With Family Balance Manager, you can identify accounts with credit and charge balances and then post write-offs on those accounts at the same time. Family Balance Manager is an independent module; even though you can open it from another module, it can remain open independent of other modules.
Note: Accessing Family Balance Manager requires the "Family Balance Manager" security right.
To process family balances
Do one of the following:
In Office Manager or Ledger, click the Family Balance Manager button 
on the toolbar.
In Office Manager, on the File menu, click Family Balance Manager.
In Ledger, on the File menu, point to Switch To, and then click Family Balance Manager.
If applicable, do one of the following:
If the Password - Family Balance Manager dialog box appears, user verification has been assigned to the "Family Balance Manager" task. Do one of the following:
If your user account has been granted the "Family Balance Manager" 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 "Family Balance Manager" security right, have a user with permission temporarily override this restriction so you can access Family Balance Manager 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 "Family Balance Manager" security right. To have a user with permission temporarily override this restriction so you can access Family Balance Manager this one time, do the following:
On the message, click Yes.
In the Password - Family Balance Manager dialog box, the overriding user enters his or her credentials in the User ID and Password boxes and then clicks OK.
Family Balance Manager opens.
Set up the following options:
Balance and Date Filter:
Write-off family balance that is - Select an option from the list to search for accounts with balances that are between two specified amounts, greater than or equal to a specified amount, or less than or equal to a specified amount. Also, either specify an amount by entering the same amount in both boxes, or specify a range of amounts by entering the starting amount in the first box and the ending amount in the second box.
Where the balance/balance range - Select an option to search for accounts where a balance falls between the dates specified, exists and the date is greater than or equal to a specified date, or exists and the date is less than or equal to a specified date. Also, either specify a date by entering or selecting the same date for both the starting date and ending date, or specify a date range by entering or selecting the starting date of the range and the ending date of the range.
To enter a date, do any of the following:
To change the month, click the month portion of the date and then enter a month as a 1-digit or 2-digit number.
To change the day, click the day portion of the date and then enter a day as a 1-digit or 2-digit number.
To change the year, click the year portion of the date and then enter a year as a 2-digit or 4-digit number.
To select a date, do the following:
Click the corresponding calendar icon to view a month calendar.
Navigate to the correct month using the left and right arrows.
Note: To quickly change the year and month, click the month-year at the top of the calendar, navigate to the correct year using the left and right arrows, and then click the correct month.
Click the correct day.
And the date is based on - Select an option from the list to specify whether the date of a balance is based on the procedure date or entry date of transactions. Entry date indicates the date of a transaction that was entered into the database. Procedure date indicates the date of a transaction that was manually changed. Most of the time, procedures will have the same entry and procedure date. They will only differ when you backdate a procedure. Applied credits use the allocate date instead of entry or procedure date.
Clinic Filter - To search for accounts by clinic, do the following:
Select the checkbox.
Click
the search button 
.
The Select Clinic dialog box appears.
Note: If your user account has been granted the "View All Patients" security right for the Central clinic, the ID and title of all clinics appear in the upper list; otherwise, the ID and title of each clinic for which your user account has been granted the "My Clinics, View" security right (in the "Practice/Clinic Setup" category) appear in the upper list; however, if your user account has not been granted that right to any clinic, only the ID and title of the clinic that you are currently logged in to appear in the upper list.
If the list is long, to search for a clinic by ID and/or title, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a clinic's ID and/or title in the ClinicID and/or Practice Title box, respectively.
Click Show Results to view a list of matching clinics.
Note: To return to viewing the list of all the clinics, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more clinics.
Note: To select multiple clinics, click a clinic, and then, while pressing the Ctrl key, click the other desired clinics. To select a range of adjacent clinics, click the first clinic of the desired range of clinics, and then, while pressing the Shift key, click the last clinic of the desired range of clinics.
Click Add.
Repeat steps c-e as needed to add other clinics.
Note: To not include a clinic that you added, select that clinic in the lower list, and then click Remove.
Click OK.
Billing Type Filter - To search for accounts by billing type, do the following:
Select the checkbox.
Click
the search button .
The Select Billing Type dialog box appears.
If the list is long, to search for a billing type by ID or description, do the following:
Click Search.
The options for searching appear in the upper list.
Enter the first character or more of a billing type's ID or description in the ID or Description box, respectively.
Click Show Results to view a list of matching billing types.
Note: To return to viewing the list of all the clinics, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the upper list, select one or more clinics.
Note: To select multiple billing types, click a billing type, and then, while pressing the Ctrl key, click the other desired billing types. To select a range of adjacent billing types, click the first billing type of the desired range of billing types, and then, while pressing the Shift key, click the last billing type of the desired range of billing types.
Click Add.
Repeat steps c-e as needed to add other billing types.
Note: To not include a billing type that you added, select that billing type in the lower list, and then click Remove.
Click OK.
Guarantor Range Filter - To search for accounts by guarantor, do the following:
Select the checkbox.
To specify guarantors, do one of the following:
To include a specific guarantor, select the same guarantor for both From and To.
To include a specific range of guarantors, select the starting guarantor (alphabetically by last name) of the range for From and the ending guarantor of the range for To.
To select a guarantor for From or To, do the following:
Click the corresponding search button
.
The Select Patient dialog box appears.
In the Enter Last Name box, enter the last name of a guarantor.
Note: For information about all the search options that are available in the Select Patient dialog box, refer to the topic about selecting a patient.
Do one of the following:
Double-click the correct guarantor in the list of results.
Select the correct guarantor in the list of results, and then click OK.
Other Filters:
The latest claim received date for any member of the family must be older than - Enter a quantity in the day(s) box to specify how old the most recent received claim on an account must be. For an account to be included, the received (paid) date of the most recent claim of any family member associated with that account must be longer ago than the number of days entered.
Note: For an account to be considered for a write-off, no member of the family can have any outstanding claims.
Allow write-offs on accounts with unallocated transactions - To allow write-offs for account with unallocated charges, select this checkbox; otherwise, leave the checkbox clear.
Note: With this checkbox selected, you will have to allocate credits to charges manually.
Notes:
For an account to be considered for a write-off, no member of the family can have any outstanding claims.
If you have made any changes to the filters, and you attempt to close the Family Balance Manager, a message that asks if you want to save the new filters appears. To save the filters for the next time you open the Family Balance Manager, click Yes.
If you have made any changes to the filters and want to reset them to the default states, click Clear Defaults.
Click Review.
The Family Balance Manager - Review and Process dialog box appears.
Set up the following options:
Balances - From the Credit Adjustment to use as write-off list, select the type of credit adjustment to use for any write-offs to adjust charge balances.
Note: If the Allow write-offs on accounts with unallocated transactions checkbox was not selected in step 2, a credit adjustment will be posted for each clinic with unallocated charges.
Results Filter - To show accounts according to which actions will be performed, select one of the following actions:
<ALL> - Accounts are displayed regardless of the actions to be performed.
Write-off and Allocate - This applies to an account only if the Allow write-offs on accounts with unallocated transactions checkbox was not selected in step 2, if the account balance is not equal to zero, and if the account does not meet the conditions for it to be skipped.
Write-off Only - This applies to an account only if the Allow write-offs on accounts with unallocated transactions checkbox was selected in step 2 and if the account does not meet the conditions for it to be skipped.
Note: A single adjustment (credit or charge, depending on the family balance) will be posted. However , the adjustment will not be allocated. For a credit adjustment, the guarantor's default clinic will be used.
Account Skipped - This applies to an account if any of the following conditions are met:
Any member of the family has an outstanding claim (a claim that does not have a received status).
All family members' claims have been received, but the received date of the most recent claim of any family member associated with that account is not older than the day(s) entered in step 2.
Credit Balances - Specify the following information for any adjustments to credit balances:
Charge Adjustment to use as write-off - From the list, select the type of charge (debit) adjustment to use for write-offs.
Note: The clinic that is associated with the most recent completed procedure on an account will be used for posting a write-off. If there is not a completed procedure on an account, the guarantor's default clinic will be used for posting a write-off.
Provider for write-off - To select the provider to attach to write-offs, do the following:
Click the search button 
.
The Provider Selection dialog box appears.
Note: Only the providers who are associated with the clinics for which your user account has been granted the "My Clinics, Select Provider" security right (in the "Practice/Clinic Setup" category) are available for selection.
If the list is long, to search for a provider by provider ID, first name, last name, and/or title, do the following:
Click Search.
Enter the first character or more of a provider ID, first name, last name, and/or title in the ProviderID, FirstName, LastName, and/or Title boxes, respectively.
Click Show Results to view a list of matching providers.
Note: To return to viewing the list of all the providers, click Search, click Clear Search to clear the search criteria that you entered, and then click Show Results.
In the list, select the correct provider.
Click OK.
In the upper list, select the desired accounts, and then click Add to move them to the lower list.
Notes:
The Number of family accounts selected to process and Total amount being written off appear for your reference.
To remove an account from the lower list, select it, and then click Remove.
6. Click Process.
7. When the accounts have been processed, click OK on the success message that appears.
The accounts in the lower list now have Processed (with a green font) in the Results column and 0.00 in the Family Balance column.
8. Click Close.