be posted. Select View > Cheques/Drafts from the menu bar of the Financial Functions — Ledger window to turn this feature on or off.

To print a copy of the ledger, select Reports > Ledger > Patient Copy or Reports > Ledger > Office Copy.

You can use the Ctrl+L shortcut to view the ledger by patient or the Ctrl+E shortcut to view the ledger by responsible party.

To view ledger information:

Click the Financial Functions button in the patient chart. The Financial Functions — Charges and Payments window is displayed.
Click the Ledger button. The Financial Functions — Ledger window is displayed.

Click the tabs across the top of the ledger to view account information for individual patients who are linked.
Select View by Resp Party to display tabs containing account information for all responsible parties and insurance carriers that are linked.

Use the Patient or Resp Party drop-down lists to view another patient or responsible party. The views vary, depending on how the patients are linked in the patient chart.

When finished, click a function button to perform another financial function, or click Close to close the window.

The account detail grid displays the Date, Responsible Party or Patient, Doctor Number, Clerk Number, Description, and Amount for each transaction. If you are viewing one of the individual tabs, the display includes columns for Charges and Payments. More...

When you use the All tab, the Charges and Payments columns are replaced by Patient and Insurance columns.

The Current and Total columns display the current balance and total balance after the transaction.

A total for each column is displayed below the account detail grid. On an individual tab, the totals for the Charges and Payments columns show all charges and payments posted to the account. On the All tab, the totals for the Patient and Insurance columns show the current balance for all patients or all responsible parties combined, depending on the view selected.

As you move the mouse over each line below the column totals, the full name of the responsible party, insurance carrier, or patient to which the transaction was posted is displayed.

In the lower-left corner of the window, click the Expand button to expand the ledger activity grid. To return the display to its original size, select another function or click the Collapse button.

The Expand and Collapse buttons reverse each time they are clicked, indicating how the window is displayed when the button is clicked.

If a transaction has been split between a responsible party and insurance, (Split) is displayed in the Resp column of the grid. Move the mouse over the (Split) indicator to display the name of the responsible party and the insurance carrier that the transaction was split between. This information is separated by a slash (/) in the area below the column totals.

Click (Split) to diisplay a window containing a breakdown of the split transaction.

From the ledger display, the View menu provides two display options. The first option enables or disables the update of the account information section of the window as the mouse is moved over each line of the ledger display. This option is referred to as Active Header.

The other option turns on or off a display below the account activity grid that indicates any cheques and/or drafts that have been set up in the automatic payment portion of the program. This display includes the total number of payments, the date the next payment is to be posted, and when the last payment is scheduled to be posted.