Transactions Overview

The Transactions module is the financial hub of axiUm. It allows you to view the selected patient’s financial information and account history and all treatments added to the patient record. Within the module, you can manage your daily transaction tasks and a variety of financial items, including treatments, office charges, payments from both patients and insurance companies, payment plans, adjustments, and patient notes.

Key tasks that are completed from the Transactions module include the following:

  • View a patient’s financial account, including all charges, credits, and outstanding balances, as well as print receipts and patient statements.
  • Review treatments added via the EHR module and add/modify treatments directly from the Transactions module.
  • Review insurance coverage and submit and rebill claims.
  • Add office charges and patient adjustments, such as payment reversals, refunds, and discounts.
  • Apply adjustments, including payment reversals, refunds, and discounts.
  • Add and allocate patient payments to treatments or hold them as pre-payments for future treatment charges.
  • Create and manage payment plans and schedules that allow patients to pay for charges over time.
  • Enter insurance payments and allocate to adjust the remitted claims based on the EOB.

    • Note: This is different from the 835 Remittance module which automatically allocates insurance payments.

You can open the Transactions module using one of the following methods:

  • Nav Panel: Under Financials, click Transactions or the Transactions() icon.

    • Tip: You can also click the drop-down arrow () to display the list of Transactions sub-tabs and select one to open the Transactions module to that tab.

  • Menu bar: From the Actions menu, select Transactions....

The Transactions module is separated into an upper pane and a lower pane and offers a toolbar with a series of icons. The upper pane is organized into a series of tabs, each with one or more sub-tabs located on the lower pane.

Depending which tab is open, the upper pane contains a variety of fields and action buttons. For detailed information on the specific fields and buttons, see the applicable section.

The upper pane contains eight tabs:

    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.

    The General tab is split into three sub-tabs, each offering different views of the selected patient’s treatment and account activity:

    • Transaction History: Displays all approved treatments that are in-process or completed, all payments (from both patient and insurance), all adjustments, and all office charges on the patient account.

    • Pending: Displays all approved planned procedures for the patient.

    • Unapproved: Displays all procedures that have been added or modified from the EHR module but are not yet approved.

    Records may display in different colored text based on their status in the General tab:

    • Green: This indicates that the record is not finalized.

      • Examples: A treatment that is not submitted or a payment that is not fully allocated.

    • Gray: This indicates that the record has been deleted.
    • Red: This indicates that the record is in process or in dispute.
    • Salmon: This indicates that the record contains an ortho monthly charge.

      • Note: Inactive planned treatments in the Pending sub-tab display with the color specified for that treatment status.

    The Treatment tab displays approved procedures for the selected patient that were added from the EHR module or directly from this tab. It allows you to review, add, modify, and submit treatments and claims as necessary.

    The Treatment tab is split into two sub-tabs, each offering different views of the selected patient’s treatment activity:

    • Treatments: Displays all in progress and completed treatments on the patient’s record.

    • Planned: Displays all planned treatments on the patient’s record.

    Records display in different colored text based on their status in the Treatment tab:

    • Green: Indicates that the record is not batched and has not been submitted to insurance.

    • Red: Indicates that the record is in dispute.

    • Gray: Indicates that the record is deleted.

    The Charges tab lists all office charges entered on the selected patient’s account. It allows you to review, add, modify, and delete office charges for the selected patient as necessary.

    Records display in different colored text based on their status in the Charges tab:

    • Gray: Indicates that the record is deleted.
    • Purple: Indicates that the record is a pre-payment.

    The Pmt Plan tab allows you to view, add, and manage payment plans for the selected patient and their guarantor(s).

    Records may display in different colored text based on their status in the Pmt Plan tab:

    • Gray: Indicates that the record is deleted.

    The Payment tab lists all payments entered on the selected patient’s account. It allows you to add and manage payments made to your institution from the selected patient or their guarantor(s).

    It also allows you to view a patient’s balance, including amounts for unapproved items and new charges from today. This helps identify how much the patient owes, and what is currently due.

    Note: The Payment tab is for handling patient/guarantor payments. Insurance payments are handled from the Ins Pmt tab.

    Records display in different colored text based on their status in the Payment tab:

    • Green: Indicates that the record is not fully allocated.
    • Red: Indicates that the record is adjusted or reversed.
    • Purple: Indicates that the record is a pre-payment.

    The Adjustment tab allows you to view, add, and manage adjustments to payments and charges for the selected patient or their guarantor(s).

    Tip: Payments can also be adjusted directly from the payment record on the Payment tab. If adjusted from the Payment tab, the payment record displays in red text.

    Records display in different colored text based on their status in the Adjustment tab:

    • Gray: Indicates that the record is deleted.
    • Green: Indicates that the record is not fully allocated.

    The Ins Pmt tab allows you to add and manage insurance payments made to your institution and allocate them as necessary. The lower tabs display the insurance payments entered into axiUm for a selected insurance company.

    Note: This is the only tab that does not require you to select a patient.

    Records may display in different colored text based on their status in the Ins Pmt tab:

    • Green: Indicates that the record is not fully allocated.
    • Red: Indicates that the record has been adjusted.

    The Notes tab allows you to add and manage transaction (financial) notes for the selected patient.

The toolbar offers five icons: 

  • Attachments/Consents (): Allows you to quickly access the Attachments/Consents module from within the Transactions module.
  • Contact Notes (): Allows you to add and manage contact notes.

    • Contact notes record and track the date, reason(s), and outcome of all attempts to contact patients.

  • Add Sticky Note (): Allows you to add sticky notes to the patient’s record.

    • Sticky notes store and display small pieces of information and can be used as reminders for you or other users.

  • Patient Card (): Allows you quickly access the selected patient’s record from within the Transactions module.
  • Options/Settings (): Allows you to customize the way the Transactions module displays on individual workstations.