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Billing and balances

See what came in, who still owes you, and what HMOs and PhilHealth owe.

Time: about 5 minutes to learn · You'll need: some bills already made at the Cashier.

Before you start

  • Billing is for looking back and following up. Day-to-day payments happen at the Cashier.

Steps

1. Open Billing

Tap Billing in the sidebar.

You should see: the tabs Transactions, Total sales, Payments due, Accounts receivable and Payment plans, with Transactions open. The cards at the top sum up the period: Collected, Transactions, Average ticket and Voided.

The Billing page on Transactions: summary cards, a search box, Status, Period and Method filters, and a table of invoices with Paid and Unpaid labels

Use the search box (Patient or invoice) and the Status, Period and Method filters to narrow the list. List and Table switch the layout. Tap ⋮ at the end of a row for View invoice, Record payment (while something is unpaid) and View patient.

2. Check your sales

Tap Total sales.

You should see: Gross sales, Discounts, Net sales and Collection rate for the period, then one row per day (or per week or month, with Group by).

The Total sales tab: Gross sales, Discounts, Net sales, Collection rate, and a table by day

3. Follow up unpaid balances

Tap Payments due.

You should see: Total unpaid, Patients owing, Overdue and Average balance at the top, then each patient who owes you: how many invoices are open, what was billed and paid, the Total unpaid, the Earliest unpaid date and the Last payment.

The Payments due tab: Total unpaid, Patients owing, Overdue, Average balance, then a list of patients with their unpaid amounts

Use Balance age to show only the overdue balances. Tap ⋮ on a patient for Record payment, Send reminder, View profile and View billing.

The row menu on a patient's balance: Record payment, Send reminder, View profile, View billing

4. Record a payment

Tap Record payment. Amount starts at the full balance. Change it for a partial payment, choose the Method, then tap Record.

You should see: under Applies to, oldest first, which invoices the money will pay off, before you record it.

The Record payment sheet: Amount ₱3,700, Method Cash, and Applies to, oldest first listing two invoices

5. Track what payers owe you

Tap Accounts receivable. This is the money HMOs and PhilHealth owe the clinic for covered work.

You should see: the amounts grouped by age (0–30 days, 31–60 days, 61–90 days, 90+ days), and a table of claims with the payer, the patient, the service date, when it was submitted, the amount, the age and the status.

The Accounts receivable tab: amounts by age, then claims with payer, patient, service date, submitted date and amount

A claim is what a payer owes for one patient's covered work. Filter by Status or Payer, or search by patient. Tap ⋮ at the end of a claim's row to move it along as you deal with the payer:

Status What it means What you can do next (in ⋮)
Draft Not sent to the payer yet Mark submitted once you've sent it
Submitted Sent, waiting for the payer Mark approved, Mark denied, Mark paid, Send follow-up
Approved The payer agreed to pay Mark paid when the money arrives, or Mark denied
Denied The payer refused. You type the reason when you mark it denied. Reopen claim to try again
Paid The payer paid Nothing more to do. Paid claims leave the Submitted and Approved lists; Status has no Paid option.

View claim shows the claim's details, and View billing opens the patient's own billing.

The claim menu on a Draft claim: View claim, View billing, Mark submitted

When you tap Mark paid (or another step), a message with Undo appears for a few seconds before the change is saved.

Mark paid settles the whole invoice with that payer, not only the row you tapped. For example, tapping one ₱500 row can mark ₱6,000 paid when the invoice has more covered lines for the same payer. Check the amount in the message, for example 0001 marked paid — ₱6,000 from Philippine Health Insurance Corporation (Philhealth), and tap Undo if it isn't what you meant. Send follow-up writes a reminder for you to send from your iPad's share sheet.

The claim menu on a Submitted claim: View claim, View billing, Mark approved, Mark denied, Mark paid, Send follow-up

6. See one patient's billing

Open a patient and tap the Billing tab. Or, in Billing, tap ⋮ › View billing on a row.

You should see: Balance due, Owed by payers and Last payment at the top, the open invoices with Record payment on each, and a View menu for Due, Statement, Invoices and Claims.

A patient's Billing tab: Balance due ₱640, Owed by payers ₱1,000, Last payment ₱300 Cash, and two open invoices with Record payment buttons

Tips

Patient share only

Payments due counts only what patients owe. What HMOs and PhilHealth owe is under Accounts receivable, so the two never double-count.

If something goes wrong

Record stays greyed out. Read the message under Amount: it must be above ₱0 and can't be more than the balance.

Good to know

  • Claims are tracked by hand. Mark submitted and Mark paid only record what you did with the payer. Dentalemon doesn't send claims to PhilHealth or HMOs, and there are no claim numbers yet.
  • Send reminder writes the message for you to check, then opens your device's share sheet (Messages, Mail, Viber and so on). Dentalemon doesn't send it itself.
  • Payment plans are coming soon. The Payment plans tab says so, and invoices and payments work as usual.

What's next