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Charges and payment at the Cashier

Put the visit's work on the bill, send it to the Cashier, apply a Senior Citizen, PWD or insurance discount, and take payment.

Time: about 3 minutes per patient · You'll need: an open encounter with some work done, and your price list set up in Settings › Services.

Before you start

  • Record the work you did in the chart, and mark it Done today. See Chart teeth.
  • Prices come from your price list. See Settings basics.
  • For HMO or PhilHealth coverage, add the payer in Settings › Partners, then, in Settings › Services, open each service the payer covers and add it under Coverage.
  • Payment is never taken inside the encounter. The encounter decides what is charged; the Cashier takes the money.

Steps

1. Open the charges from the encounter

In the encounter, the top bar has two buttons on the right: Charges (with the amount so far, for example Charges · ₱0) and the yellow End encounter.

Tap End encounter.

The encounter for Mario Ledesma with Charges · ₱0 and End encounter at the top right

You should see: the End encounter sheet. Before you end reminds you of anything not recorded yet, such as the Chief complaint. Under Charges are the visit itself (for example Consultation, set by Encounter type) and each piece of work marked Done today, with its price. Nothing is ticked yet, and Total charges is ₱0.

The End encounter sheet: Before you end with Chief complaint not recorded, Encounter type Consultation, and Charges with Consultation ₱500 and Extraction · 46 ₱2,500, both unticked, Total charges ₱0

The Charges button

Charges in the top bar opens this visit's bill at the Cashier, if you're allowed to take payments. Someone who can't take payments sees the list of charges instead.

2. Tick what you're charging

Tap the box next to each line you want on the bill.

You should see: a tick on each line, a short note such as Extraction · 46 added to the invoice (with Undo), and the new Total charges. At the bottom are End encounter and the yellow End and send to cashier · ₱3,000.

Both charge lines ticked, Total charges ₱3,000, and the buttons End encounter and End and send to cashier · ₱3,000

3. Add anything else from your price list (optional)

Tap Add charge, type part of the name (for example certificate), then tap the item.

You should see: the item added to the list, already ticked.

The Charges search with certificate typed and Dental certificate ₱300 as the result

4. Send it to the Cashier

Tap End and send to cashier · ₱X. This ends the visit and puts the bill in the Cashier's Waiting list.

You should see: the sheet closes and Dentalemon opens the visit's bill at the Cashier (step 6). If you can't take payments, it opens the patient's Billing tab instead.

Tip

To end the visit without billing yet, tap End encounter instead. You can send the charges later. See Finish the visit.

5. Find a bill at the Cashier

Whoever takes payments at the front desk finds the bills here. Tap Cashier in the sidebar.

You should see: the Waiting list. Each row shows the patient, the visit type, how many charges and when the bill was ready, and the amount. The number next to Cashier in the sidebar counts the bills waiting.

The Cashier page with the bills Waiting, including Ledesma, Mario, 2 charges, ₱3,000

Tap the List menu (it shows Waiting and how many) to switch to the other lists: In consultation, In progress and Paid today. The search box finds a patient, an invoice or a receipt. Unpaid bills older than 30 days leave these lists; find them in Billing.

6. Open the invoice

Tap the patient's row.

You should see: the invoice. Items on this invoice is in the middle, with Subtotal, Discount, Total, Coverage and Balance due under it, and Collect · ₱X at the bottom. On the left, Add to invoice lets the cashier add more items from the price list.

The invoice for Ledesma, Mario: Consultation ₱500 and Extraction · 46 ₱2,500, Balance due ₱3,000, Collect · ₱3,000

Each line's ⋮ menu has Edit, Discount…, Coverage… and Remove.

The first time: invoice numbers

A new clinic doesn't number its invoices yet, and the invoice says so: The clinic doesn't number its invoices, so this invoice will be finalized without a number. To number them, tap Turn on invoice numbers…, read the message, then tap Turn on invoice numbers. From then on, every invoice gets the next number in one series. This is for the whole clinic and can't be turned off in Dentalemon. Invoices already finalized keep no number. A clinic admin can also turn it on in Settings › Billing.

The notice: the clinic doesn't number its invoices, with Turn on invoice numbers…

Turn on invoice numbers? Clinic-wide, every invoice finalized from now on gets the next number in one series; Cancel and Turn on invoice numbers

7. Apply a Senior Citizen or PWD discount

Tap Collect · ₱X. When the patient is 60 or older, or has a PWD ID on file, the top of Collect payment says so, for example Mario has a Senior Citizen ID on file. Tap Apply discount there.

Collect payment asking about the discount: Mario has a Senior Citizen ID on file, with Apply discount

In the Discount sheet, under Type, choose Senior Citizen or PWD (person with disability). Check the number in Senior Citizen ID no. or PWD ID no. If the ID is already in the patient's details, it fills in by itself. If not, type the number from the ID card the patient shows you. Then tap Apply discount.

The Senior Citizen discount is only for patients aged 60 or older. For a younger patient, Dentalemon says so, for example Teresa is 41. The Senior Citizen discount starts at 60. The PWD discount works the same way: 20% off.

You should see: what comes off and the new total before you confirm it (20% off).

The Discount sheet with Senior Citizen chosen, Senior Citizen ID no. SC-TEST-0001, 20% off −₱600, Total ₱2,400, and Apply discount

Back on the invoice, each line shows its discount under Adjustments, and Balance due goes down.

The invoice after the discount: the Senior Citizen discount on each line, Total ₱2,400, Collect · ₱2,400

One line only

To discount a single line, tap ⋮ at the end of that line, then Discount…. Untick Apply to every line on this invoice to keep the discount to that line.

8. Apply insurance coverage (if the patient has it)

Tap ⋮ at the end of a line the payer covers, then Coverage….

Choose HMO or PhilHealth, then the Partner. If you have an approval or LOA number, type it in Approval or LOA number. Then tap Apply coverage.

You should see: what the payer covers line by line (Not covered where it pays nothing), then what the partner pays and Patient pays.

The Coverage sheet with PhilHealth chosen: Consultation covered, Extraction · 36 Not covered, what PhilHealth pays and what the patient pays

9. Collect the payment

Tap Collect · ₱X. Under Pay with, choose Cash, GCash, Card or Bank. These are the payment methods set up in Settings › Billing.

For cash, type the amount the patient handed you in Cash received, or tap a quick amount such as Exact ₱2,400 or ₱2,500. Dentalemon works out the Change.

The Official receipt (OR) number is the next in your series. If you write receipts from a paper booklet, switch on Manual OR number and type the number from the booklet.

Tap Collect ₱X.

The Collect payment sheet: Pay with Cash, Amount ₱2,400, Cash received ₱2,500, Change ₱100, Official receipt Next in series, and Collect ₱2,400

For other payment methods, Dentalemon asks for proof of payment instead of Cash received:

Pay with What to type
GCash (or another e-wallet) The Reference number from the patient's payment confirmation
Card The Approval code from the card terminal. The Last 4 digits of the card are optional.
Bank The Bank the money came from, and the transfer's Reference number

You can't collect until the reference number or approval code is filled in.

The Collect payment sheet with GCash chosen and an empty Reference number box

You should see: the receipt with its number, the change, and Balance due · Paid in full. Tap Done.

The receipt: Cash ₱2,400, Official receipt number, Change ₱100, Balance due Paid in full, and Done

10. Print the invoice (optional)

Tap Print at the top of the invoice, check the preview, then tap Print.

The Print invoice preview: clinic name and address, the patient, the items, the Senior Citizen discount with its ID, the total, paid in cash

Other things you can do

At the top of the invoice, Activity lists everything that happened to it (charges, payments, prints), newest first. Billing history opens the patient's billing, and Go to encounter returns to the visit.

The More button (⋯) at the top of the invoice has Duplicate as new sale and Void…. On an invoice with a balance still owed, it also has Mark uncollectible. Send receipt (Send invoice before payment) is marked Coming soon and can't be used yet.

Void an invoice

Voiding cancels a bill that was made by mistake, for example for the wrong patient or with a charge that shouldn't be there. A voided invoice stays on record, marked as voided.

  1. Tap ⋯, then Void….
  2. Choose Whole invoice, or Items to void only some lines, then tick those lines.
  3. Type the Reason for voiding. It's required.
  4. Check the summary: Voids (the amount), Refund (what to give back, by payment method and receipt number) and, for a visit's bill, Encounter's charges · New invoice (the visit gets a new invoice, so it can be billed again).
  5. Tap the red button, for example Void invoice · refund ₱2,400. Tap Cancel to leave without voiding.

You should see: a message confirming the void and the amount refunded.

The Void sheet: Whole invoice chosen, Reason for voiding Charged the wrong patient, the amount voided and refunded in cash, and the red Void invoice · refund button

Give the refund yourself

Dentalemon only records the refund. Hand the money back to the patient, or reverse the GCash or card payment, yourself.

Mark a bill uncollectible

When a patient won't pay what's left, tap ⋯, then Mark uncollectible, and type a Reason (for example Left without paying). The balance isn't cancelled: it stays owed in Billing, labelled Uncollectible, and a later payment still settles it. The bill leaves the Cashier's lists, but search still finds it.

Sell something without a visit (New sale)

Use New sale to bill a patient who isn't in a visit, for example someone buying a toothbrush or picking up a dental certificate.

  1. On the Cashier page, tap New sale.
  2. Under Patient, type part of the name and tap the patient. For someone who isn't registered yet, tap Add a new patient.
  3. Tap Start sale.
  4. A new invoice opens. Add items from Add to invoice on the left (tap Add next to each one), then take payment with Collect, as in step 9.

The New sale sheet with an empty Patient search, Add a new patient, and Start sale

You should see: the patient's name in the Patient box before you tap Start sale.

The New sale sheet with Ocampo, Pilar chosen, and Start sale

If the patient already has a bill waiting at the Cashier, the sheet offers to open that bill, so you don't start a second one by mistake.

Tips

Partial payments

To take part of the bill now, change Amount in Collect payment before you tap Collect. The rest stays in Balance due, and you can follow it up in Billing.

If something goes wrong

Discount… or Coverage… is missing from a line's ⋮ menu. These lock once the first payment is taken. Apply the discount or coverage before collecting.

A charge is missing at the Cashier. Open the encounter's End encounter sheet (or Charges after the visit has ended) and check the line is ticked.

The Coverage sheet has no partner to choose. Add the payer in Settings › Partners first.

Good to know

  • A patient gets a Senior Citizen discount only with a Senior Citizen ID number, and a PWD discount only with a PWD ID number.
  • Sending a receipt or invoice to the patient is coming soon. For now, print it.

What's next