Make it a requirement for each employee to use a unique login and password. Require users to log off TDO when leaving the desk.

• Administrative >  Add/Edit User Names and Passwords
• Do not overwrite existing users! Click the >* to add a new record
• Use arrows to scroll through existing users to make changes

Check your Voided Transactions monthly

• Reports > Financial > Voided Transactions
• Look closely at voided payments, especially cash
• Reasons are required in new TDO version

Check Financial Audit Trail

• Reports > Financial > Financial Audit Trail
• This shows transactions posted to TDO on a date other than the current system date
• Look for credit adjustments, especially “Courtesy”

Ensure your reason codes are current and correct

• From the ledger tab, click credit adjustment or debit adjustment
• Click on the plus sign next to reason
• Credit adjustment reasons would include insurance companies you participate with (i.e. Delta Contract Adjustment, Aetna Contract Adjustment), Failed Procedure, Billing Error, Courtesy, Referring Doctor Staff, Consult Courtesy, etc.
• Debit adjustment reasons would include Patient Refund, Refund to Insurance, NSF Check, Records Charge, etc.

Know what types of adjustments are being done in your office

• Reports > Financial > Breakdown Snapshot
• Click to select date range, click dial next to adjustments

Ensure patients seen have been billed out daily

• Reports > Financial > Reports by Date > Daily
• Daily Summary Report will show all patients with financial activity or scheduled appointments today
• If a patient was scheduled and had no financial activity you would want to investigate and see if this was in error or appropriate

Check your Snapshot report

• Reports > Financial > Snapshot
• This report will give you total production (all charges posted), adjusted production (total production minus credit adjustments), credit adjustments (write offs, i.e. insurance or courtesy), total receipts (all monies collected), adjusted receipts (all monies collected minus debit adjustments), and debit adjustments (refund checks, non-production charges)
• Double click any of these numbers to get detailed breakdown of how that number was generated. You can double click on the credit adjustments total to see specifically who was given a write off and for what reason

Ask Questions!

• If you see a void or an adjustment that you have questions on, ask your staff. This lets them know that you are keeping an eye on things and reduces the perception that you are an “easy mark”. Keep an open conversation with your staff.