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Owed

Keep track of what patients owe the practice. Add a charge from the patient’s chart, mark it paid or waived when it is settled, and see everyone who still owes on one page.

Adding a charge

Charges are added in the patient’s chart, never on the Owed page. Open the patient, then open their Owed panel in one of two ways:

On the Overview, choose Owed in the At a glance column. On a wide screen the column is on the right; on a narrower one it sits below the notes.
If the patient already owes something, a red amount appears next to the chart’s tabs. Click it to open the same panel.

Press + at the top of the panel (Add charge).
Type the Amount, for example 5 or 5,50.
Type a short Description, such as Prescription or Certificate.
Press Add, or Enter.

Once the practice has charged before, a Recent row above the fields offers the charges you use most, for example Prescription €10.00. Tapping one fills both fields, and you can still change them before you press Add. The suggestions come from what everyone in the practice has entered.

An amount can be from €0.01 up to €1,000, with a comma or a point before the cents. A description can be up to 80 characters.

Paid, waived or removed

Each charge is settled on its own. Point at it to show its buttons; on a phone or tablet they are always there. You find the same buttons on the Owed page and in the patient’s Owed panel.

Mark paid: The patient paid. The charge moves to Settled as Paid, with the date and your name.
Waive: The practice lets the amount go. The charge moves to Settled as Waived, with the date and your name.
Remove: The charge was entered by mistake. It disappears completely, as if it had never been added.

There is no partial payment, and no button that clears a whole balance at once. When a patient pays everything, press Mark paid on each of their charges.

The count in the sidebar and the red amount in the chart update as soon as a charge is settled.

The Owed page

Open Owed in the sidebar, under Resources. On a phone it is under More. The number beside it is how many patients owe something right now.

Outstanding lists everyone who owes, with the number of patients and the total at the top. The patient who has owed the longest comes first, so you can work down the list.

Name: Click it to open the patient’s chart.
Phone: On a phone, tap it to call.
Since: The date of the oldest unpaid charge. After 30 days it turns into a red badge: the debt is overdue.
Amount on the right: What the patient owes in all. Each of their charges is listed under the name, with its description, date and amount.

Settled shows the charges paid or waived in the last 90 days, the most recent first. Each line says whether it was Paid or Waived, when and by whom, and its amount is struck through.

Owed is the practice’s own record of who owes what. It is not a receipt, as the line at the bottom of the list says.

In the patient’s chart

When a patient owes the practice money, their chart shows it in three places:

A red amount, the patient’s total, next to the chart’s tabs (on a phone, in the row under them). It is there only while something is owed.
The receipt icon of the Owed tab in At a glance turns red.
The Owed panel shows the Total and each unpaid charge, newest first. After 30 days a charge’s date turns red and reads Overdue.

The At a glance column remembers the pane you opened last, on each computer. Leave it on Owed and every chart opens there.

Correcting a mistake

In the patient’s Owed panel, their whole history is under Settled, with the number of charges beside it. Click it to open or close the list. On the Owed page, the Settled view shows the last 90 days for the whole practice.

Reopen puts a settled charge back into what the patient owes, with its original date. Use it when a charge was marked paid or waived by mistake.

Remove on a settled charge asks first, because it also deletes the record of that payment.