Dentrix Enterprise saves your office from repetitive data entry by posting completed procedures to both Ledger and Chart at the same time. However, a different standard regarding record keeping exists for each module. Ledger, as a financial record, uses generally accepted accounting principles (GAAP). In contrast, Chart is a clinical record of patient care. Then, what do you do when you discover a posting error for a procedure in a month that has been closed out? The procedure has been locked to prevent deletions and changes, which is good for a financial record, and you can simply enter an adjustment in Ledger to correct the problem. However, the clinical record needs to accurately represent the actual care given, but you can't delete or change the procedure or "adjust" the clinical record in Chart. To solve this discrepancy, Dentrix Enterprise allows you to invalidate a procedure in history (in closed out months). Invalidating a completed procedure removes it from Chart while leaving it in Ledger.
Note: Invalidating completed procedures requires the "Completed Procedure, Edit" and "Invalidate/Validate Proc" security rights.
To invalidate a procedure in history
With a patient selected in Ledger, double-click a procedure in history.
Note: For a procedure in history, an asterisk (*) appears in the Transaction Flags column (the column labeled with an asterisk) of the transaction log.
If applicable, do one of the following:
If the Password - Completed Procedure, Edit dialog box appears, user verification has been assigned to the "Completed Procedure, Edit" task. Do one of the following:
If your user account has been granted the "Completed Procedure, Edit" security right, enter your credentials in the User ID and Password boxes, and then click OK.
If your user account has not been granted the "Completed Procedure, Edit" security right, have a user with permission temporarily override this restriction so you can edit a completed procedure this one time. The overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
If a message appears, informing you that you do not have rights to this operation, your user account has not been granted the "Completed Procedure, Edit" security right. To have a user with permission temporarily override this restriction so you can edit a completed procedure this one time, do the following:
On the message, click Yes.
In the Password - Completed Procedure, Edit dialog box, the overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
The Validate/Invalidate Procedure in History dialog box appears.
Under Validate/Invalidate Procedure, select the Invalidate Procedure option.
If applicable, do one of the following:
If the Password - Invalidate/Validate Proc dialog box appears, user verification has been assigned to the "Invalidate/Validate Proc" task. Do one of the following:
If your user account has been granted the "Invalidate/Validate Proc" security right, enter your credentials in the User ID and Password boxes, and then click OK.
If your user account has not been granted the "Invalidate/Validate Proc" security right, have a user with permission temporarily override this restriction so you can invalidate a completed procedure this one time. The overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
If a message appears, informing you that you do not have rights to this operation, your user account has not been granted the "Invalidate/Validate Proc" security right. To have a user with permission temporarily override this restriction so you can invalidate a completed procedure this one time, do the following:
On the message, click Yes.
In the Password - Invalidate/Validate Proc dialog box, the overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
Click OK.
The invalidated procedure no longer appears in Chart. The invalidated procedure still appears in Ledger as a history transaction; however, a plus sign (+) appears in the Transaction Flags column (the column labeled with an asterisk) of the transaction log to indicate that the procedure has been invalidated.
Because the account has already been billed for the procedure, post an offsetting credit adjustment that is equal to the amount of the procedure to remove the charge from the account's balance.
If necessary, post the procedure again using the correct information. Also, change the date to reflect the date that the procedure was originally posted, and change the charged amount to zero because the account has already been billed for the procedure.