🚨 Important: You can enable the new account screen using the toggle in the bottom right of a patient's account. We recommend using this new screen to benefit from features such as deposits and family payments. If you are still using the old account screen, please refer to this article for guidance.
How do I use the new 'Account' tab?
In Dentally, go to the 'Account' tab in the patient record.
You may need to enable the new account screen, if it is not already showing for you - you can do this by turning on the toggle in the bottom right of the screen:
Once you are viewing the new account screen, you can:
Manage the patient's invoices, statements and payments
Manage a family account
Mark or unmark the patient as bad debtor
Generate a statement of account
💡 Top tip: AU users 🇦🇺 will also see the 'New claim' button in the top right corner, which will allow you to create a new health fund claim.
The account screen will show you:
An overview of the patient's balance - in CA this will also distinguish between the amount the patient owes themselves, and the amount the patient's insurance owes.
Any deposits held against this account using the new deposit feature.
A summary of any unallocated payments associated with that patient - you can click to allocate these as deposits, or to allocate them quickly to an existing invoice.
An overview of the patient's family account, if the patient is linked to a family and their accounts are shared.
In AU/CA, family accounts will automatically be shared if family members are linked.
For UK practices, family accounts will only be shared by family members if 'Share Accounts' has been ticked in the 'Details' tab (in compliance with GDPR).
In CA, this family balance will also distinguish between the amount the family owes themselves, and the amount the family's insurance owes.
💡 Top tip: In the UK, accounts can only be shared by linked family members if the family members have consented - therefore you will first need to tick 'Share accounts' next to each family member in the family section of the 'Details' tab. This does not apply to AU/CA - in these regions, family accounts are shared automatically if they are linked.
View all the invoices and payments associated with the patient (including those associated with family members, if applicable). These are separated into the 'Invoices' and 'Payments' tabs, and filters can be applied to adjust the view.
Status - For the 'Invoices' tab only, view the invoice status.
Date range - Set the dates you want to view payments or invoices from and up to.
Patients - Visible only if the patient has shared family accounts, use this filter to choose which family members to include in your view. Selecting multiple family members will mean all their payments/invoices will be combined in the list.
Location/Taken at - For multi-sites only, use this filter to view only a specific site if needed.
The 'Invoices' and 'Payments' tabs display mostly the same information, but allow you to view it in different ways depending on what you need - 'Invoices' shows you all invoices, with associated payments visible underneath by expanding each invoice. 'Payments' shows all historic payments, with any associated invoices visible by expanding each invoice.
The 'Invoices' tab will be open as default when you open the account screen, but you can toggle between the two under the account overview.
The date, total and other details will be visible at a glance for each invoice or payment. You can also expand the entry by clicking the dropdown arrow to the left of it.
For invoices, this will display a breakdown of associated payments for that invoice.
For payments, this will display a breakdown of associated invoices for that payment.
From here you can unallocate as needed, by clicking the three dot menu on the right.
The columns and column headers shown may vary depending on your region.
💡 Top tip: For Canadian users 🇨🇦, you can use the 'Invoices' section to click the three dot menu to the far right of any unpaid invoice, and take payment, record pending payment or create a new claim.
How do I create an invoice in the 'Account' tab?
To create a new invoice from the 'Account' tab:
In the 'Account' tab, click '+ New invoice' button in the top right.
Prepare your invoice as needed - you can add/edit items, charges and notes. In CA 🇨🇦 and AU 🇦🇺, you will also be able to apply discounts at this stage.
When you are finished, click 'Save'.
The invoice will automatically appear in the 'Invoices' tab.
How do I take a payment in the 'Account' tab?
💡 Top tip: To take payments for multiple family members in a single transaction, make sure you have set the 'Patients' filter to include all relevant family members. You can then select all relevant invoices across all family members and take a single payment for their invoices.
To take a payment for a specific invoice (or multiple invoices):
In the 'Account' tab, identify the invoices you wish to pay in the 'Invoices' tab. Tick the checkbox next to each of your chosen invoices.
The total amount of all invoices selected will be calculated and shown in the button at the bottom. For example, if you tick a $50.00 invoice and a $20.00 invoice, the button at the bottom would read 'Take $70.00'.
In the window that appears, add the payment method and any other details as needed.
When you are ready, click 'Record payment'. The payment will now appear in the 'Payments' tab, and will show as allocated.
To take a payment which you will allocate at a later date:
In the 'Account' tab, click the 'Take payment' button.
The amount in the 'To Pay' field will default to the patient's outstanding balance, but can be amended to any amount as needed.
Add the payment method and any other details as needed.
When you are ready, click 'Record payment'. The payment will now appear in the 'Payments' tab. You will need to allocate the invoice in order for your reporting to be accurate.
In the 'Payments' tab, you can allocate any unallocated invoice by clicking the three dot menu to the right of the payment, and selecting 'Allocate payment'.
💡 Top tip: Before taking payment, remember to check if the patient has already paid a deposit which is now being held against their account - this deposit could be allocated to the outstanding invoice, so you don't need to ask them to pay twice.
How do I generate a statement of account for a patient?
In Canada, go to the 'Account' tab in the patient record.
Click the 'Statement' button in the top right corner.
For 'Statement type', choose from:
'Including invoice details' - The statement will include each invoice and payment, along with the items, prices and discounts for each invoice on the statement. This option is the default.
'Excluding invoice details' - This statement shows each invoice and payment, without the granular details of items and prices etc.
'Tax receipt'/'Payments only' - Wording of this option may vary depending on your region. This format can be given to patients as evidence of what they've paid towards their dental treatment. Selecting this option will automatically change the 'From/To' dates to the relevant year (depending on when you are generating the statement), but you can change the dates manually if needed.
For Canadian users, this statement type will only show non-insurance payments on the statement and will not include invoices.
For Australian users, this statement type will only show payments on the statement and will not include invoices.
Adjust the date range to include in the statement, if needed.
Select whether you wish to email or print the statement:
'Email' - A new window will open allowing you to draft, save and send an email from within Dentally.
'Print' - The statement will open in a new window, allowing you to save or print it.
📝 Please note: For family accounts, you can generate a statement including multiple family members. You will see checkboxes for each family member if this option is available for the statement - simply select or deselect as needed before proceeding.