Transactions > Office Charge Codes

Key Info  
Purpose:

Configure office charge codes for Transactions module.
Related Module(s):

Transactions, Scheduler
Accessed From:

Maintenance > Transactions > Office Charge Codes

Window(s):

Office Charge Codes

Dependencies:

None.

Office Charge Codes Window

The Office Charge Codes window allows you to manage the office charges used by your institution.

Office charges represent fees that can be added to an account that are not clinical in nature and are often 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 that you need to consider:

  • Pre-payments: Pre-payments in axiUm are stored as $0 office charges until they can be applied to charges. You must configure one (and only one) office charge code 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: Once the office charge code has been created, it can be linked to missed appointment codes in Maintenance > Scheduler > Missed Appointment Codes.

Field Description
Code

A text field that indicates the code that identifies the office charge code.
Inactive

A check box that, when selected, indicates the code is inactive and not in use.
Description

A text field that describes the office charge code.
Print Description

A text field that describes the office code that displays on printed statements and receipts.
Amount

A text field that indicates the default amount for this type of charge.
Taxable

A check box that, when selected, indicates the charge is taxable.

Note: Tax settings are set up in two separate windows:

  • Practice Options window.
  • Transactions Options window: Transactions module > Options / Settings icon.
Code to use for patient pre-payments

A check box that, when selected, indicates the charge represents pre-payments.

Warning: Only one code can be set up for pre-payments and it cannot be used for any other purposes.

Task Procedure
Add Office Charge Codes
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Office Charge Codes
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.

    3. Note: Once an office charge code is created, the Code field cannot be modified.
Delete Office Charge Codes
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.
Preview/Print Report
  1. (Optional) To preview the Office Charges report, click the Preview Report () icon.
  2. To print the Office Charges report, click the Print Report () icon.

    3. Note: The Office Charges report uses the ofcharge.rpt file.