Home Account Directory and Detail

Account Directory and Detail

A collection of help articles detailing how to manage account information, update contact details, and organize practice data.
Zach Joarn Jenefer Ysik
By Zach and 2 others
• 8 articles

Understanding the Account Directory Page

The Account Directory Page is your centralized hub for managing all patient accounts and their associated data. This page pulls information directly from your integrated EHR/PMS system, ensuring all records are up-to-date and synchronized. Additionally, the page allows you to manually add accounts for patients who may not be in the system. Key Features of the Account Directory Page 1. Synchronized Data from Your EHR/PMS - The Account Directory automatically pulls and syncs key data from your EHR/PMS, including: - Account Information: Names, contact details, and unique identifiers. - Financial Details: Gross volume, outstanding balances, and insurance estimates. - Activity Status: Tracks activity for features like Auto Collection, Subscriptions, and Payment Plans, indicating whether each is active or inactive for a specific patient. 2. Search and Filter Options - Easily locate patient accounts by: - Name or Identifier: Use the search bar to find specific accounts. - Directory Sorting: Organize accounts by financial or activity metrics. - Filters: Narrow down results by specific attributes such as Auto Collection status or outstanding balances. 3. Activity Tracking - The directory visually displays which accounts have active or inactive statuses for: - Auto Collection: Shows whether automated payment collections are enabled for the account. - Subscriptions: Indicates if a patient is enrolled in a subscription or membership program. - Payment Plans: Identifies accounts with active payment plans. Manually Adding an Account While most data is synced directly from your EHR/PMS, you can manually add new accounts if needed. Steps to Add an Account 1. Click the Add Button: - Navigate to the top-right corner of the Account Directory page and click Add. 2. Fill in the Patient Details: - Enter the required fields, such as: - First Name and Last Name - Contact Information: Email, phone numbers, and address - Financial Details: Outstanding balance and insurance estimate - Other Details: Last visit date, birthday, and PMS ID (if applicable) 3. Save the Account: - Click Add Account to save the new entry. The account will now appear in the directory. Use Cases for Manual Entry - Adding new patients not yet registered in your EHR/PMS. - Entering information for walk-in patients or external referrals. - Temporary accounts for testing or special cases. Benefits of the Account Directory Page 1. Centralized Management: - View and manage all patient accounts in one place, with a complete overview of financial and activity statuses. 2. Real-Time Syncing: - Ensure all data pulled from your EHR/PMS is accurate and up-to-date. 3. Flexible Account Creation: - Add accounts manually for unique situations without waiting for a sync. 4. Enhanced Financial Insights: - Quickly identify outstanding balances and inactive statuses to follow up on payments or activate services. Tips for Effective Use - Review Active/Inactive Accounts: Regularly check Auto Collection, Subscriptions, and Payment Plans statuses to identify accounts requiring updates. - Use Filters for Targeted Management: Filter accounts with outstanding balances or inactive statuses to focus on critical tasks. - Manually Add Accounts When Needed: Don’t wait for a system sync—add new patients manually when necessary. The Account Directory Page is a powerful tool for managing patient accounts and ensuring your practice runs smoothly. Whether you rely on data from your EHR/PMS or need to manually add accounts, this feature provides flexibility and efficiency. For further assistance, contact support! 4o

Last updated on Feb 06, 2025

Account Directory Detail: Summary View

The Account Directory Detail Page provides a comprehensive summary of a specific account’s information. This Summary View is designed to give you quick access to critical details, financial data, and account activity. Here’s an overview of the key sections and features available in the summary view. Key Features of the Summary View 1. Overview Section At the top of the page, you’ll find a quick summary of the account: - Outstanding Balance: Displays the total amount the account owes. - Gross Volume: Shows the total payments received from this account. - Messages: Tracks the total number of messages exchanged with the account. - Action Buttons: - Create Payment: Allows you to process a new payment for the account. - Send Payment Request: Quickly send a payment link to the patient. - Statement Link: Generate a statement link for sharing account details. 2. Account Details This section contains the patient’s key personal information: - Date of Birth - Email - Phone Number - Account Type: Indicates whether the account is for a guarantor or patient. - Account Status: Displays whether the account is Active or inactive. You can edit this information directly from this section. 3. Financial Details Provides a summary of the account’s financial history and status: - Gross Volume: Total payments made by the account. - Transactions: The total number of transactions processed. - Total Outstanding: The amount currently owed by the account. - Patient Portion: The portion of the outstanding amount attributed to the patient. - Insurance Estimate: Displays any estimated insurance coverage (if applicable). 4. Address This section lists the account’s address details, including: - Address Line: Displays the account’s street address. - City, State, and Zip Code: Additional location details. If there’s missing information, you can update it by clicking Edit. 5. Payment Methods This section displays the payment methods saved on file for the account: - Type: The type of payment method (e.g., credit card). - Details: Specific details about the saved payment method (e.g., last four digits and expiration date). - Default Method: Indicates whether a payment method is set as the default for transactions. - Action Buttons: - Add: Add a new payment method to the account. - Request: Request updated payment information from the account. - Remove: Remove an existing payment method. How to Use the Summary View 1. Review Account Status: Check the account’s outstanding balance and financial history to identify actions needed. 2. Send Payment Requests: Use the action buttons to create payments or request payments for outstanding balances. 3. Update Information: Edit personal, financial, or address details directly in the respective sections. 4. Manage Payment Methods: Add, update, or remove payment methods to ensure smooth payment processing. Benefits of the Summary View - Centralized Information: Access all relevant account data in one place. - Streamlined Actions: Quickly perform key tasks like sending payment requests or updating account details. - Improved Accuracy: Edit and update information directly to keep records current. - Enhanced Financial Tracking: Get an overview of balances, transactions, and payment history at a glance. The Account Directory Detail Page: Summary View is a powerful tool for managing individual accounts effectively. For additional assistance or feature-specific guidance, contact support or explore related articles in the help center!

Last updated on Feb 06, 2025

Account Directory Detail: Ledger Breakdown

The Ledger Breakdown Tab on the Account Detail Page provides an in-depth view of all financial activity associated with a specific account. It is divided into key sections that allow you to track payments, appointments, and adjustments, making it easy to manage the account’s financial records effectively. Key Sections of the Ledger Breakdown Tab 1. Transactions This section lists all financial transactions associated with the account, providing details on payment activity. Details Displayed: - Paid Date: The date when the payment was made. - Amount: The total amount of the transaction. - Recorded Status: Indicates if the payment has been logged in the system. - Source: Identifies how the payment was made, such as: - Terminal Payment - Virtual Payment - Auto Collection - Status: Shows the transaction status, such as: - Success: Payment processed successfully. - Refunded: Payment was refunded. - Pending: Awaiting processing or approval. - Display Toggle: Allows you to show or hide the transaction in other parts of the platform. Actions: - Add: Manually add new transactions if needed, including details like amount, source, and payment date. 2. Appointments This section provides an overview of appointments tied to the account, including their financial details. Details Displayed: - Date: The date and time of the appointment. - Cost: The total cost of the appointment. - Status: Indicates if the appointment has been completed, canceled, or is pending. - Description: Provides additional details about the appointment (e.g., "New Patient Prophy"). - Display Toggle: Enable or disable visibility of the appointment in patient-facing communications. Actions: - Add: Manually add appointments if they are missing or need to be updated. 3. Adjustments The Adjustments section allows you to track any manual changes or corrections made to the account’s financial records, such as discounts, write-offs, or fee corrections. Current State: - If there are no adjustments, the section will indicate "No Data." Actions: - Add: Input manual adjustments as needed, including details like the adjustment amount, reason, and date. How to Use the Ledger Breakdown Tab 1. Review Transactions: - Ensure all payments are recorded and verify their sources and statuses. - Identify any refunded or pending payments for follow-up. 2. Track Appointments: - Confirm appointment costs align with the patient’s outstanding balance or payments made. - Ensure completed appointments are accurately reflected. 3. Monitor Adjustments: - Check for any manual adjustments to ensure transparency and accuracy in the account’s financial history. Benefits of the Ledger Breakdown Tab - Complete Financial Overview: Provides a detailed breakdown of all financial activities related to the account. - Transparency: Tracks payment statuses and adjustments for easy reconciliation. - Customizability: Allows you to manually add or adjust transactions, appointments, or corrections. - Improved Accuracy: Ensures that all financial data is accurately recorded and displayed. For additional assistance in managing the Ledger Breakdown Tab or troubleshooting issues, please contact our support team. The tab is a powerful tool to ensure your practice’s financial records are always accurate and up-to-date! 4o

Last updated on Feb 06, 2025

Account Directory Detail: Message Tab

The Message Tab on the Account Detail page provides a detailed history of all communication sent to a specific account. This feature allows you to track, review, and manage messages sent via SMS or email, ensuring transparency and improved patient communication. Additionally, you can view the specific message templates used for each outreach. Key Features of the Message Tab 1. Message History The tab displays a chronological log of all messages sent to the account, making it easy to review past communications. Details Displayed: - Template: The name of the message template used (e.g., Payment Request Template, Payment Plan Template). - Type: Indicates whether the message was sent via SMS or Email. - Sent Date: The date and time the message was sent. - Source: Identifies the purpose of the message (e.g., Payment Request, Payment Plan, Auto Collection). - Status: Displays the delivery status of the message (e.g., Delivered, Failed). 2. View Specific Message Templates You can drill down into the details of any message sent by clicking on the specific entry. This opens the message template for review. Details Displayed in the Template: - Recipient Information: The contact details (email or phone number) where the message was sent. - Sender Information: The sending phone number or email address used for outreach. - Message Content: The full content of the message, including any dynamic placeholders filled with the patient’s specific information (e.g., name, balance, statement link). - Preview: A preview of how the message appeared to the recipient. How to Use the Message Tab 1. Review Communication History: - Check the log to verify when messages were sent and their delivery status. - Identify any failed messages for follow-up action. 2. View Message Templates: - Click on a specific message to see the exact content sent to the account. - Confirm that the messaging aligns with your practice’s tone and goals. 3. Track Patient Interaction: - Use the history to determine if reminders or follow-ups are needed. - Ensure timely communication with the patient based on the message history. Benefits of the Message Tab - Transparency: Provides a complete log of communication sent to the patient. - Accountability: Helps ensure all necessary messages (e.g., payment reminders, plan updates) are sent on time. - Customization: Allows you to review and refine message templates based on patient responses. - Improved Follow-Up: Quickly identify gaps in communication or undelivered messages for corrective action. The Message Tab is a valuable tool for managing patient communication effectively and ensuring all accounts are kept informed. For assistance with message templates or troubleshooting delivery issues, contact support! 4o

Last updated on Feb 06, 2025

Account Directory Detail: Payment Plans

The Payment Plans Tab on the Account Detail page is designed to help you efficiently manage all payment plans associated with an account. It provides visibility into active, canceled, or upcoming plans, giving you control over the financial arrangements made with patients. Key Features of the Payment Plans Tab 1. Payment Plan Overview - This tab lists all payment plans associated with the account, categorized into: - Active Plans: Payment plans currently in progress. - Canceled Plans: Plans that have been discontinued. - Awaiting Start Date: Payment plans scheduled to begin in the future. 2. Payment Plan Details For each plan, you can view: - Plan Status: Whether the plan is active, canceled, or pending a start date. - Payment Schedule: The installment dates and amounts due. - Outstanding Balance: The remaining amount owed on the plan. - Completion Progress: Track how far along the patient is in completing their payment plan. 3. Manage Payment Plans The tab provides options to manage existing payment plans: - View Details: Drill down into the specifics of each plan, including payment history and upcoming installments. - Edit Payment Plans: Adjust installment amounts, due dates, or other details as necessary. - Cancel Plans: Terminate payment plans that are no longer needed or have been replaced. - Add a New Payment Plan: Set up a new payment plan directly from the tab to provide financial flexibility for the patient. How to Use the Payment Plans Tab 1. Monitor Active Plans: - Ensure the patient is on track with their installments. - Identify any overdue or missed payments for follow-up. 2. Review Canceled Plans: - Track payment plans that have been discontinued for financial reconciliation. 3. Set Up Future Plans: - Use the tab to create new plans with start dates in the future, ensuring proper scheduling. 4. Adjust Plans as Needed: - Modify active plans based on patient requests or financial changes. Benefits of the Payment Plans Tab - Streamlined Management: Centralize all payment plan activities for better visibility. - Improved Patient Flexibility: Easily adjust payment schedules to meet patient needs. - Accurate Financial Tracking: Monitor progress and outstanding balances for each plan. - Actionable Insights: Quickly identify plans that require immediate attention. For accounts without active payment plans, the tab will display a No Data message. If you believe a payment plan should exist for an account but is not visible, please contact your account manager or reach out to support for assistance. The Payment Plans Tab simplifies the process of managing financial arrangements, ensuring smooth and transparent transactions with your patients. 4o

Last updated on Feb 06, 2025

Account Directory Detail: Subscription / In-house Plans

The Subscriptions Tab on the Account Detail page allows you to efficiently manage all membership or subscription plans associated with an account. This tab provides visibility into the current status of subscriptions and gives you the tools to upgrade, cancel, or renew them as needed. Key Features of the Subscriptions Tab 1. Subscription Overview - The tab lists all subscriptions associated with the account, categorized into: - Active Subscriptions: Memberships or subscriptions currently in effect. - Expired Subscriptions: Plans that have reached their end date. - Pending Subscriptions: Subscriptions scheduled to begin in the future. 2. Subscription Details For each subscription, you can view: - Plan Name: The specific membership or subscription plan the account is enrolled in. - Start and End Dates: The duration of the subscription. - Status: Indicates whether the subscription is active, expired, or pending. - Cost: Displays the total cost of the plan and payment details, if applicable. 3. Manage Subscriptions The tab provides tools to manage and update existing subscriptions: - Upgrade Subscriptions: Move the account to a higher-tier plan with more features or benefits. - Renew Subscriptions: Extend the subscription term when the plan is nearing its expiration date. - Cancel Subscriptions: End a subscription if the patient no longer requires it. - Add a New Subscription: Set up a new plan directly from the tab. How to Use the Subscriptions Tab 1. Monitor Active Subscriptions: - Ensure the subscription is active and being utilized by the account holder. - Review expiration dates to identify plans that need renewal. 2. Upgrade or Renew Subscriptions: - Offer enhanced plans to accounts that may benefit from additional features. - Renew plans promptly to avoid lapses in membership benefits. 3. Cancel Subscriptions: - Discontinue subscriptions for accounts that no longer require the service. - Track canceled plans for reconciliation and reporting. 4. Add New Subscriptions: - Use the tab to enroll accounts in new membership or subscription plans. Benefits of the Subscriptions Tab - Comprehensive Management: Handle all subscription-related tasks in one place. - Increased Flexibility: Easily upgrade, renew, or cancel plans based on account needs. - Accurate Tracking: Monitor subscription status and payment details for better financial management. - Enhanced Customer Experience: Provide seamless support for membership or subscription-related inquiries. For accounts without active subscriptions, the tab will display a No Data message. If you believe a subscription should exist for an account but is not visible, please contact your account manager or support team. The Subscriptions Tab makes managing memberships and subscription plans simple, ensuring your accounts are always up-to-date and well-served. 4o

Last updated on Feb 06, 2025

Account Directory Detail: Top Bar Buttons

The Top Bar Buttons on the Account Detail page provide quick and easy access to key account actions, streamlining workflows and ensuring efficient account management. Here’s a detailed breakdown of each button and its functionality: 1. Create Payment - Function: Opens the Create Payment popup to initiate a payment for the account. - Pre-filled Information: - The account name and patient portion balance are automatically filled if accessed from the account’s detail page. - Use Case: Quickly process payments for outstanding balances. 2. Send Payment Request - Function: Opens a popup to send a payment request via SMS or email. - Pre-filled Information: - The account name and patient portion balance are automatically filled, just like the Create Payment feature. - Use Case: Request payment from the patient remotely with minimal setup. 3. Statement Link - Function: Generates the account’s unique Statement Link, which includes: - Account-specific details: Patient name, contact info, outstanding balance (patient portion), and related transactions. - Appointments, Payments, and Adjustments: Displayed in detail unless hidden via the Ledger Breakdown tab’s Display Toggle. - Use Case: - The Statement Link is included in Auto Collection emails, texts, and paper statements (via QR code). - Use it to provide patients with a detailed breakdown of their financial activity and outstanding balances. 4. More The More dropdown provides additional options for advanced account management: Options in the More Dropdown 1. Enroll in Payment Plan: - Opens a popup to enroll the patient in a payment plan. - Allows flexible payment scheduling based on the patient’s financial situation. 2. Block Auto Collection: - Blocks the account from being included in Auto Collection. - When blocked, this button changes to Unblock, allowing you to lift the restriction. 3. Move to Auto Collection: - Schedules the account for immediate engagement in Auto Collection, overriding existing scheduling rules. 4. Generate Letter: - Generates a PDF paper statement for the account. - Includes a QR code that directs the patient to their unique Statement Link when scanned. 5. Create Subscription: - Opens the process to enroll the patient in a subscription or membership plan. 6. Disable Surcharge: - Disables surcharge fees for the patient’s account. - This can be re-enabled later if needed. 7. Delete Account: - Deletes the account from your system. - If the account originates from an integration, it can be re-synced later if necessary. Summary of Benefits - Streamlined Actions: Perform key tasks like payments, payment requests, and statement management in just a few clicks. - Advanced Customization: Manage advanced features such as Auto Collection, Payment Plans, and Subscriptions. - Improved Patient Experience: Provide clear communication and financial transparency with features like Statement Links and PDF letters. These tools empower you to manage accounts effectively while maintaining flexibility and ensuring smooth operations. For further assistance, contact support or your account manager! 4o

Last updated on Feb 06, 2025

Understanding Family Balance and Automated Outreach

In the billing app, the Family Balance feature is designed to streamline automated outreach for accounts with multiple patients. This help article explains how Family Balance works, how to manage manual payment requests, and key details about automated messaging to ensure effective communication with your account holders. Family Balance Family Balance consolidates the financial status of a family account into a single balance for automated outreach purposes. Here’s how it functions: - Single Balance: The family account is treated as one unified balance. - Impact of Credits: If there’s a credit on the account, it reflects in the family balance. As a result, no automated messages will be sent to the patient or account, even if individual balances might suggest otherwise. This approach simplifies outreach by focusing on the overall financial standing of the family account. Payment Requests To message an individual within a family account separately, you’ll need to send a payment request manually. Follow these steps: 1. Go to the "Create a Payment" popup in the billing app. 2. Select the "Payment Request" option. 3. Complete the prompts to send a tailored message to the specific individual. This manual method allows you to target communication when automated outreach isn’t suitable. Account Detail Page The account detail page offers a clear view of the family balance. On this page, you can access: - Overall Family Balance: The total balance for the account. - Breakdown by Patient: A detailed list of credits and balances for each patient within the account. This breakdown helps you understand the financial details of the family account and make informed decisions about payments and outreach. Automated Outreach For automated messaging, the guarantor is the key contact. Here’s what you need to know: - Primary Contact: The guarantor is always the recipient of automated messages about the family balance. - Contact Information: Ensure the guarantor’s contact details (e.g., phone number or email) are accurate and up-to-date in the patient or account record. Having reliable contact information for the guarantor is essential for successful automated outreach. Individual Balances If you prefer to manage individual balances and send automated messages to specific patients about their own balances (rather than treating the account as one family balance), this can be configured. To set this up: 1. Contact your account manager. 2. Explain your preference for individual balance messaging. 3. Your account manager will adjust the system to meet your needs. This option provides more flexibility and allows for personalized automated outreach tailored to your office’s workflow. Conclusion The Family Balance feature, combined with manual payment requests and automated outreach options, gives you the tools to manage billing communications effectively. Whether you’re reviewing the family balance breakdown on the account detail page or configuring individual balance messaging with your account manager, the billing app offers flexibility to suit your needs. For any questions or assistance, reach out to your account manager for support.

Last updated on Mar 17, 2025