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Ledger - Print Menu

The Print menu is located in the Ledger Tab of the Patient Ability. This drop down menu allows you to create statements, claims, receipts, and more.

Many of the options in the Print Menu are contextual. This means that you can only use some options on their associated items; for example, you can only use "Print Treatment Plan" when you have a Treatment Plan selected in the Ledger Sidebar.

If you don't see a line item in the ledger for the item you're looking for, you may want to check the View Options drop down menu to ensure those items are visible.

Many printing options require a default form selected in Forms Preferences. We'll note if an option requires a Form set before using. You can check this by navigating to MacPractice Menu > Preferences > Forms > Default Forms Tab. Click the Default Form link for more details.

Print Incident Statement
An Incident Statement is used to print select ledger items as opposed to a full Account Statement.

Before printing an Incident Statement, you'll want to ensure that an Incident Statement Form is set in Forms Preferences. This is located in the MacPractice Menu > Preferences > Forms > Default Forms Tab.

With no ledger line items selected, the Incident Statement option will print all of the line items in the currently selected Incident (the Folder Node in the Ledger Sidebar).

With ledger line items selected, the Incident Statement option will print only the selected line items onto a statement. This can be useful if you want to selectively print off a statement with only currently relevant line items for a patient.

The Total listed on an Incident Statement is based on the transactions included on the statement. Due to this, the balance listed on the statement may not reflect the entire incident or account balance.

Create Insurance Claim
The Create Insurance Claim option will create an Insurance Claim for the charge(s) currently selected in the ledger. If you attempt to create an Insurance Claim with no charges selected, an alert will appear asking you to select a charge.

This option will be unavailable if the associated Patient does not have an insurance company/plan added. Click here for a video with information on configuring a patient's insurance

A Default Form must be selected in Forms Preferences. Click here for more information on configuring your default form. In addition to setting the default form in Preferences, you can set a default form on a company by company basis in the insurance reference. Click here to see how the settings in the Insurance Company reference affect your claims.

Once you have set up your form, select the procedures you wish to print on the claim, then go to the Print menu and select Create Insurance Claim. 

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The claim creation window will open. The top of the claim creation window is devoted to options that apply generally to creating claims. These options are found under "Would you like to print a statement or create an insurance claim?"

  • The Print Statement checkbox can be checked to print a statement with the claim. The form used can be set in the Statement Form menu.
  • Create Insurance Claim will be checked by default and is necessary to create an insurance claim.
  • The Export Clinical Summary to Patient Portal checkbox sends a copy of the Clinical Summary to the Patient Portal, if that feature has been purchased and active. If you uncheck this option, MacPractice will remember when creating future claims to leave this unchecked.
  • When checked, the Print Clinical Summary for Patient checkbox triggers a prompt from which the patient's Continuity of Care Record can be printed. If you uncheck this option, MacPractice will remember when creating future claims to leave this unchecked.

The claim table below these options sets the options for the specific claim to be created. In the claim table, confirm the correct insurance information is listed in the Insurance Carrier and Other Insurance menu. If you wish to use a form other than your default, you can select it from the Form/Template menu. This is useful if you generally send eClaims to a company, but wish to send a paper claim for a special situation.

You can also choose a Prior Auth to print on the claim, if one is entered in the patient's incident. Click here for more information on setting up prior authorizations.

To the right of the Prior Auth menu are two checkboxes: Accept and Secondary. Check Accept if you wish to "Accept Assignment" on the claim. Check Secondary if this is a secondary claim.

If you see multiple claims listed when you only intended to create one, this indicates there is some issue putting all procedures on one claim. The reason for the split will be listed to the far right of the claim table (you may need to scroll over to see this information). Common claim split reasons include: too many procedures for one claim, too many diagnosis codes for one claim, or different facilities or providers for procedures on the claim, to name a few.

The two tabs below the claim table address Claim Detail and Procedures. Claim Detail lists the name and address of the insurance carrier you are sending the claim to. Procedures lists the procedures that will be printed on the claim.


The Also print cross-over claim to checkbox and related insurance menu can be set to create a crossover claim when the primary insurance will send the secondary the claim information. This option must be manually checked. For more on crossover claims, please see the Crossover Claims section.

Check the Just Print, Don't Save checkbox to generate a claim without adding an Insurance Claim line item to the patient's ledger.

When you are finished setting your claim options, click OK to generate the claim.

Print Insurance Tracer
Print Insurance Tracer allows you to create a form to send to an insurance company to indicate you originally billed particular procedures on a particular date (generally by the timely filing limit).

Before you can use this feature, you must make sure you have an insurance tracer form activated and set as your default in Form Preferences.

Once you have configured your form, you can print an insurance tracer by selecting a claim in the patient's ledger, then going to the Print menu and choosing Print Insurance Tracer.

If you have Restorative Charting, you can also print a copy of the patient's chart. For information on printing from the Treatment Plan, please click here.

Print Encounter Form
An Encounter Form is used to recount the details of a patient appointment. An Encounter Form may also be referred to as a routing slip or a superbill. Encounter Forms usually contain elements of a Care Slip. 

All of these items fulfill the same function, and are set up using the Care Slip Reference of MacPractice.A Care Slip reference is a set of codes that can be printed on a patient's encounter form or placed in an EMR/EDR form for the purposes of identifying the applicable diagnoses and procedure codes for the patient's visit. Click here for more information on configuring Care Slips and Encounter Forms.

Once you have set up your form, you can print an Encounter Form for a patient by selecting Print Encounter Form from the Print menu in the patient's ledger.

Print Treatment Plan
This option will allow you to print a Treatment Plan Estimate for your patient to review. This option requires that a Treatment Plan is selected in the Ledger Sidebar in order to print. You can create and manage a Treatment Plan by clicking on the "Treatment Plan" node in the Ledger Sidebar then clicking "New Treatment Plan".

Click here for more information on Treatment Plans.

Print Predetermination
The Print Predetermination option is used in the Treatment Plan node and allows you to generate and print a Predetermination for the selected Treatments. This function behaves almost identically to creating an Insurance Claim.

You must set a default Predetermination Form in Form Preferences before printing a Predetermination.

Click here for more information on Predeterminations.

Print Contract Billing
This option allows you to print off paper copy representing the Billing Contract created by the Contract Billing feature. You can create a new Billing Contract by navigating to the Incidents menu and selecting "New Billing Contract". To print off a copy, you'll need to select the Billing Contract in the Ledger Sidebar.

Click here for more details on Contract Billing. Please note that Contract Billing is a very specialized feature and should not be created without understanding the impacts it will have on a patient's account. We strongly encourage you to contact MacPractice Support if you have any questions BEFORE creating a Billing Contract, as the act of creating a Billing Contract will cause charges to be placed on a patient's ledger based on how you configure the Billing Contract.

Print Inventory Receipt
Print Inventory Receipt allows you to print off a receipt that includes all Inventory items attached to a charge. This option requires that you have the Inventory Ability enabled and purchased on your license.

First, you'll need to ensure that you have a charge selected that has an inventory item added to the Items tab of the Charge Window. You cannot print an Inventory Receipt for a charge with no items.

If your practice had installed MacPractice prior to having Inventory unlocked on your license, you may be missing an Inventory Receipt form for your database. You can click here to download a form that you can import into your database via the References Ability > Forms Node. Don't forget to activate the form after importing it! Once this is there, you can set your default Inventory Receipt form in the MacPractice Menu > Preferences > Forms.

Print Payment Receipt
The Print Payment Receipt option, added in MacPractice Build 10.7.15 and above, allows a user to print off a receipt for payments rendered. This is intended to be used to provide patients with a receipt of what they have paid for during their visit.

Payment Receipts behave much like printing an incident statement. By selecting specific payments, you can control what appears on the receipt. Without a ledger item selected, you can instead choose a date range of items to be included.

Click here for more information on Payment Receipts. 

Print TSYS Card Receipt
The Print TSYS Card Receipt is used to print credit card payment receipts that were processed by TSYS. You need to have the TSYS Integration purchased on your license in order to use this option.

Click here to read more about the TSYS integration and TSYS Card Receipts here.

Print Account Statement
Print Account Statement to print a statement that includes all account activity, across all patients and accounts. There are statement preferences that can change the information on an account statement. To review these preferences, go to the MacPractice menu and select Preferences. In the sidebar, select Statements in the sidebar, then select the Statement Printing tab. There is a section labeled Following Setting Affect Printing Account Statement From Ledger.

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 Print Today's Transactions
Print Today's Transactions will print off any transactions that were added to the patient's ledger today. This includes charges, payments, comments, adjustments, etc. This is commonly used to provide a patient with a record of everything done on that day.

Print Patient Payments
 Print Patient Payments will print a statement includes only payments made by the patient. This is useful when patients request a report of how much they have spent on health expenses, for tax purposes. The total on this statement will reflect the total payment amount; it will not accurately reflect the account balance.

Print Chart
This option is used on the Dental Tab to print a patient's Restorative Chart or Perio Chart, depending on whether they have a Patient Chart or Perio Record selected in the sidebar. 

Print Clinical Notes
Print Clinical Notes allows you to print off a copy of any clinical notes, typically stored in the Dental Tab's Clinical Notes table. This option is only usable when in the Dental Tab.

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