Editing payments

You can edit a patient payment that has been posted to a patient's ledger.

To edit a payment

How to get there
1. If the correct patient is not already selected, use the Patient Search box to access the patient's record.
  
  Note: You can include inactive patients in the search results by setting the Include inactive patients switch to On.
2. Do one of the following:
  - On the Patient menu, under General, click (or tap) Overview. The patient's Overview page opens. Click (or tap) the Ledger box.
  - On the Patient menu, under Financial, click (or tap) Ledger.
  The patient's Ledger page opens.
On a patient's Ledger page, select a payment.

The Edit Payment dialog box appears.
Change the payment details, such as the check number, amount, and applied amounts, as needed.
Set up the following options:
- Transaction date - The date of the payment. To change the date, click (or tap) in the box, and then select the correct date.
  
  If the payment is not already in a locked time period (based on your organization's transaction lock setting), and you attempt to backdate the payment to a date that would cause it to become locked, the Locked Time Period pop-up box appears. In the Authorized user and Password boxes, enter your credentials if you have permission to backdate transactions into locked time periods, or have someone with permission enter his or her credentials. Then, click Unlock.
  
  Note: Backdating transactions into locked time periods requires the "Override Locked Transaction" security right.
- Amount - The amount of the payment.
- Check # - The check number. This option is available only if the payment type is Check Payment.
- Reference # - The reference number of the transaction or electronic funds transfer (EFT). This option is available only if the payment method is Patient Financing Payment or Electronic Transfer Payment.
- Bank/branch # - The bank account number on the check. This option is available only if the payment type is Check Payment.
- Apply to charges for - The payment goes towards charges for the current patient or another member of his or her household (including the guarantor). If you select [Guarantor], you can apply the payment to charges for any or all household members.
- Paid at patient visit - The payment was made at the office when services were rendered.
- Applied - For each procedure or adjustment listed, the portion of the payment that is being applied to that procedure or adjustment.
- Tags - Add tags to the payment as needed.
- Notes - Any notes regarding the payment.
If you have changed the Transaction date, Amount, Check #, Reference #, Bank/branch #, Applied amounts, or Tags, the Reason for Revision tab is available. Select the tab. In the box provided, enter the reason for the change.

Note: A reason is required only if a certain ledger option is enabled.
If you have changed the Amount of the payment or any of the Applied amounts, on the Xfer Reason(s) tab, select or create reasons for the transfer of responsibility as needed.

To select or create a reason, do the following:
1. In the Add a tag search box, begin typing the name of a reason. Once you have entered at least two characters, the results list appears with any matches (not case-sensitive). Continue typing as needed to narrow the results list.
2. Do one of the following:
  - If the correct reason is listed, click (or tap) it to attach it to the payment.
  - If the correct reason does not exist, finish typing the name of the reason (spaces are allowed). Make sure that the name is capitalized as desired. Then, click (or tap) + Create [reason name] to create the reason and attach it to the payment.
    
    Note: The reason that you have created is now available to all Dentrix Ascend users in your organization.
Note: To save the payment after you add reasons for a transfer of responsibility, your user account must have the security right "Edit responsibility transfer reason" enabled.
Click (or tap) Save.