General Ledger

The General tab is commonly referred to as the General Ledger. It displays the selected patient’s personal, financial, and insurance information, as well as any applicable patient alerts, office codes, and custom field information. It also allows you to review a selected patient’s complete account history, including added treatments.

Important: The Transactions module focuses on approved treatments. You can view unapproved treatments from the Unapproved sub-tab, but cannot work with them until they are approved.

Tip: All treatments entered from the Transactions module do not require approval.

The financial information offers a summary of the patient’s financial status and lists the current amounts owed by the patient and insurance company (if applicable). These amounts are separated into payment plan balances and aged balances (>30, >60, >90, and >120 days overdue.) Lastly, it lists the next date any fees are due and the amount due from the patient today.

Note: If insurance is a contract-type policy, axiUm displays a Contract () icon.

Tip: You can hover over a code or alert to view the entire description.

Patient balances may display in one of two ways on the General tab:

  • Balance Forward: This method displays a list of debits and credits for each account. Balances are calculated based on debits and credits on the patient’s account and aged based on the oldest outstanding items first.

    • Note: This is similar to FIFO (first in, first out) method.

  • Open Item: This method displays charges and the payments and adjustments allocated to them to calculate and displays the patient's balance. We recommend that you use this methodology as it helps ensure payments are properly allocated to charges.

Tip: You can customize how records display in the General tab from the Transactions Options window > General Tab View field.

  1. Select a patient and open the Transactions module.
  2. Click the General tab > Transaction History, Pending, or Unapproved sub-tab and review the listed entries.

  3. To perform a task, complete any of the following:

    4. Allocations are the list of payments and adjustments that have been applied to a selected record.

    1. Select a listed record, right-click and select Show Allocations to display the Allocations window.

    2. (Optional) To filter the listed records, select any of the following checkboxes:
      • Patient Payments
      • Insurance Payments
      • Adjustments
    3. Review the listed records.
    4. (Optional) Complete any of the following:
      • To separate the payment and adjustment amounts by line, select a record and click the Expand button.
      • To view the history of an allocation, select a record and click the History button.
      • To unallocate a record, select a record and click the Unallocate button.
    1. Select a listed record, right-click and select Show History to display the applicable window.

      2. Note: If you selected an insurance record, the Ins. Payment History window displays. If you selected an adjustment record, the Adjustment History window displays. If you selected a payment record, the Payment History window displays.

    2. Select a listed record and review the information as necessary.

    You can review how a payment has been disbursed.

    1. Select a listed record, right-click and select Disbursement to display the applicable window.

      2. Note: If you selected an insurance record, the Insurance Disbursement window displays. If you selected an adjustment record, the Adjustment Disbursement window displays. If you selected a payment record, the Payment Disbursement window displays.

    2. Review the listed records as necessary.
    3. (Optional) Complete any of the following:
      • To view the history of a record, select a record and click the History button.
      • To unallocate a record, select a record and click the Unallocate button.

    You can review how a payment record has been adjusted.

    1. Select a listed record, right-click and select Show Adjustments to display the Patient Payment Adjustments window.
    2. Review the listed records as necessary.

    3. (Optional) Complete any of the following:
      • To view the history of a record, select a record and click the History button.
      • To unallocate a record, select a record and click the Unallocate button.

    You can view the claim submission history for treatment records.

    1. Select a listed record, right-click and select Claim Submission History… to display the Claim Submission History window.
    2. Select a listed record and review the fields as necessary.
    3. (Optional) To print, click the Print Copy or Reprint buttons as necessary.

    You can view the consent history for treatment records.

    1. Select a listed record, right-click and select Tx Consent History to display the Tx Consent History window.

      2. Tip: To include deleted records, select the Show Deleted checkbox.

    2. Select a listed record and click the View… button to display the consent form as a PDF.
    1. Select a listed record, right-click and select Print List.
    2. Select the appropriate printer settings and click Select.