Skip to Content

Ledger - Training guide

885  TDOKB1 January 16, 2024  New User resources, TDO software

Overview

TDO's Ledger Tab will break down the patients fee's, write-offs, payment, insurance status (pending or resolved), and categorize by Doctor and locations 

Table of Contents

Ledger Totals

At the bottom of the ledger there will be the totals collected and charged from the assigned Credits and Debits. 

 

Running Balance in the Ledger

 

Entering a Ledger Note

This can be used to add a description for a bulk payment, write-off, a change to collection status, or any other desired reason

Detailed Instructions:

Click the Ledger Note button to open the note form.

Enter your note.  You may keep a list of your frequently used notes by clicking the + next to the drop down box to make entry faster. 

Click the Do Not Include box if you would not like the note to be included on printed statements.

Click Close and Save when you are finished and the note will show on the patient’s ledger. 

If you would like to change a note that was entered on a patient’s ledger, or change it’s print options, click the Edit Notes button and you can make any changes necessary

 

Edit Ledger Notes

Click Edit Notes to pull up all ledger notes added onto the patients Ledger Tab. select and modify as needed

 

Entering a Ledger Note Video Guide

Taking a Payment and Refund

How to Receive Payment and Issue Refund

Voiding a Transaction

If you enter a transaction by mistake or make a wrong entry you can void any transaction that has not been filed with insurance.

Detailed Instructions

To void a transaction, click the Void Transaction button in the Ledger Tab.

Any charge can be voided except one already filed with insurance.
If it is attached to a claim, you will not be able to see it in the transaction window as an option to void.
If you need to void a transaction that has been filed with insurance, you must first void the insurance claim, then you will be able to void the transaction.
Find the transaction you wish to void and click the ‘Void’ button (located on the left of the transaction).

Please note: The Voided transaction will still appear on the patient’s ledger but it will be in light gray and will not print on any statements.
The reason for the void shows on the patient's ledger as well as the person logged in when the transaction was voided.
If you do not wish to see these transactions at all, you can select the Hide Voided Transactions check box at the top of the ledger 

Note: Users logged in with ‘staff’ level security access will not be able to do voids. Only Manager or Full Access has the privilege to Void Transactions

 

Voiding a Transaction on the Ledger Video

 

Debit and Credit Adjustments

Detailed Instructions:

To make an adjustment to a patient’s account, open the patient’s Ledger tab and click either the ‘Credit Adjustment’ or ‘Debit Adjustment’ button depending on the type of adjustment.

Note: A credit adjustment is typically used when you want to give the patient a discount which will reduce their balance. A debit adjustment is usually only used for patient refunds and balance forwards when transferring balances from another system. A credit adjustment takes away from the patient's balance, and a debit adjustment adds to the patient's balance.

The current date will be entered automatically but you may change this date if necessary. Enter the adjustment amount (always a positive number), reason for the adjustment, and reference the adjustment to a specific charge if desired. 

The doctor who receives the adjustment will default to the doctor for the most recent charge.  You can change the doctor manually as well.

To change the list of adjustment reasons, click the + and it will bring up the edit form.  Or you may right click on the combo box and select Edit List. 

When you are done filling out the Adjustment form, click the Ok button and you will see the adjustment on the ledger.

 

Payment Plan Option on Ledger

This feature is implemented in 12.365.

Detailed Instructions

The “On Payment Plan” checkbox is located in the patient’s Ledger page

Users can check this box to indicate the patient is on "Payment Plan".

 

Printing the Patients Ledger

  • Click “Ledger.”
  • Click “Print Ledger.”
  • Select the activity range from the drop down list.
    • Location

  • Enter beginning date and end dates if needed.
  • Click “OK.”

  • Press Control + P on your Keyboard to pull up the print menu
  •  
    • With the mouse, right click and "Print" may also work as a option.

Print a Patients Ledger Video

 

Filter Ledger by Doctor

 

Sorting options in the Ledger Video