Manage Office Charges

  1. Select a patient and open the Transactions module.
  2. Click the Charges tab > Office Charges sub-tab and review the listed charges.

  3. To add an office charge:
    1. Click the New button.
    2. Complete the Office Charge fields as necessary and click the Add button.
      3. Field Description
      Practice

      Select the practice where the charge was created from the drop-down.

      Tip: To ensure the correct practice is selected, configure the Transactions Options window > Workstation Practice Override field.

      Date

      This field defaults to the current date.

      If necessary, select another date from the calendar drop-down.

      Code

      Enter an office charge code or click the ellipsis to select from the Office Charge Codes window.

      Important: Pre-payment office charge codes should not be added or modified from the Office Charge Codes window.
      Desc.

      This field displays the description of the selected office charge.

      Note: If necessary, you can modify the description manually.

      Discipline

      Select the discipline associated with this charge from the drop-down.
      Quantity

      Enter the quantity of the selected office charge.
      ID #

      This read-only field indicates an axiUm-generated identification number that is assigned when you click the Add button.

      Note: This number is used for internal purposes only.

      Provider

      Enter the ID of the provider associated with the charge or click the ellipsis to select from the Providers List window.

      Note: This is used for reporting purposes only.
      Location

      Select the location associated with this charge from the drop-down.

      Note: This is used for reporting purposes only.

      Amount

      This field displays the total amount of the charge. axiUm automatically calculates this value by multiplying the office charge code amount by the Quantity field.

      If necessary, you can modify the amount manually.

      Tax Rate %

      Note: This field is only enabled if the following conditions are met:

      • The selected office charge code is taxable. This is managed from Office Charge Codes window > Taxable checkbox.

      • The Sales Tax Exempt checkbox is deselected.

      This field defaults to the practice rate or custom rate.

      Note: This default is managed from the Transaction Options window > Sales Tax section.

      If necessary, you can modify this rate manually.

      Sales Tax

      Depending on how your institution is set up, sales tax may be calculated on office charges.

      This field displays sales tax amount applied to the selected office charge. axiUm automatically calculates this value by multiplying the Amount field by the Tax Rate % field.

      Tip: In rare cases, you may need to configure the sales tax used in the Charges tab. This is configured from the Transaction Options window > Charge Sales Tax field.

      Total

      This field displays the total charge including any taxes. axiUm automatically calculates this value by adding the Amount and Sales Tax fields.

      Bill on Current Pmt Plan

      Select the checkbox to apply this charge to the patient’s current payment plan.

      Sales Tax Exempt

      This checkbox indicates whether this instance of this charge is exempt from sales tax.

      The field is enabled if the selected charge is taxable and it is selected by default if the patient is configured to be tax exempt.

      Note: This is managed from the Patient Info window > Codes tab > Additional section > Tax Exempt checkbox.

      If selected, the Tax Rate % and the Sales Tax fields are cleared.
  4. To perform another task, complete one of the following:
    1. Select a listed office charge.
    2. Edit the fields as necessary and click the Modify button.
    1. Select a listed office charge and click the Delete button.
    2. When prompted, click Yes to confirm your deletion.

      3. Note: If the office charge has payments allocated, you must unallocate those payments first.

    1. Select a listed office charge, right-click and select Show History to display the Office Charge History window.
    2. Select a record to review the changes.

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

    1. Select a listed office charge, 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 Print List.
    2. Select the appropriate printer settings and click Select.