Use the Account Ledger to record and track payments and adjustments received from clients and insurance payers. This ensures accurate financial records for each encounter and service provided.

The Account Ledger maintains a detailed breakdown of all financial activity at the transaction level, allowing you to:

• Track outstanding balances and payment history
• Record partial or full payments
• Apply adjustments such as write-offs, denials, or corrections
• Review transaction details for auditing and reporting purposes

All payments and adjustments are recorded against specific services, helping maintain precise and transparent account balances.

When to Use This

Use this feature when you need to:

• Record a client payment collected at the time of service
• Document insurance payments received via EOB or ERA
• Apply adjustments such as write-offs, denials, or corrections
• Maintain an accurate balance for each encounter and service

Access the Account Ledger

The Account Ledger is organized into three levels:

• Level 1: Encounter details
• Level 2: Service code details
• Level 3: Transaction details

To add a payment or adjustment, navigate to Level 3.

1. Go to the client’s chart.
2. Select Account.
3. Expand Account Ledger.
4. Expand the encounter level.
5. Expand the service code level.
6. Select Add Transaction.

💡 UI tip:

• The Add Transaction option is available only after expanding both the encounter and service code levels.

Add a Client or Insurance Payment/Adjustment

On the Add Transaction screen, select a transaction type:

• Client Payment
• Client Adjustment
• Insurance Payment
• Insurance Adjustment

Use the Transaction Type dropdown to choose the appropriate option.

• Amount: Enter the payment or adjustment amount.
• Date: Enter the payment or adjustment date.
• Posted Date: Enter the date the transaction is recorded in the system.
• Transaction Code: Populates automatically based on the selected transaction type.
• Reference Number: Enter a reference identifier for tracking.
• Source: Select the payment source (for example, Cash, Check, Credit Card, EFT).
• Notes: Enter additional details for reference.

💡 UI tip:

• The Transaction Code updates automatically based on the selected transaction type.
• The balance section updates in real time as you enter the amount.

After selecting Add Payment, the transaction appears in the ledger. Select Details to view the recorded information.

Add an Insurance Payment with Adjustment

When recording an insurance payment, select the associated insurance payer.

To include an adjustment:

1. Select Include Adjustment.
2. Complete the following fields:
   • Group Code: Select the applicable group code.
   • Reason Code: Enter the adjustment reason code.
   • Amount: Enter the adjustment amount.

💡 UI tip:

• Selecting Include Adjustment expands additional fields for adjustment entry.

The payment and adjustment are recorded together and displayed in the ledger. Select Details to review the transaction.

Add an Insurance Adjustment Separately

If you do not include an adjustment while recording an insurance payment, you can add it later:

1. Select Add Transaction.
2. Choose Insurance Adjustment from the Transaction Type dropdown.
3. Enter the required details.