Work with the General Ledger

The General tab displays the selected patient’s personal, financial, and insurance information, as well as any applicable patient alerts, office codes, and custom field information. It allows you to view a selected patient’s complete ledger of account history, including treatments added to the patient record.

Important: The Transactions module focuses on approved treatments. While you can view unapproved treatments from the Unapproved sub-tab, you cannot work with them until they are approved. Additionally, all treatments entered from the Transactions module do not require approval.

The financial information offers a summary of the patient’s financial status. It lists the current amounts owed by the patient and insurance company (if applicable) and separates those amounts into payment plan balances and aged balances (>30, >60, >90, >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.

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.

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

  • Balance Forward: This methodology 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 methodology 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.

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.