Tuesday, January 17, 2017

Setting Initial Balances for Patients

The wonderful thing about the Dentrix Ledger is that patient balances are automatically updated every time you enter procedures, whether it be from the Ledger itself or by completing procedures in the Patient Chart.

However, if you are converting your accounts to Dentrix from another practice management program, you may need to transfer any existing account balances manually. This may be something you'll need to do very rarely, but it's good to know how to do it correctly.

Keep the following in mind regarding initial balances:

  • You can enter an initial balance for a family only if the family has no transactions (including completed, treatment-planned, or existing procedures or conditions). We suggest adding the new patient/family into Dentrix, and before you do anything else, enter the initial balance using the steps outlined below.
  • You can only enter an initial balance if the month in which a new patient was created has not been closed. Again, create the new patient/family file and then immediately enter their initial balance.
  • Initial balances always appear under the name of the guarantor (head of household).
  • Initial balances print as part of the Balance Forward on statements, and also appear in the Ledger, Practice Analysis, Day Sheet, Analysis Summary, and Provider A/R Totals reports.
To set initial balances manually:
  1. Create a new family in the Family File.
  2. Double-click the Balance and Payment block to open the Billing/Payment Agreement Information dialog box.


  3. In the Aged Balance table, specify initial balances for each of the past-due periods (0-->30,
    31-->60, etc.) and the last payment information.
    Note: Entering a amount under last payment amount or date does not change the patient or account balance. Instead, entering an amount updates the billing/payment summary information in the Ledger. The Last Payment Amount and Last Payment Date fields are for reference only, not actual payments in the Ledger. 
  4. Click OK.

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