Working with claims and the Ledger

This workflow document provides instructions for working with insurance carriers, claims, and the Ledger in Dentrix Ascend on a daily basis.

1. Insurance Maintenance

Adding insurance carriers

From Dentrix Ascend, you have access to a large database of supported payers. You can add any of these supported insurance carriers to your organization's database. You can also add an insurance carrier that does not appear in the database of supported insurance carriers to your organization's database.

To add an insurance carrier

  1. On the Home menu, under Insurance, click (or tap) Carriers.

    The Insurance Carriers page opens.

  2. On the Insurance Carriers page, click (or tap) Add Carrier.

    The Select carrier box becomes available.

  3. In the Select carrier box, begin typing the insurance carrier's name or payer ID. A list of supported insurance carriers appears. Continue typing as needed to narrow the search results.

    Important: Henry Schein One maintains a database of supported payers. The database is updated regularly, and a list of carriers and each carrier's details is sent to Dentrix Ascend. Selecting a carrier from the list of supported payers ensures that your practice has up-to-date information for that carrier. Also, using a supported payer allows you to add attachments to claims (however, the payer might not accept electronic attachments; in which case, you can mail the attachments separately from the claims or print and mail the claim and attachments together).

  4. Do one of the following:

    • If the correct insurance carrier is listed, click (or tap) it to populate the boxes with that carrier's information.

    • If the correct insurance carrier name is not listed, finish typing the full name. The name must start with a number or letter, not a special character).

      Then, press the Tab key, or click (or tap) outside the box. A mesage about adding unsupported payers appears.

      Click (or tap) Use New Carrier Name. The options for adding a new insurance carrier become available.

  5. Set up the other options as needed:

    • Phone number - The insurance carrier's main contact phone number and extension (if applicable).

    • Fax number - A fax number for the insurance carrier.

    • Website - The insurance carrier's website address. Do not include "http://" or "https://" at the beginning of the website address.

    • Printed claim format - For printed claims, select the ADA claim format that this carrier aceepts: 2012 or 2019.

    Notes:

    • You cannot change the Carrier Name after you click (or tap) Add.

    • You cannot change the insurance carrier's Payer ID. The ID comes from a database (maintained by Henry Schein One) of payers that accept electronic claims, or if the payer is not supported, the ID is 06126 (in which case, the clearinghouse will have to print and mail a hard copy of the claim to the payer).

  6. Click (or tap) Save.

Important: Each time you add an insurance carrier to your organization's database, for each provider (and location serving as a provider) that is contracted with that carrier, you must go to the Contracted With section of that provider's user account (or location's information) and select the check box next to the carrier's name.

Adding insurance plans

After you have added an insurance carrier to your organization's database, you can attach plans to it.

To add a plan to an insurance carrier

  1. Immediately after you add a carrier, the plan options become available.

  2. Under Plans/Employers, click (or tap) Add Plan.

    The options for adding the insurance plan become available.

  3. Enter the plan or employer name, and set up the other options as needed.

    Set up the following options:

    • Plan/Employer Name - The name of the employer or insurance plan.

    • Group # - The group plan number.

    • Claim mailing address - The address where claims for the insurance plan plan are sent.

      Note: ZIP Codes must be nine digits.

    • Phone - The insurance plan administrator's contact phone number and extension (if applicable).

    • Fax Number - The fax number of the insurance plan administrator.

    • Contact - The name of the insurance plan administrator.

    • Email - The insurance plan administrator's email address.

    • Benefit Renewal Month - The month that the insurance plan's benefits reset.

    • Source of Payment - The type of insurance company that will remit payment: CHAMPUS, Blue Cross/Blue Shield, Commercial Insurance, Commercial Insurance (PPO), Commercial Insurance (DHMO), Medicare Part B, or Medicaid.

      Note: Patients whose insurance plans have "Medicaid" as the Source of Payment will not receive billing statements, as it is illegal in many states to send billing statements to Medicaid patients.

    • Type - The plan covers dental or medical procedures.

    • Max allowable amount fee schedule - The schedule of allowed charges for the insurance plan (PPO or DHMO plan only). The selected fee schedule will be used to determine a patient's portion and the recommended write-off.

      Important: For each provider (and each location that is set up as a billing provider for claims) who participates with this insurance plan, in that provider's user account (or that location's settings), you must select this carrier in the Contracted With section.

    • Coverage Table - The coverage table for the plan. For a coverage table that is based on insurance coverage percentages, you can change the default deductible type and coverage percentage for each procedure code range. For a coverage table that is based on fixed, patient copayments, you can change the default deductible type and copayment amount. Access to this dialog box is available only if the Plan/Employer Name, Claim mailing address, and Benefit renewal month have been entered.

      Note: You can also add exceptions, but currently, only the "not covered" exception in coverage tables is used by Dentrix Ascend to automatically calculate insurance estimates.

    • Benefits - The deductibles and benefits for the plan. You can enter the required deductible amounts for each deductible type and enter the maximum benefits allowed. Access to this dialog box is available only if a Plan/Employer Name, Address, City, State, and ZIP Code have been entered.

    • Coordination of Benefits - The methods for handling the Coordination of Benefits (COB) between primary and secondary insurance claims for a patient with this insurance plan as his or her secondary plan. Click (or tap) the button to open the Coordination of Benefits dialog box. For each Source of Payment for Primary Insurance Plan, select a Method for Coordination of Benefits, and then click (or tap) Save.

      Note: If this insurance plan is attached to a patient's record as a secondary plan, the method being used for coordinating benefits appears on the patient's Insurance Information page when the options for the secondary plan are being displayed.

    • Note - A note that is specific to this insurance plan. You can enter text, such as information from an EOB or other document from the insurance carrier. Also, you can insert a date if needed. The note is accessible from all patient records that have this insurance plan attached.

  4. Click (or tap) Save.

2. Claims

Creating claims for unattached procedures

From the practice dashboard, you can view the procedures that are not attached to claims but for which the corresponding patients have insurance coverage, and then you can create claims for selected procedures as needed.

To create a claim

  1. On the Home menu, under Location, click (or tap) Overview.

    The location's Overview page opens.

  2. On the practice Overview page (dashboard), click (or tap) the Unattached Procedures box. This box is available only if your user account has the Billing Coordinator or Administrator role enabled. This box displays the number of unsent insurance claims and a total of the charges for those claims.

    The Unattached Procedures page opens.

  3. On the list of patients, leave the first patient selected, or click (or tap) a different patient.

    The procedure options become available.

    Note: For a procedure to appear, the service date of that procedure must fall within the coverage dates of a patient's insurance plan, and that procedure must be marked as billable to insurance.

  4. Select the check box of each procedure that you want to include on the claim.

  5. Click (or tap) Create Claim.

Adding attachments to and sending claims

You can attach a patient's perio exam and the images from a patient's document manager to an unpaid claim.

Note: Only .jpg/.jpeg files from a patient's document manager are valid for images that you want to attach to claims. You can attach only one perio exam to any given claim, but you can attach a perio exam to multiple claims. You can have up to a total of 10 attachments per claim.

Important: Henry Schein One maintains a database of supported payers. You can add attachments to claims only for insurance plans that are associated with supported carriers. However, if a payer does not accept electronic attachments, when you send a claim with attachments to that payer, the attachments will not be included, and the claim will have a status message that states that the attachments were rejected. If this is the case, you can mail the attachments to the payer separately from the claim. Alternatively, for payers that don't accept electronic attachments, you can print and mail the claim and attachments together.

To add an attachment to a claim

  1. On the Home menu, under Insurance, click (or tap) Unsent Claims.

    The Unsent Claims page opens.

  2. Click (or tap) a claim.

    The Claim Detail dialog box appears.

    Note: For an electronic claim submission, Dentrix Ascend transmits separate service lines for identical procedures on the the same claim. For the known carriers, such as Medicaid and Blue Cross/Blue Shield, that require a single line with a quantity value for identical procedures on the the same claim, claims are processed accordingly through the clearinghouse. If you receive a notice from a payer, stating that a quantity value is required for identical procedures, contact Support with that information, so the needed functionality can be provided.

  3. Click (or tap) the Attachments tab.

    The options for adding attachments become available.

  4. Do any of the following:

    • Add images from the patient's document manager.

      Do the following:

      1. Click (or tap) Add From Document Manager. This button is available only if the payer for this claim is a supported carrier (a carrier that was added to your practice database from the list of supported carriers that Henry Schein maintains; the payer ID of an unsupported carrier is 06126).

        The Add From Document Manager dialog box appears.

      2. Select the check boxes of the images that you want to attach to the claim.

      3. Select a classification/type for each selected image.

        Tip: If necessary, you can change the classification/type later by selecting a different option from the Classification/Type list on the Attachments tab.

      4. Click (or tap) Save.

    • Add the patient's perio exam.

      Do the following:

      1. Click (or tap) Add Perio Exam to view a menu that lists the dates of the patient's perio exams. This button is available only if the patient has perio exams entered in his or her record and if the payer for this claim is a supported carrier (a carrier that was added to your practice database from the list of supported carriers that Henry Schein maintains; the payer ID of an unsupported carrier is 06126).

      2. Click (or tap) the date of the perio exam that you want to attach to the claim.

  5. To save the changes and submit the claim, click (or tap) Submit.

Sending claims

You can send claims that were created previously but not submitted to insurance carriers.

To send claims (For one or more patients)

  1. On the Home menu, under Insurance, click (or tap) Unsent Claims.

    The Unsent Claims page opens.

    Note: For an electronic claim submission, Dentrix Ascend transmits separate service lines for identical procedures on the the same claim. For the known carriers, such as Medicaid and Blue Cross/Blue Shield, that require a single line with a quantity value for identical procedures on the the same claim, claims are processed accordingly through the clearinghouse. If you receive a notice from a payer, stating that a quantity value is required for identical procedures, contact Support with that information, so the needed functionality can be provided.

  2. On the Unsent Claims page, select the check box of the claims that are ready to be sent. Claims displayed in the color green have a Ready status (all required information is present on the claim).

    Important: Fix the problems for claims with a yellow Warning status (information is missing from the claim but might not be required) and/or a red Needs Attention status (required information is missing from the claim) before attempting to submit the corresponding claims. To view and edit claim details, click (or tap) a claim.

  3. Click (or tap) Send Selected Claims.

Processing unsent claims

From the practice dashboard, you can review claims for errors before you submit those claims. Options for editing, deleting, and sending each claim are provided. A claim that has not yet been submitted to an insurance carrier also appears on the Unsent Claims List.

To process an unsent claim

  1. On the Home menu, under Location, click (or tap) Overview.

    The location's Overview page opens.

  2. On the practice Overview page (dashboard), the Unsent Claims box displays the number of unsent insurance claims and a total of the charges for those claims. Click (or tap) the box.

    The Unsent Claims page opens.

  3. On the list of unsent claims, leave the first claim selected, or click (or tap) a different claim.

    The claim options become available.

    Note: For an electronic claim submission, Dentrix Ascend transmits separate service lines for identical procedures on the the same claim. For the known carriers, such as Medicaid and Blue Cross/Blue Shield, that require a single line with a quantity value for identical procedures on the the same claim, claims are processed accordingly through the clearinghouse. If you receive a notice from a payer, stating that a quantity value is required for identical procedures, contact Support with that information, so the needed functionality can be provided.

  4. Click (or tap) Review/Edit to view the claim. In the Claim Detail dialog box, make any necessary changes, and then click (or tap) Save.

  5. Click (or tap) Send Claim.

Processing unresolved claims

From the practice dashboard, you can manage claims that are overdue. A claim is overdue if it was submitted 15 or more days ago and has one of the following statuses: Sent, Accepted, Pending, Printed, Unprocessable Claim, Additional Information Requested, NEA Error, or Paid (the payment was sent by the carrier but not received by your office). A claim will also be unresolved if it was previously unresolved, a follow-up was done, and then an additional follow-up reminder was applied to the claim. Unresolved claims also include any claim with a status of Rejected (by the payer or clearinghouse).

To process an unresolved claim

  1. On the Home menu, under Location, click (or tap) Overview.

    The location's Overview page opens.

  2. Do one of the following:

    • On a location's Overview page (dashboard), the Unresolved Claims box displays the number of overdue insurance claims and a total of the charges for those claims. Click (or tap) the box.

    • On the Home menu, under Insurance, click (or tap) Unresolved Claims.

    The Unresolved Claims page opens.

  3. On the list of unresolved claims, leave the first claim selected, or click (or tap) a different claim.

    Note: The unresolved claims are grouped by insurance plans, which appear as expandable and collapsible sections. You can click (or tap) a plan's button to view the corresponding claims.

    The claim options become available.

  4. Do any of the following as needed:

    • Click (or tap) Review/Edit to view the claim. In the Claim Detail dialog box, make any necessary changes, and then click (or tap) Save.

    • Contact the insurance carrier and/or patient.

    • To specify that the claim needs additional follow-up, type any Notes, and specify who to Follow up with (carrier or patient) and when you want to be reminded to follow up. Then, select the Dismiss Claim check box to remove the claim from the list until the specified number of days has elapsed.

    Note: For an electronic claim submission, Dentrix Ascend transmits separate service lines for identical procedures on the the same claim. For the known carriers, such as Medicaid and Blue Cross/Blue Shield, that require a single line with a quantity value for identical procedures on the the same claim, claims are processed accordingly through the clearinghouse. If you receive a notice from a payer, stating that a quantity value is required for identical procedures, contact Support with that information, so the needed functionality can be provided.

  5. Click (or tap) Save.

Resubmitting rejected claims

You can resubmit a claim that has been rejected by an insurance company due to incorrect or missing required attachments and/or due to missing or insufficient data.

To resubmit a claim

  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. On the Patient menu, under Insurance, click (or tap) Insurance Claims.

    The patient's Insurance Claims page opens.

  3. Click (or tap) a claim.

    The Claim Detail dialog box appears.

  4. Do one of the following:

    • If the claim has missing or insufficient data only (the attachments are fine), enter the original reference number, change any other claim information, and resubmit the claim.

      Do the following:

      1. On the Status/Notes tab, locate the reason that the claim was rejected (it may be identified by Document Control Number, DCN, or Claim Reference Number) within the note text of an entry under Notes.

      2. Copy and paste or enter the reference number (from step a) into the Payer Claim Reference # box.

      3. On the Claim Info tab, make any necessary changes.

      4. Click (or tap) Resubmit.

    • If the claim has missing or insufficient data and has incorrect or missing required attachments, enter the original reference number, enter the attachment reference number, change any other claim information, and then resubmit the claim.

      Do the following:

      1. On the Status/Notes tab, locate the reason that the claim was rejected (it may be identified by Document Control Number, DCN, or Claim Reference Number) within the note text of an entry under Notes.

      2. Copy and paste or enter the reference number (from step a) into the Payer Claim Reference # box.

      3. Also, on the Status/Notes tab, locate and copy the attachment reference number (it may be identified by DCN) within the note text of an entry under Notes.

      4. On the Claim Info tab, make any necessary changes.

      5. On the Attachments tab, add or correct the attachments, and enter or paste the attachment reference number (from step c) into the Attachment Ref # box.

      6. Click (or tap) Resubmit.

    • If the claim has incorrect or missing required attachments only (the other data is fine), to send or resend the correct attachments directly to NEA (National Electronic Attachments) without resubmitting the entire claim, enter the attachment reference number, and then resubmit the attachments.

      Do the following:

      1. On the Status/Notes tab, locate and copy the attachment reference number (it may be identified by DCN) within the note text of an entry under Notes.

      2. On the Attachments tab, add or correct the attachments.

      3. Enter or paste the attachment reference number (from step a) into the Attachment Ref # box.

      4. Click (or tap) Submit Attachments.

    • If the payer has requested a replacement claim, to resubmit the claim as a replacement for the original (the claim is routed differently than with a normal resubmission), enter the original reference number, and then replace the claim.

      Do the following:

      1. On the Status/Notes tab, locate the original reference number (it may be identified by DCN) within the note text of an entry under Notes.

      2. Copy and paste or enter the reference number (from step a) into the Payer Claim Reference # box.

      3. Click (or tap) Replace Claim.

3. Transactions (Ledger)

Posting insurance payments

You can post an insurance payment to a patient's ledger.

To post an insurance payment

  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.

  3. On a patient's Ledger page, click (or tap) Payment.

    The Enter Payment (-) dialog box appears.

  4. Leave the current date entered in the Date box, or click (or tap) in the box to select a different date. However, you cannot backdate a transaction to a date that would cause it to become locked based on your organization's transaction lock setting.

  5. Enter the Amount of the payment.

  6. Select the Method of payment received from the insurance carrier: an electronic insurance payment or an insurance payment by check.

  7. Enter the payment details, such as the check number, and select the applicable claim.

    Set up the following options:

    • Check # - The check number. This option is available only if the payment method is a check.

    • Reference # - The reference number of the transaction or electronic funds transfer (EFT). This option is available only if the payment method is patient financing, an electronic transfer, or an electronic insurance payment.

    • Bank/branch # - The bank account number on the check. This option is available only if the payment method is a check.

    • Partial payment - The check or electronic payment amount is less than the allowed amount or the amount billed to the insurance carrier.

    • Claim - The claim that the payment applies to. The selection cannot be changed after you save the payment.

  8. To post an adjustment for the claim along with the payment, do one of the following:

    • For a write-off (credit adjustment), from the Insurance Adjustment list, select Write-off (-). Select an Adjustment Type. Then, type an amount in the Adjustment column for each procedure that the adjustment applies to. By default, a procedure's Adjustment amount is the Charge minus the Allowed amount (the insurance plan's UCR fee).

    • For an offsetting adjustment (charge adjustment), from the Insurance Adjustment list, select Offsetting (+). Select an Adjustment Type. Then, change the offsetting Amount if needed. By default, the offsetting Amount is the payment Amount. If the offsetting amount is less than the payment amount, the difference must be applied to one or more procedures. Also, any amount you enter for a procedure's Adjustment amount will not be posted as part of a write-off adjustment.

  9. Change any of the following amounts for each procedure as needed (for example, if the amounts differ from what is on the EOB that you receive from the insurance carrier):

    • Allowed - By default, this is the insurance plan's UCR fee.

    • Ins Estimate - By default, this is calculated from the coverage table, remaining deductible, and remaining benefit of the patient's insurance plan.

    • Applied - By default, this is the amount of the payment that is being applied to the procedure up to the Allowed amount. The payment amount is applied automatically to the first procedure listed and then to subsequent procedures until the payment amount is used up.

    For each procedure, the Balance appears for your reference. This is the Charge minus the sum of the Other Credits, Adjustment, and Applied amounts.

    Also for your reference, the following amounts appear:

    • The Insurance payment amount applied is the sum of the amounts in the Applied column. The text turns red if the amount is less than or greater than the payment Amount. To post the payment, this amount must equal the payment Amount.

    • The Remaining amount to be applied is the payment Amount minus the Insurance payment amount applied. The text turns red if the amount is greater than zero. To post the payment, this amount must be less than or equal to zero.

    • The Amount of other credits to be reapplied is the sum of all credits in the Balance column. A credit (negative amount) appears in the Balance column for a procedure if the sum of the Applied and Adjustment amounts is more than the sum of the Charge and Other Credits amounts.

  10. On the Tags tab, add tags to the payment as needed.

  11. On the Notes tab, enter any notes regarding the payment.

  12. On the Deductibles tab, change the amounts of the payment that are being applied toward any deductibles for Major, Preventive, Basic, and/or Ortho procedures as needed (for example, if the amounts differ from what is on the EOB that you receive from the insurance carrier).

  13. Click (or tap) Save.

  14. If you are posting a payment to a primary claim, a secondary claim is created for you automatically, and the Claim Created message appears and informs you of that. To view the secondary claim immediately, click (or tap) Open Secondary Claim; otherwise, click (or tap) OK.

Posting credit adjustments

You can post a credit adjustment, which decreases an account balance, to a patient's ledger.

To post a credit adjustment

  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.

  3. On a patient's Ledger page, click (or tap) Credit Adjustment.

    The Enter Credit (-) Adjustment dialog box appears.

  4. Enter the adjustment details, such as the type and amount.

    Set up the following options:

    • Date - The date of service. Leave the current date entered, or click (or tap) in the box to select a different date. However, you cannot backdate a transaction to a date that would cause it to become locked based on your organization's transaction lock setting.

    • Type - The adjustment type, such as Credit Adjustment or Professional Courtesy.

    • Amount (Adjustment) - The amount of the adjustment.

    • Apply to charges for - The adjustment is to be applied toward charges on the current patient's account or the account of another member of his or her household. If you select [Guarantor], you can apply the adjustment to charges for any or all household members.

  5. The adjustment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the adjustment amount is used up. However, you can change the Applied amount for any procedure in the procedure list as needed.

  6. On the Tags tab, add tags to the adjustment as needed.

  7. On the Notes tab, enter any relevant notes regarding the adjustment.

  8. Click (or tap) Save.

Posting charge adjustments

You can post a charge adjustment, which increases an account balance, to a patient's ledger.

To post a charge adjustment

  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.

  3. On a patient's Ledger page, click (or tap) Charge Adjustment.

    The Enter Charge (+) Adjustment dialog box appears.

  4. Enter the adjustment details, such as the type, provider, and amount.

    Set up the following options:

    • Date - The date of service. Leave the current date entered, or click (or tap) in the box to select a different date. However, you cannot backdate a transaction to a date that would cause it to become locked based on your organization's transaction lock setting.

    • Type - The adjustment type, such as Charge Adjustment or Patient Refund.

    • Amount (Adjustment) - The amount of the adjustment.

    • Provider - The provider to associate with this adjustment. Only providers who have access to the current location are available.

    • Select Visit for - The adjustment is to be associated with a visit from the current patient or another member of his or her household. If you select [Guarantor], you can apply the adjustment to a visit from any member of the household. The selection cannot be changed after you save the adjustment.

    • Visit date - The date of service (for the patient or guarantor selected from the Select Visit for list) to associate the adjustment with. Select [None] if the adjustment is not to be associated with a visit date. This option is available only if the current patient's name or [Guarantor] is selected from the Select Visit for list. The selection cannot be changed after you save the adjustment.

  5. On the Tags tab, add tags to the adjustment as needed.

  6. On the Notes tab, enter any notes regarding the adjustment.

  7. Click (or tap) Save.

Posting patient payments

You can post a payment from a patient to that patient's ledger.

To post a patient payment

  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.

  3. On a patient's Ledger page, click (or tap) Payment.

    The Enter Payment dialog box appears.

  4. Leave the current date entered in the Date box, or click (or tap) in the box to select a different date. However, you cannot backdate a transaction to a date that would cause it to become locked based on your organization's transaction lock setting.

  5. Enter the Amount of the payment.

  6. Select the Method of payment received from the patient (such as a check, cash, or credit card).

  7. Enter the payment details, such as the check number and amount.

    Set up the following options:

    • Check # - The check number. This option is available only if the payment type is a check.

    • Reference # - The reference number of the transaction or electronic funds transfer (EFT). This option is available only if the payment method is patient financing, an electronic transfer, or an electronic insurance payment.

    • Bank/branch # - The bank account number on the check. This option is available only if the payment type is a check.

    • Apply to charges for - The payment goes towards charges for the patient whose record you are viewing or another member of his or her household. If you select [Guarantor], you can apply the payment to charges for any household members.

    • Paid at patient visit - The payment was made at the office when services were rendered. Statistics regarding payments collected during visits appear on the Payment Analysis Report.

  8. The payment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the payment amount is used up. However, you can change the Applied amount for any procedure in the procedure list as needed.

    For your reference, the following amounts appear:

    • The Amount Not Applied is the payment Amount minus the sum of the amounts in the Applied column. This amount will appear as a credit on the account of the patient whose record you are viewing, another household member, or the guarantor, according to the selection that you made from the Apply to charges for list.

    • The Amount Applied is the sum of the amounts in the Applied column.

    Notes:

    • If you are entering a payment for procedures on the same date as the date of service or for procedures prior to the current date that are attached to a claim, Dentrix Ascend automatically calculates the estimated guarantor portion of the charges (if the patient has insurance coverage). However, if you are entering a payment for procedures prior to the current date that are not attached to a claim, Dentrix Ascend automatically calculates the estimated guarantor portion to be 100 percent of the charges.

    • If the patient has insurance coverage, and the estimated insurance portion for a given procedure is 100 percent, that procedure does not appear in the Enter Payment dialog box.

  9. On the Tags tab, add tags to the payment as needed.

  10. On the Notes tab, enter any notes regarding the payment.

  11. Click (or tap) Save.