Tuesday, October 4, 2016

Understanding the Ledger Display - Updated for Dentrix G6

A couple of years ago we did a post on Understanding the Ledger Display, and it has remained in our top 3 most popular posts ever since! But in Dentrix G6, the Ledger got a little bit of a facelift, and we wanted to make sure you could still understand the Ledger and how it looks today.

The Ledger window still contains a transaction log that lists all transactions posted to the patient's or family's account. But what's new is how that information is organized in columns on the screen.

There are 17 columns in the transaction log that provide additional information about each transaction:





  • Date - The date manually entered for the procedure/transaction. Usually this is the current date, but at times a different date may be used (such as when entering backdated procedures)
  • Entry Date - System-generated date (the current date) that indicates when the transaction was entered in Dentrix
  • Name - The patient's name
  • Tooth - Tooth number, as applicable
  • Surface - Tooth surface(s) treated, as applicable
  • Check # - Check number or other information entered in the Check/Payment # field of the Enter Payment dialog box
  • Code - Procedure code or transaction code (ADA procedure codes appear for procedures, financial codes such as Pay, Ins, Adj, etc. appear for transactions)
  • * (Transactions Flags) - An asterisk (*) in this column indicates that the transaction has been moved into history. A plus sign (+) indicates that the procedure has been invalidated. A carat (^) indicates that the procedure has been back-dated to a month that has been closed out.
    Note: When the procedure is moved into history, the carat will change to an asterisk.
  • Description - A description of the procedure description or financial ransaction
  • N (Has Note)- A musical note in this column indicates that a note is attached to the procedure or transaction
  • R (Has Referral by) - The letter "R" in this column indicates there is a related referral for this procedure
  • D (Has Diagnosis) - The letter "D" in this column indicates the procedure has diagnoses attached to it
  • M (Has Medical Cross Coding) - A solid triangle in this column indicates the procedure has been cross-coded for medical insurance billing. A hollow triangle indicates the procedure can be billed to medical insurance but that the cross code information has not yet been entered. A blue triangle indicates (solid or hollow) indicates the patient has medical insurance assigned in the Family File. A gray triangle indicates the patient does note have medical insurance assigned.
  • Amount - Amount charged for the procedure
  • Prov - Provider ID associated with the procedure or transaction
  • Ins (Insurance Claim Created)- "No" in this column indicates the procedure has not been submitted to the patient's insurance
  • Balance (Running Balance) - The patient's balance
The column headers in the Ledger can each be clicked to reorganize the information in the transaction log. For example, if you wanted to view the transaction log by tooth number, click the Tooth column heading. The information will be arranged first in ascending order, then if you click the Tooth column header a second time, the information is rearranged in descending order. Each column header behaves in a similar manner when the header is clicked. (To get back to a "standard" view, click the Date column header.)

You can also choose which columns to display on the screen. Right-click any column heading and a drop-down list appears showing all column options. Check or uncheck column names to have them appear (or not) in the window. For example, some offices might find that having the Entry Date column visible causes confusion, and want to remove it. (The Date column is visible by default and cannot be changed).




And finally, you can resize the width of any column by hovering your mouse over a column header dividing line. Your cursor will change from an arrow to a slider. Click and hold your mouse to expand or reduce the size of the column to fit your needs. You can also double-click the dividing line to auto-size the column to fit the data.



For additional tips regarding the Dentrix Ledger, see the following blog posts:

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