The Account Tab contains a variety of information related to the Account itself. Here, you can identify which Patients are on the Account, and which Portal Users have access to the Account's data (presuming you have the Patient Portal purchased).
You can also set the Account's Financial Status, set a default Provider and Office for the Account, control where and when Statements for this Account are sent, and set Account Alerts to ensure no important details are overlooked.
You can also set a Statement Message here, if you wish to personalize what messages should be printed on this specific Account.
Finally, you can also review Account Balance information here, and how much is owed by both the Patient and by any outstanding Insurance claims.
The top portion of the Account tab is dedicated to the overall account information.
- Previous Account Number
- Financial Status
- Patients in This Account
- Portal Users with Access to Patients in This Account
The Previous Account Number field is a place to enter any applicable account number that a patient may have had prior to using MacPractice. This may be an account number from another practice management system or from their previous paper record. This may pull onto patient letters created in Notes Ability.
Financial Statuses are used to help track patient accounts. Commonly used financial statuses include "Collections," "Self Pay," "Capitation" and so on. The Financial Status of a patient is helpful when utilizing Statement Manager and as a filter on the following reports:Production By Financial Status, Accounts By Financial Status, Accounts Receivable, Production By Financial Status And Provider.
The status also works in conjunction with Transworld for the Collections Manager.
New items may be added to the list on the fly, simply type in any new status. If this access is restricted by User Privileges, they may be created and edited in the Financial Status Reference.
The Provider and Office fields show the overall designations for the account; which may differ from the Patient's provider and office. For example, a family may have the practice owner set as the Provider and the group's primary location as the Office; while a single patient in the account may work with another practitioner and location. Set up the default record to automatically assign a specific user and office to all new records.
The Account Provider will show as the default provider in new payments, depending on how the Preferences are set up. It also is the provider by which MacPractice filters accounts in the Statement Manager and in reports such as the Accounts Receivable.
For more information on provider associations Click Here. More information on Office References can be found Here. The Account provider and office may be changed for all patients by using Database Utilities.
If multiple patients share an account, they will all be listed here. Add a new patient to an account to send one statement and share insurance information. Patients may also be moved from one account to another.
Portal Users with Access to Patients in This Account
This field displays everyone who has access to individual records in this account. Users are granted permission on a per patient basis in the Portal Access tab.
In the middle portion of the window access the Statement tab to make adjustments and add messages to the account statement.
- Where To Send Statements
- Monthly Statement Options
- Exempt Finance Charge Checkbox
- Installment Amount
- Percent Discount (%)
- One Time Message
- Account Message
Use the Where To Send Statements radio buttons to choose whether the statement will be addressed to the name and address on the Primary, Secondary, or Patient tabs. Use Patient Address is not available if there are multiple patients in an account.
The Monthly Statement Options menu allows you to choose when a patient is displayed in Statement Manager. See our Account Monthly Statement Option Report article for more information on these settings.
Exempt Finance Charge Checkbox
Selecting this checkbox prevents the account from being charged a finance charge in Statement Manager. For more information on how finance charges are issued, click here.
The Installment Amount field is used with the Installment statement forms. Those forms must be enabled and set as default in order to pull the proper information. If the patient's balance is greater than the installment amount listed on the account, the installment amount will be listed instead. This is useful if you wish to set up a payment plan for your patient, but do not wish to use the Contract Billing feature.
If you wish to issue a flat-rate percentage discount on all charges entered in the account, enter the amount here. The percentage discount will automatically show in the new charge window. It will not place an adjustment of any kind on the ledger. Some offices prefer to have the discount display for the patient; in this case, use negative adjustment.
The Discount Report displays information on discounts given to patients, based on the Percent Discount field in the Account tab.
Check the One-Time Message checkbox to create a message that will appear on the next statement, such as a welcome message for new patients. Type in new information or select from the formatted Statement Messages using the dropdown. This message will automatically be deleted from the patient's account after it is used on a statement. The One-Time message overrides the regular Account Message.
Messages typed in this box will always be printed unless the One-Time Message box is checked. This text would be just for the members of this account, such as information about payment arrangements. Type in new information or select from the formatted Statement Messages using the dropdown.
Use this space to enter Account Alerts that pertain to an account, rather than a specific patient. These alerts are often financial, some common alerts include warnings about cash only or collections accounts.
Click the plus button above the Alert table to open the search window. Search or scroll through to select the alert. If the record is not present, use the plus button at the top right of the Alert list to create a new one. MacPractice does not recommend adding actual patient names to the alerts, such as "Sally is in Collections" as this reference is available on all patients throughout the database. Use an alert such as "In Collections" instead.
The Account Alerts also have an Expiration Date field that can be used to prevent an alert from appearing after a particular date range. This will not delete the alert but prevent the alert from popping up.
Once a account has been assigned an alert, a green triangle will display in the patient selector. Click this triangle to view the alert pop-up. If you do not want to see the alert pop up each time you access the an account, go to Preferences > General > General tab > Uncheck "Show Patient and Account Alerts".
If there are a combination of Account, Patient, and Allergy alerts assigned to the Patient/Account, the triangle in the patient Selector will show a combination of green(Account Alert), yellow (Patient Alert), and/or Red (Allergy Alert).
The bottom portion of the window will feature a summary of the entire account financial balances.
The Balance tab displays an aging analysis for each patient on the account. This tab will display a total of both the Insurance and Patient Portions. It quickly displays the dates of the last statement and claim sent, as well as posted and procedure dates for the most recent payment entered. YTD Charges and Credits indicate the total debits and credits posted since the first of the year.
The Insurance Portion tab displays an aging analysis for the insurance balance of each patient on the account. The Last Ins. Sent Date is the date of the most recent claim printed for the patient. Last Payment Posted and Last Payment Date columns indicate the Posted and Procedure dates of the most recent insurance payment on the account, respectively. YTD Charges indicate the total debits posted since the first of the year.
The Patient Portion tab displays an aging analysis for the Patient Portion of each patient on the account. The Last Stmnt Date indicates the date the last statement was generated for the account. Last Payment Posted and Last Payment Date columns indicate the Posted and Procedure dates of the most recent payment on the account, respectively. YTD Charges indicate the total debits posted since the first of the year. YTD Credits displays total patient payments and negative adjustments posted during the same time period.
The Unapplied tab displays the Payment Date (posted date), Code (payment type), Reference No., Total Amount, and Unapplied amount of any unapplied payments on the account.