🚨 Important: Canadian 🇨🇦 and Australian 🇦🇺 users automatically have the new account screen. UK 🇬🇧 users will see the new screen, but can temporarily disable it to view the legacy screen if needed. If you have done this, refer to this article for guidance. You cannot access certain features such as deposits and family payments if you are using the legacy screen.
How do I use the new 'Account' tab?
In Dentally, go to the 'Account' tab in the patient record.
Create an invoice and manage existing invoices
Take a payment and manage existing payments
Take and manage deposits
Manage a family account
Mark or unmark the patient as bad debtor
Generate a statement of account
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.
Take a payment, create an invoice or generate a statement using the buttons in the top right.
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. You can also select one or multiple unpaid invoices (using the tickboxes on the left) to take a payment which will automatically be allocated to them.
'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.