In the past, payments or adjustments may have been attributed to the wrong family members or providers. This can cause inaccurate numbers to appear on reports that show current provider balances and can confuse the process of splitting payments among family members. These problems are usually corrected by applying credit and charge adjustments among the providers and family members affected. Dentrix simplifies the process of locating these misapplied credits and applying those adjustments using the Provider Credit Balances Manager and the Allocate Credit Balances features.
Watch the following video to learn how to allocate a credit balance. (Duration 3:39)
Additional Tips
- Note the following regarding the Provider Credit Balances View and Manager:
- To have Dentrix select all guarantors that have credit balances, leave the From and To fields at <All>. To select a single guarantor, enter the same name in both fields
- To hide providers that you have inactivated, click the Hide Inactivated Providers They will be hidden from the provider selection list. Click it again to show them.
- To save the view, select your options and check the Save as Default option.
- You can change the columns in the manager by clicking the column headers. Click once to sort the column, click a second time to reverse the sorting order.
- Guarantors with credit balances will show negative Account Balances; those with no balances will have $0.00 Account Balances; and, those with charge balances will have positive Account Balances.
- If you know the guarantor for which you want to allocate credit balances, select that person in the Ledger and click Transaction > Allocate Credit Balances.
- The Offsetting Adjustments Total must be zero before you can select OK/Post.
- To view the provider’s balances, expand Family Provider Balances .
- When you make adjustments through Allocate Credit Balances, those adjustments do not change the patient’s aging.
- When you make adjustments through Allocate Credit Balances, they do not appear on the billing statements. If you prefer that they should appear, click Setup (in the Allocate Credit Balances window), and select Itemize allocation offsetting adjustments for billing statements and family walkouts. (This feature remains on, for all patient statements, until it is turned off.)
- The automatic allocation options will attempt to allocate the oldest balances first, working to the newer balances until the available credits are exhausted. If there are certain providers with newer balances that you would prefer to allocate for, select those providers, and click Priority to selected item(s) to influence the decision making of the automatic allocation methods.
- If this is your first time using the Allocate Credit Balances feature, you will be asked to choose credit and charge adjustment types. Dentrix recommends using types that are specific for this purpose, such as Transfer Balance Credit and Transfer Balance Charge. To learn how, read Changing Allocate Balances Settings in Dentrix Help.
- To learn more about the Provider Credit Balances Manager, read the Provider Credit Balances Manager Overview topics in Dentrix Help.
- To learn more about allocating a credit balance, read the Allocating Credit Balances topics in Dentrix Help.
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