Manage the patient's invoices, statements and payments

Manage a family account

Create new claims and pending payments

Mark or unmark the patient as bad debtor

Patient: The total amount a patient owes

Insurance: The total amount the patient's insurance owes (if a pending payment has been recorded then this number will be in amber)

Balance: The combined total of what the patient owes and what is pending from insurance.

In Canada, you can manage a patient's invoices by going to the 'Account' tab in the patient record - the 'Invoices' tab will be selected by default, but you can toggle to it at any point by clicking it.

Here you will see all past and present invoices assigned to the patient's account.

You can use the 'Invoice status' and 'Date range' filters to adjust the list if needed.

You can also expand any invoice (by clicking the arrow to the far left) to view payments recorded against that invoice. From there you can delete any payment if needed by clicking the three dot arrow next to the payment on the right.

In the 'Account' tab in the patient record, click the '+ New invoice' button in the top right.

In the window that appears, prepare your invoice as needed. You can add items and charges, apply discounts and add notes.

When you are finished, click 'Save'.

The invoice will automatically appear in the 'Invoices' tab along with any other invoices for the patient.

Take payment

Record pending payment

Create new claim

In Canada, you can manage a patient's payments by going to the 'Account' tab in the patient record, and clicking 'Payments' on the left of the screen.

Here you will see all past payments assigned the patient's account.

You can use the 'Payment status' and 'Date range' filters to adjust the list if needed.

In the 'Account' tab in the patient record, click the 'Take payment' button in the top right to process a payment for all outstanding invoices for that patient. If the patient pays the full outstanding balance, all unexplained invoices will be explained. If they make a partial payment, the payments will be applied to the oldest invoices first, marking them as paid in sequence until the payment amount is exhausted.

To take a payment for specific invoices only, tick the checkboxes next to those invoices before clicking 'Take payment'.

You can also take a payment for one invoice individually by going to the 'Invoices' section, and clicking the three dot menu to the far right of the chosen invoice and clicking 'Take payment'.

In the window that appears when taking a payment, complete the fields as needed. The 'To pay' field will automatically populate with the patient's outstanding balance, but can be manually changed to any amount.

When you are finished, click 'Save'.

The payment will automatically appear in the 'Payments' tab along with any other historical payments for the patient. If you take payment for the outstanding balance, no manual explaining needs to be done.

Explain overpayments

Delete payments

In the popup that appears, choose the amount (you may wish to change this if you are splitting the payment and assigning it to multiple invoices). Then select the invoice from the dropdown to explain it against, and add any notes as needed.

When you are ready, click 'Save'.

The amount will now have a green 'Paid' label on the left next to it, and the three dot menu will no longer be visible to the right. This means it has successfully been explained. An arrow will also appear next to the 'Paid' label - clicking it will expand the payment to show any associated invoices.

In Canada, go to the 'Account' tab in the patient record.

Click the 'Statement' button in the top right corner.

In the window that appears, select the date range you wish to include in the statement.

Select whether you wish to email or print the statement. If you select 'Email', a new window will open allowing you to draft, save and send an email from within Dentally. If you select 'Print', the statement will open in a new window allowing you to save or print it.