Managing Patient Accounts > Accessing the Clipboard > Accessing the Patient’s Ledger

Correcting Ledger Entries

You can correct ledger entries on the current date of service or within 90 days of entry. You can also correct ledger entries more than 90 days old with special authorization. See the following procedures for more information.

To remove a transaction entered on the current date of service:

1. Right-click on the appointment of the desired patient and select Undo check-out. If the check-out was suspended, right-click on the suspended appointment, then click Resume check-out.

2. Select the erroneous transaction.

3. Click Remove entry. The procedure is removed from the Check Out Ledger window.

4. Repeat steps 2 and 3 as needed to remove additional transactions.

To correct a ledger entry within 90 days:

1. Select Lists > People. The Person Pick List window is displayed.

2. In the Find area, begin typing the last name of the person whose ledger requires correction.

3. Once the desired name is highlighted, click Edit. The Clipboard window for that individual is displayed.

4. Click Ledger. The Ledger Card window appears on the screen.

5. Select the transaction to be corrected.

6. Click Correct Entry. The Correct Ledger Entry window is displayed.

• If the procedure has been cleared by an insurance payment, you must remove the entry that cleared the claim before correcting the transaction itself.

7. The Correct Ledger Entry window includes the following functions:

8. Change amount to  Use this option to change the fee for the transaction. If all other information for the procedure is accurate, select this option and enter the correct amount in the designated field.

9. Remove entry  Use this option to remove the entire transaction.

10. Change producer to  Use this option to adjust the transaction when the producer has been incorrectly assigned.

11. Resubmit procedure to insurance  This option is only available if insurance has been associated with the Clipboard of the specified patient. Use this option to submit claims when either primary or secondary insurance has been added after the patient’s visit.

12. Change tooth information  Use this option to revise the tooth number, range of teeth, the surfaces, and/or the quadrant for the procedure. You can correct tooth information regardless of the age of the transaction.

8. Once you have made your selection from the choices listed above, click Make correction. The Ledger Card window is displayed.

9. After using the Remove entry option, you will see two entries listed in red, which indicate that the transaction was corrected. These entries appear only on the Ledger Card window; they are not printed on patient statements.

To correct a ledger entry older than 90 days:

• A Security Access Level of 10 is required to perform this function. The first time you correct a ledger entry more than 90 days old, you must contact a Carestream Dental Support representative for an authorization code.  

1. Select File > Preferences > Ledger setup. The Ledger Setup window is displayed.

2. Under Error Correction Time Span, change the number of days to allow corrections to ledger transactions and to backdate entries from 90 to the desired number.

• A setting of 0 removes the restriction entirely.

3. Return to the ledger you want to correct and follow the instructions for correcting a ledger entry within 90 days.

4. Return to the Ledger Setup window and reinstate the 90-day restriction.

Related Topics

Accessing the Patient’s Ledger

Posting Ledger Entries

Identifying Balances After Separating an Account

Posting a Reminder

Promoting a Patient to a Responsible Party

Printing the Ledger for Individual Patients

Using the Ortho Contracts Feature