Invalidating a procedure in history

Dentrix saves your office from repetitive data entry by posting procedures to both the Ledger and the Patient Chart. However, a different standard regarding record keeping exists for each module. As a financial record, the Ledger follows Generally Accepted Accounting Principals (GAAP), which require that you correct posting errors using an adjustment. To comply with GAAP, transactions are locked once the transaction is moved to history when you close out the month.

In contrast, the Patient Chart serves as a clinical record of patient care and must be completely accurate. You must correct any errors so that the Patient Chart reflects the actual care given. To solve this discrepancy, you can invalidate procedures in history. Invalidating a procedure removes it from the Patient Chart, while leaving it on the Ledger. If you discover a posting error after a procedure has been moved to history, you can invalidate the procedure in history to correct the mistake.

Note: Invalidating a procedure removes it from the Patient Chart but leaves the item in the Ledger as a history procedure. A “+” sign to the left of the description indicates that the procedure has been invalidated.

To invalidate a procedure in history

1.   With a patient selected in the Ledger, locate the transaction that you want to invalidate.

2.   Double-click the transaction line.

The Validate/Invalidate Procedure in History dialog box appears.

3.   Select Invalidate Procedure.

4.   To invalidate the procedure, click OK.

5.   From the Transaction menu, click Enter Adjustment.

6.   Type the amount of the invalidated procedure (make sure that the adjustment type selected is a credit (-) adjustment).

7.   Click OK.

8.   Post the transaction again using the correct information. Be sure to change the date to reflect the date the transaction was originally posted.