You can enter a payment, generate a walkout statement, and create claims at the same time for a patient when that patient is ready to check out after a visit.
To check out a patient
How to get there
If the correct patient is not already selected, use the Patient Search box to access the patient's record.
Note: You can include inactive patients in the search results by setting the Include inactive patients switch to On.
Do one of the following:
On the Patient menu, under Financial, click (or tap) Ledger.
The patient's Ledger page opens.
Do one of the following:
Click (or tap) the Patient Walkout button for a patient in the Checkout section of the routing panel.
On a patient's Ledger page, click (or tap) Patient Walkout.
The Patient Walkout dialog box appears.
Perform the necessary tasks on the following tabs for checking the patient out after his or her visit:
For each patient, do the following:
From the Visit charge provider list, select the provider who you want to associate with the visit charge.
Select the check boxes of the procedures that are part of the visit.
Click (or tap) Post Discount.
Note: For each patient's visit, Dentrix Ascend posts a discount (credit adjustment) that is equal to the sum of the selected procedures and applies that credit to those procedures. Then, for each patient, Dentrix Ascend posts the procedure that has been assigned as a visit charge.
Create Claims tab
Select the check boxes of any completed procedures posted to the patient's ledger that are not attached to claims.
For the selected procedures, the associated diagnoses appear. You can have up to four ICD-10 codes per claim. If you have more than four, either remove ICD-10 codes from the claim (by clicking, or tapping, on the corresponding codes), or split the procedures between separate claims (clear the check boxes of the procedures that you do not want on this claim, so you can create one or more additional claims for those procedures).
Note: Removing ICD-10 codes from a claim does not affect the corresponding procedures. All diagnoses remain attached to their corresponding procedures as currently posted in the patient's ledger and progress notes.
If there are two, three, or four ICD-10 codes, select the one that you want to be the primary diagnosis.
Click (or tap) Create Claims.
Procedures are grouped by Service Date, so you can create separate claims for each unique date of service.
Send Claims tab
Note: To reduce delays or non-payments from insurance carriers, Dentrix Ascend alerts you when, according to NEA guidelines, supporting documentation is recommended for any procedures on a claim. For a secondary (or tertiary or quaternary) insurance claim, a warning message includes a recommendation to attach the EOBs from the corresponding primary (and/or secondary and/or tertiary) claims before submitting the secondary (or tertiary or quaternary) claim.
An orange warning icon appears in a claim's Att. column when claim attachments are recommended. To see the applicable procedures and recommended attachment types, click the warning icon. In the pop-up message that appears, you can click Add Attachment(s) to open the claim so you can add attachments.
You can ignore a warning and submit the claim without the recommended attachments.
Important: Ignore an attachment recommendation only if you are certain that the payer does not require supporting documentation for the procedure.
Select the check boxes of the claims that you want to send.
Click (or tap) Send Selected Claims.
Type the Amount of the payment.
Select a payment Type.
The other payment options become available.
Set up the payment details as needed.
Click (or tap) Save Payment.
Repeat steps a-d for any other payments that you need to post.
Set up the following walkout statement options as needed:
Guarantor View - Select this option to include transactions for the current patient, all patients who have the same guarantor as the current patient, and the guarantor (if not the current patient).
Patient View - Select this option to include transactions for the current patient. This option is not available if the patient is the guarantor for only himself or herself (the Guarantor View option will be used).
Statement Message - Type a message that you want to have appear at the bottom of the walkout. This message will be saved for the current patient (and appear on this patient's individual statements and walkouts from now on) when you click (or tap) Print Walkout Statement. In addition to this patient-specific message, a general message may also appear below at the bottom of the walkout (if a default message exists for batch statements).
Note: Only the first 450 characters of the statement message can be transmitted with an electronic statement.
Include credit card payment options - Select this check box to have credit card payment options appear on the walkout.
Include location abbreviation - With this check box selected, the location abbreviation of the applicable rendering location (if an abbreviation has been set up for that location) appears next to each procedure on the statement.
Include due date as - Select this check box to have the specified date entered as the due date on the walkout.
Note: You can choose a date that is 1 to 180 days in the future. However, industry consultants recommend that the due date be 30 days, which is the default.
To record a summary of the statement in the patient's connections history and save a copy of the statement in the patient's Document Manager, set the Add to Patient Connection switch to Yes. To not record the statement as a patient connection or save a copy of the statement, set the switch to No.
With this switch set to Yes, the patient's "last billed date" is updated, which affects which statements get generated if you generate a batch of statements in the future using the Only generate statement if not billed since option.
With this switch set to Yes, if the Guarantor View option is selected, a patient connection is added to, a copy of the statement is copied to, and the "last billed date" is updated for not only the current patient but the patient's guarantor (if not the same) and all patients who have that guarantor.
To send an electronic statement (e-statement) to the patient, set the Send eStatement switch to Yes. To not send an e-statement, set the switch to No.
Do one of the following:
Print a statement for the patient.
If the Send eStatement switch is set to No, click (or tap) Print.
If the Send eStatement switch is set to Yes, from the Print menu, select Print.
Send an electronic statement (e-statement) to the patient. Whether the Send eStatement switch is set to Yes or No, from the Print menu, select Send eStatement only.
Print a statement for the patient and send an electronic statement (e-statement) to the patient. With the Send eStatement switch set to Yes, click (or tap) Print.
If you clicked (or tapped) Print, a .pdf version of the walkout appears.
Note: A balance forward amount will appear on the walkout for the account's balance up to today's date.