Articles in this section

See more

Explore Components of the Ledger

Aishwarya Nair
  • Updated
Follow

CareStack’s customisable ledger functions as the hub of all transactions linked to a patient. With its highly customisable functionalities, CareStack’s ledger offers users the ability to understand patient transactions better and take necessary action on the same.

Topics Covered

To access a Patient’s Ledger:

  • Select the intended patient using the Global Search Bar.
  • Hover over Billing > select Ledger.

You will find that the upper left section covers significant patient information:

  • Patient Name, Patient ID, DOB, Age, Gender, Account Status, and Flags.
    • The ‘Active’ status text will be green, if it states 'Inactive', the text will be in red.
    • The patient System/Custom labels (flags) can be managed from this screen by clicking on the pencil icon beside them.
  • If a patient picture exists, it will replace the person's Profile Icon within the grey bubble.
  • The default Location of the patient and the default clinician (if any).
  • Mobile # and Email address.
    • If either is missing, it will prompt you to add the missing details, which you can do right from the Ledger screen, rather than navigating to the Patient Overview.

  • Linked Account Members (if any) can be viewed by clicking on the associated hyperlink.

  • Last Appointment and Next Appointment dates.
    • If there is no next appointment, the embedded quick link takes you to the Find Slot page.

  • In the Find Slot slide-out, you can search for an available appointment time for the patient.

  • The Patient's Financial Notes (any Patient Memo tagged as Financial).

  • The Active Payment Plans of the patient (appear as a pop-up, from where we can click on View Details and access the payment plan details slide-out).

Account Summary

The Account Summary lists the summary of the patient’s financial transactions. Toggle to choose between Patient Ledger and Account Ledger.

  • Patient Ledger: To view the patient's Account Summary, including Aging Buckets and the Total Balance Due. In the Patient Ledger, other account members are hidden and summarised into one line item in regard to financial information.
  • Account Ledger: To view the Account Summary for other members of the account, including their Aging Buckets and Total Balance Due. The Account Ledger displays both the patient and all associated account members, providing a breakdown of individual and combined financial details.

On the Aging Summary, you have:

  • The Patient with Aging Buckets and the Total Balance Due.
  • Other Account Member Summary with Aging Buckets and the Total Balance Due.

Here is a breakdown of what the remaining columns signify:

  • Rem. Cont. Amt. (Remaining Contracted Amount): Future scheduled amount with payment plans).
  • Patient Unapplied Credits
  • Net Balance: Total Balance minus Patient Unapplied.
  • Grey line: Total of Account Members PLUS Patient values.

Actionable Features in Ledger

  • Once you are on the ledger, click Add Payment / Adj. to add payment or adjustment.
    • You can Add Patient Payment or Add Adjustment.

  • Add Code: You can Add a Procedure Code or Sundry by clicking on Add Code drop-down.

  • Text to Pay: If you have Text to Pay enabled in your environment, you can send a text-to-pay request.

  • Print: The Ledger Print button lets users print the ledger in two different views:
    • Print Current Screen - Selecting this option will only print the ledger details visible on the ledger screen based on the user's ledger customisations, filter by items selected, and date range selected.
    •  Print All Values - This option will print all values irrespective of customisations.

  • Customize: There is a ledger customisation option that allows users to Customize the ledger according to their convenience.

  • Then there is the Date Range selector to filter the ledger within a certain date range as illustrated below.
    Date Range: Transaction Date
    • All
    • Today
    • Past Week
    • Past Month
    • Past Year
    • Custom (date range picker)

  • You have the option to Hide Aging Table.

  • Click Show Aging Table, to expand it back.

  • Your Patient Ledger, as well as your Account Ledger, are broken into two categories: All Transactions & Requires Attention.

  • The All Transactions column will show everything listed according to the Ledger Customization.

The type of ledger line item is specified under the Code/Category column. The different types of ledger line items are:

  • Completed Procedure Codes: Any procedures that are in the completed status.
  • Completed Procedures Codes linked to Payment Plans: Any completed codes linked to a patient payment plan(s).
    • The colour green represents payment plan up to date and red denotes payment plan failed.
  • Patient Payments: Any Patient Payment receipts added to the patient’s account.
  • Refunds: Any refunds issued from a patient payment receipt linked to the specific patient.
  • Adjust Off: The Adjust-off action is done from a patient payment receipt.
  • Adjustment: Any Adjust-Off/Adjust-On transactions on the patient’s balance.

  • The Requires Attention tab will show:
  • Patient Due (Patient Balance Due).
    • Unapplied Credits (Unapplied Credits of a Patient Receipt).

In the Filter By section which is closely tied with Ledger Customization, you can search by : 

  • Completed Codes (white)
  • Codes linked to Payment Plans (green = payment plan up to date, red = payment plan failed)
  • Patient Payments (green)
  • Refunds (yellow)
  • Adjust Off (pale yellow)
  • Adjustment (pale yellow)

More Details and Group Transactions options

The line items inside the ledger offer us two basic functions:

  • View Details, which when clicked on, opens a modal to give you more information about the transaction.
  • Group (Group Transactions), which highlights the linked transaction(s) in red and groups them together temporarily so they are one after another, rather than separated throughout the ledger, removing the need to scroll and hunt for the linked transaction(s). This can be initiated by simply left-clicking on the line item.

The options that appear as a result of the aforementioned workflows differ depending on the line item:

On Completed Procedure Codes:

  • Selecting View Details brings up the Payment Allocation modal, where we can see where we started and where we ended on a code in regard to the balance.

  • Grouping Transactions highlights linked transactions, such as Receipts and Adjustments. Clicking on the line item again ungroups/reverses the action and sets the ledger back to the previous view.

On Patient Payments: 

  • Selecting View Details on patient payment transactions brings up the ‘Payment Details’ modal. 

  • Here you can view the receipt details, transactions, refunds, adjust-offs, and the history of the receipt.

  • Group Transactions highlights linked transactions, such as a Completed Procedure Codes.

For Refunds/Adjust-Off:

  • View Details is not an option for Refunds.
  • Group Transactions highlights linked transactions, such as the receipt that was refunded.

For Adjustments (including Transfer Adjustments):

  • View Details is not an option for Adjustments.
  • Group Transactions highlights linked transactions, such as the Completed Procedure Code(s).

Practices can use this simple guide to learn about Ledger and its components in Carestack.

Related articles