🚨 Important: This new account screen is being rolled out currently across Australia 🇦🇺. If you can't see it yet, you will do soon. In the meantime, if you are still using the old account screen, please refer to this article for guidance.
How do I use the 'Account' tab in Canada and Australia?
In Dentally, go to the 'Account' tab in the patient record. Here 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.
An overview of the patient's family account, if the patient is linked to a family - in CA this will also distinguish between the amount the family owes themselves, and the amount the family's insurance owes.
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 is part of a family, 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.
Amount unallocated - For the 'Payments' tab only, this column shows if all or part of the payment has not been allocated to an invoice.
The 'Invoices' and 'Payments' tabs shows all current and historic invoices or payments for that patient - along with any family members' invoices or payments if applicable/filtered. 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 status, 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.
💡 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?
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'.
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.