Transaction Entry Module

The Transaction Entry module is a multi-function module with options for a variety of tasks such as accepting payments, making adjustments, allocating funds and adding charges. Access the Transaction Entry window using the Transactions menu, the toolbar icon, the appointment book or the ledger.

Additionally, the Transaction Entry module is launched automatically when you are checking out a patient from the Scheduler.

The Transaction Entry module has two primary sections. The top section lists the transactions entered for a specific date with detailed information for each transaction arranged in columns.

The columns include the following:

• Selection box: Check this box to select a specific transaction. Please note the ability to select a transaction depends on the timing and type of transaction.
• Date: Date of the transaction.
• Patient: The name of the patient associated with the transaction.
• Office: The name of the office associated with the transaction (as named in Setup).
• A: How the transaction was applied (R=Responsible Party, P=Patient).
• Code: The transaction code.
• Tooth: The associated tooth if applicable.
• Surf (Surface): The associated surface if applicable.
• N: Indicates the presence of a note.  Hover the mouse over the note to display it, or click the date.
• Description: The description of the transaction.
• Bill: Billing Order.
• Duration: Duration if applicable.
• Provider: The provider associated with the transaction.
• Est. Pat. (Estimated Patient): The fee amount to be paid by the patient.
• Est. Ins. (Estimated Insurance): The fee amount to be paid by the carrier(s).
• Amount: Total amount (Estimated Patient + Estimated Insurance).

Items displayed in this top section of the Transaction Entry module are displayed for a particular date. By default, today’s transactions are displayed. Change the date by selecting a new date from the calendar drop down. 

To see transactions across multiple dates, visit the Ledger.

The bottom section of the Transaction Entry module is used for the entry of new transactions, including treatments, products, adjustments and payments. When using these tabs, click the expand/collapse arrows on the far right-side of the tabs to view the Procedures to post list with less scrolling

The section is divided into three tabs:

• Add Procedures: Add procedures or products to the patient’s account.
• Payments/Adjustments: Accept a patient payment or make an adjustment.
• Unallocated Pay/Adjs: Manage payments and adjustments so they may be assigned to the appropriate treatment.

The Add Procedures tab is used to include additional charges in the patient’s account regardless of an appointment. Most clinical items will not need to be added using this tab since those procedures flow from the Tooth Chart module when treatments are completed or from the Treatment Plan module when they are posted. Each practice will set guidelines for adding procedures using this tool.

The Add Procedures tool can also be used for adding products sold to the patient such as toothbrushes, whitening kits or fluoride. These items must be added as procedure codes during the setup process.

Procedures may be located and added in a variety of ways—by code, user code, description, explosion code or category depending on the practice setup.