Monthly Procedures

  1. Print Recall Lists, Labels, and/or Postcards in preparation for the upcoming month. See Patient Recall.
  2. Print Birthday Lists, Labels, and/or Postcards in preparation for the upcoming month. See Filter Characteristics.
  3. Print the Outstanding Claims Report. This brings insurance claims that have been outstanding for an unusually long period of time to your attention.
  4. Rebuild your files by going to Settings, Rebuild Key Files, and All Files. The keeps the files organized in your data base.
  5. Recalculate your accounts by going to Utilities in the Transactions menu. Select Recalculate Accounts Receivables.

Patient Billing
  1. Go to the Month-End Billing Menu.

  2. If you have patients on time payment contracts and want their monthly contract charge to be reflected on their billing statement, run Apply Time Payment Charges. This applies the appropriate monthly charge to the Family Ledger of each patient with an active contract.

    If you expect patients to make their contract payments from a coupon book and do not want to reflect it on their billing statement, run Apply Time Payment Charges AFTER you run billing statements.

    RUN THIS UTILITY ONLY ONCE EACH MONTH.

  3. If you want to apply finance charges on delinquent accounts, run Calculate Finance Charges. When given the option, display the report of the finance charges that were applied. If you feel some of these charges are not justified, print the report and use Edit Transactions to change or delete them.

    RUN THIS UTILITY ONLY ONCE EACH MONTH.

  4. If you want to evaluate overdue accounts, run the Delinquent Balance Report from the Other Financial Reports Menu. A more simplified report of those who are delinquent is the Aged Balance Report.

  5. The Credit Balance Report tells you if anyone has an overpayment on their account.

  6. Create Patient Statements. Choose the range of patients you want (usually A-Z) and the range of dates. You can use your own Age-Specific messages or proceed without them. Remove the previous statements on file or you will simply be adding the current statements to those previously sent. At the Preview/Edit screen you can make changes, add individual messages or delete statements. Then either print patient statements to paper or send statements electronically.

Using Cycle Billing

Cycle Billing addresses the problem of high billing float. The idea is to bill the patient more directly after the work has been performed instead of waiting until the end of the month.

If you tell the system you are using the Cycle Billing method, it makes sure a statement will not print for a family who has received one within the last 30 days. Therefore, you can print statements as often as you would like (weekly, bi-weekly) without incurring the expense or potential bad will of billing a given family more than once a month.

If you prefer this method of billing, set Cycle Billing to Yes in System Settings.

If you use Cycle Billing, you should still calculate finance charges and apply monthly contract charges ONLY once a month.

Tracking Productivity

The Production Summary Report helps you monitor the productivity of your practice.

This report tells you how many times each procedure was performed and calculates the total production and total receipts for any range of dates. You may do this daily, weekly, and/or monthly. Comparing the reports from period-to-period can show the effectiveness of new marketing campaigns, collection procedures, etc..