In version 17.3 and greater, payment split (paysplit) management is done directly on the Payment Window
The Pay Split Manager is an optional yet useful tool when allocating Patient Payments to procedures and providers. The Pay Split Manager suggests paysplits based on the family's outstanding charges, payment amount, and FIFO logic (first in, first out, by date). You can accept the recommendations, change splits, or manually add your own.
On the Payment window, click Split Manager.
On the left is a list of recommended splits (if the payment amount is $0, no recommendations are made). On the right is a list of all outstanding charges.
You have several options:
- To accept the Current Payment Splits, click OK.
- To edit a paysplit (amount, unearned type, procedure, provider, or patient) double click it. See Changing Paysplit Allocations.
- To create a paysplit for an Outstanding Charge, highlight the outstanding charge(s), then click Add Splits.
- To apply a partial payment to Outstanding Charges, highlight them, then click Add Partials. See Add Partial Payments below.
- To add a new paysplit not attached to an outstanding charge, click Add Manual.
- To remove a Current Payment Split, highlight it, then click Delete Splits. The line item will reappear under Outstanding Charges. To remove all splits at once, click Delete All.
Payment Amount: The total amount entered on the Payment window. If a payment amount exceeds the total family balance (overpayment), an unallocated split will be created for the excess amount and marked as a Prepayment.
Current Payment Splits: All paysplits for this payment. Highlighted items correspond to an outstanding charge. If a payment amount is entered on the Payment window, recommended paysplits are automatically created based on the payment amount and the family's outstanding charges (procedures, adjustments, payment plan amounts due). Splits are created for the oldest amounts due first, until no dollars are remaining. Splits not tied to a procedure will have a Type of Unallocated.
Outstanding Charges: A list of all procedures, adjustments, or payment plan charges that have a balance remaining (when entering payment for a guarantor only). Highlighted items correspond to a payment split. To include procedures with a zero balance, check Show Other Charges.
Total: The total amount of all payment splits.
When splitting payments to payment plan charges, we have a few recommendations to avoid issues with line item accounting.
- Apply splits for adjustments after older procedures and pay plan charges have been paid off. This will ensure that future payments to procedures and pay plan charges allocate correctly. Adjustment splits always count towards the oldest charge, not directly to the adjustment itself.
- Do not edit payment plan interest splits generated by the Pay Split Manager because it can cause future splits to be allocated to the incorrect provider.
- If you edit or delete paysplits in the Pay Split Manager, the amount remaining value (Amt Rem) for outstanding charges may be incorrect.
Add Partial Payment Splits
- Highlight the outstanding charges you want to create partial splits for.
- Click Add Partials. For each charge, Open Dental will prompt you for the payment amount.
- Enter the payment amount, then click OK. Repeat for each outstanding charge selected.
Examples and Logic
The following examples assume there are two patients in a family: Pat 1 and Pat 2.
- Pat 1 had a $30 procedure completed on 5/1/2015.
- Pat 2 had a $50 procedure completed on 5/10/2015.
Example 1: There are no payments on their account and the payment amount is $80. Here is what the Payment Split Manager does:
- Calculates the amount due for both procedures and determines that each procedure owes $30 and $50.
- Takes the $80 and makes a $30 paysplit for Pat 1's procedure because it came first. There is $50 remaining.
- Takes the $50 and makes a $50 paysplit for Pat 2's procedure since it came next. There is $0 remaining.
Example 2: A previous $30 payment was entered on 5/15/2015 with a single $30 paysplit attached to Pat 1's procedure. The current payment amount is $50.Here is what the Payment Split Manager does:
- Determines Pat 1's procedure has a balance of 0.
- Makes a $50 paysplit for Pat 2's procedure since it comes next. It's balance is now 0
Example 3: A previous $30 payment was entered on 5/15/2015 with a single $30 paysplit attached to no procedures. The current payment amount is $50.Here is what the Payment Split Manager does:
- Takes the previous $30 payment/paysplit and associates it to Pat 1's procedure because this procedure came first (FIFO by date). The procedure will not actually be linked or attached to the payment, however the balance for this procedure will now be 0. You will not see this in the Payment Split Manager as it occurs behind the scenes.
- Makes a $50 paysplit for Pat 2's procedure since it comes next. It's balance is now 0.
Example 4: A previous $40 payment was entered on 5/15/2015 with a single $40 paysplit attached to no procedures. The current payment amount is $50.Here is what the Payment Split Manager does:
- Takes the previous $40 payment/paysplit and creates a $30 paysplit associated to Pat 1's procedure because this procedure came first (FIFO by date). There is $10 remaining on the paysplit. The procedure will not actually be linked or attached to the payment, however the balance for this procedure will now be 0. You will not see this in the Payment Split Manager as it occurs behind the scenes.
- Uses the $10 remaining on the paysplit to pay $10 towards Pat 2's procedure because this procedure came second (FIFO by date). The procedure still has a $40 balance. You will not see this in the Payment Split Manager as it occurs behind the scenes.
- Makes a $40 paysplit for Pat 2's procedure since it comes next. The procedure's balance is now 0. There is $10 remaining in the payment.
- To account for the remaining $10, you must create a manual paysplit for the amount (Add Manual). Total paysplit amount must match total payment amount.
Payment Plans: When creating splits for a payment plan charge, first an interest payment split is created, then the remaining amount is split to procedures attached to the plan.
Frequently Asked Questions
My payment amount is $35 and my procedure fee is $35, but a paysplit is only created for $15. Why?
The procedure only has a balance remaining of $15 because a previous credit was applied towards the procedure's balance (e.g. adjustment, partial payment, pre-existing credit).
Can I edit historical payment allocations using the Pay Split Manager?
It is not recommended and may be time consuming and difficult.