Work with Office Charges

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

Office charges represent fees that can be added to an account that are not clinical in nature and are often added from the front desk or as an admin fee.

Examples:

• An NSF fee for a returned check.

• Record copy fee when your records are copied and sent to another facility.

• Hygiene products such as whitening kits, electric toothbrushes, etc.

There are two special uses of office charges:

• Pre-payments: These are stored as $0 office charges until they can be applied to charges. Only one office charge code can be used for pre-payments.

Note: Pre-payment codes are specified within the office charge code.

• Failed/Missed Appointment Fee: When an appointment is cancelled or failed, an office charge can be applied to the patient’s account.

Note: This is configured during module setup from Maintenance > Scheduler > Missed Appointment Codes.

Any payments that have been allocated as pre-payments for the selected patient also display on the Charges tab and are factored into the running total.

Note: Pre-payments are funds that have already been paid and are being held in reserve for future treatments and/or charges.

If a pre-payment was collected in order to pay for a future office charge which has now be added, you can allocate the pre-payment amount to the charge.

Records may 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.