Home User Manual Discussion Forum Search

Patient Payment Scenarios

When deciding how to set up patient payment setup preferences, here are some scenarios to help you.

Scenario 1 : We want to allocate to procedures
In this scenario, Open Dental will always suggest pay splits allocated to procedures or as unallocated income to be allocated later. You can additionally set whether staff is required to allocate to procedures, or have more flexibility. Here are some questions to ask, and the settings we recommend based on your answers.

Do you also attach adjustments to procedures? Recommended Settings

Yes: All of our adjustments (including any Sales Tax, Finance Charges, etc.), must be associated with procedures too. We allocate all pay splits to procedures or as unallocated pay splits to be allocated at a later time.

 

Enforce Valid Pay Splits: Enforce Fully or Auto-Split Only.
Auto-split payments preferring: Adjustments (then FIFO)
Force users to attach procedures to adjustments: checked
No: Some of our adjustments are not associated to procedures (e.g. Sales Tax, Finance Charges), however in most casese staff will allocate pay splits to procedures or as unallocated income to be allocated at a later time. Since we have adjustments not associated with procedures, our staff needs the flexibility to complete payments that are not allocated to procedures.

Enforce Valid Pay Splits:

Auto-Split Only
Auto Split logic: Adjustments (then FIFO)
Force attaching adjustments to procedures: unchecked

*Enforce Fully will require staff to always allocate to procedures. The only way to allocate to adjustments will be to attach the adjustment to a procedure. Pay splits will be suggested for adjustments, but you cannot edit the suggestion and they will not be explicitly allocated to adjustments.

**Auto-Split only will suggest pay splits, but staff is not required to always allocate to procedures. Pay splits for adjustments will be suggested and you can change the adjustments they are associated to.

 

Are you a New Customer or an Existing Customer? Enter a Payment and Allocate Procedures
New Customer with a blank database
  1. Select the settings.
  2. Begin entering payments.

Suggested pay splits should be accurately allocated to the correct outstanding charges.

New Customer with a converted database
  1. Set payment preferences.
  2. As balances come due, fix family balances using income transfers, see Income Transfers.
  3. Begin entering payments.
Suggested pay splits should be accurately allocated to the correct outstanding charges.
Current customer who has been allocating payments to procedures
  1. Set payment preferences.
  2. Begin entering payments.

Suggested pay splits should be accurately allocated to the correct outstanding charges.

Current customer who has not allocated payments to procedures in the past, but wants to start
  1. Select a date to start allocating (Allocation Date). All procedures completed on and after this date will be allocated. Procedures completed before this date shoudl be ignored.
  2. Set payment preferences.
  3. Begin entering payments. Ignore all outstanding procedure charges dated prior to your Allocation Date.
  4. Manually re-allocate pay splits as needed until the patient's family balance is 0.
  5. Once the patient's family balance is 0, the pay splits suggested by Open Dental should accurately be allocated to the correct outstanding charges.
  6. Note: Reports prior to your allocation date may be inaccurate.

Scenario 2: I want it to work like before (single split to providers only, no allocation to procedures)
You do have the option of setting Open Dental to work as it did in version 17.2 and earlier. We only recommend this method if you have no intention of ever paying providers by income, are not concerned about the detail in your production and income reports, or you want to manually create every pay split.

Settings:

  • Enforce Valid Pay Splits: Don't Force
  • Force attaching adjustments to procedures: unchecked
  • Default unearned type for unallocated pay splits: Prepayments

Note: Even if you don't want to allocate to procedures, having Open Dental do the work of allocating to procedures (Auto-Split Only) will set you up for success if you ever want to allocate in the future . You can just ignore and accept suggested allocations, since you don't care about them anyways. But if, as your business grows, you decide you do want to pay providers by income, or want to have more details in yoru production and income reports, you can quickly transition to procedure allocation.

 

Open Dental Software 1-503-363-5432