Tuesday, September 13, 2016

Dentrix Notes Part III: Financial Notes

If you've been reading our blog the last couple of weeks, you know the importance of keeping notes in Dentrix, and keeping them in the right location. The Ledger is another key area where notes are valuable. Because money is a big deal to everyone involved, it's important to keep good notes about payments, additional charges, and/or adjustments that were made on a patient account, and to document terms and agreements made about an overdue balance. 

There are a couple of different financial notes, and we'll explain each of them each below.

  • Guarantor Notes and Billing Statement Notes - both notes are accessed by selecting a patient in the Ledger and clicking the Guarantor Notes button or by clicking File > Guarantor Notes.

  • Example of a guarantor note

    • Guarantor Note - The top part of the Guarantor Notes dialog box has an Account Note field where you can enter financial notes about the account. Every patient in the family shares the guarantor note.
    • Billing Statement Note - The bottom part of the Guarantor Notes dialog box has a Billing Statement Note field that should be used to enter text or reminders that you want to print on the billing statement for the selected family. This field is limited to 82 characters, and you have the options of using any custom billing statement notes you may have created previously, and entering a Print on Statement until date.
  • Payment Agreement Note - This note should be used to record any information related to a payment agreement that is included in the payment agreement terms. The terms of the payment agreement can be added to the Payment Agreement Note field by clicking the Copy Agreement to Note button (they appear in the field with a ***NEW*** heading). Additionally, when a payment agreement is cleared from a patient, a copy of the terms of the cleared agreement are entered in this field (under a ***CLEARED*** heading).

  • Example of Payment Agreement Note with agreement terms copied to the note field.

  • Payment Plan Note - This note should be used to record any information related to a Future Due Payment Plan that is included in the payment plan terms.
  • Transaction Note - Similar to a procedure note, you can add notes to any financial transaction posted to the Ledger, including payments, adjustments, finance charges, and late charges.
Example of transaction note entered for a late charge.

If you missed it, be sure to read our previous posts about Scheduling Notes and Patient Information Notes. And stay tuned for next week's Tip Tuesday post about notes dealing with insurance.

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