• Careville Home
  • Instinct.vet
  • Pick The Brain Articles
  • Instinct Emergencies

Hello, How Can We Help You?

Instinct EMR
Navigation
Back To TopicsEMR User Guides
  • Account Deposits, Account Credits, & Unapplied Payments Guide
  • EMR Health/Service Reminders Guide
  • Username and Passwords
  • Taxes, Non-taxable Sales, and Discounts Report
  • Transaction Details Report
  • Transaction Summary Report
  • Standalone Patient Documents
  • Open Invoices Report
  • Incomplete Charts Report
  • Accounts Receivable (A/R) Summary Report
  • EMR Vaccine Reminders Guide
  • EMR PDF Label Printing Guide
  • Provider Summary and Details Analytic Reports
  • EMR Financials and Account Ledger Guide
  • EMR Analytics Guide
  • EMR End of Day Processing Guide
  • EMR Discounts Guide
  • EMR Invoice Guide
  • EMR Refunds and Returns Guide
  • EMR Taxes Guide
  • Invoice Closing
  • EMR Integrations Reference Guide
  • Asteris Integration
  • Cubex Integration
  • Heska Point-Of-Care Diagnostics Integration
  • IDEXX Diagnostic Integration
  • EMR Controlled Substance Report
  • EMR Gravity Text/Link To Pay
  • Merging and Transfers Guide
  • EMR Administrator Guide
  • EMR Business Office Guide
  • EMR Reference Guide
  • EMR Charting Guide
  • Rapid Registration
  • EMR Anesthesia (Ax) Mode
  • Outage Guidelines
  • EMR Rounds/Case Review Guide
  • EMR Drawing Block Guide
  • Task List User Guide
  • User Roles and Permissions Guide
  • EMR Student/Draft Mode Guide
  • EMR Appointment & Event Calendars
  • EMR Estimate Guide
  • EMR Prescription Guide
  • EMR DYMO Integration with Web Connect Service Guide
  • EMR Shareville Guide
  • EMR Shareville rVet Guide
  • EMR Comm Log User Guide
  • EMR Referrer Guide
  • EMR Gravity Payments User Guide
  • EMR Inventory Guide
  • Outpatient and ER Workup Guide
  • Common Hospitalization Workflows
  • Ordering, Charging, & Changing Fluids, Additives, and CRI's
  • Maintaining Instinct
  • How Instinct EMR Captures Charges
  • Streamlining Charges - Instinct EMR Tips and Guidelines
  • Dictation Programs in Instinct
Analytic Reports
  • Taxes, Non-taxable Sales, and Discounts Report
  • Transaction Details Report
  • Transaction Summary Report
  • Open Invoices Report
  • Incomplete Charts Report
  • Accounts Receivable (A/R) Summary Report
  • Provider Summary and Details Analytic Reports
  • EMR Controlled Substance Report
EMR Training Videos, Quizzes & Webinars
  • Instinct Academy
  • EMR Training Guide Quizzes
  • EMR Training Video: Appointment & Event Calendars
  • EMR Ax Mode Training Video
  • Instinct EMR Reference Video
EMR ProTips
  • Provider Commissions Reporting in Instinct
  • Filters/Sorting Guide
  • Insulin Therapy Guide
  • Snippets
  • Routine Maintenance of Instinct
  • EMR Product Groups
  • How does Instinct EMR handle Daylight Saving Time?
  • How do I set up an on-the-way patient in EMR?
  • How Do I Print In Instinct EMR?
  • Alerts Guide
  • Patient Safety Warnings For Chemotherapy Medications
  • What is an EMR Superuser?
  • Reopening a Visit/Treatment Sheet
  • How do I copy/paste Vitals in EMR?
  • EMR Assign To Me
  • EMR Invoice Tags
  • EMR ID System
  • 24 Hour Treatment View
  • Status Board not showing all patients
  • How do I mark a patient as deceased?
  • How do I skip or not complete a treatment?
  • Common OP/IP Product Groups
  • How do I record vitals if the patient isn’t due for them now?
  • Differences between Optional q1h Frequency, Every 1h, PRN, and UC
  • How do I view a previous Tx Sheet or download/print a Tx Sheet?
  • Communication Tools in Instinct
  • Weight Calculator (optional)
  • Advanced Patient Search
  • Handy Keyboard Shortcuts
  • Adding order notes, call parameters, or specific instructions to a treatment
  • Do orders reschedule automatically if I complete a treatment before/after the scheduled time?
  • Copy All Medications
  • Viewing Discontinued Medications
  • Other/Miscellaneous orders
  • Accessing Plumb's Drug Formulary in EMR
  • How do I exit full screen so I can minimize Instinct?
  • Multi-frequency orders using tabs
  • Using Emojis in Instinct
  • Vital Notes
  • How do I print a Tx Sheet?
  • How do I copy/paste vitals?
  • How Do I View or Change the Code Status?
  • Adding a One-Off treatment
  • Who Added, Changed, or Discontinued an Order?
  • Adding an Alert that doesn’t exist
  • TV Mode/Whiteboard User ID
  • How to access Instinct from a web browser
  • How do I put Instinct on a TV screen?
  • 'Instinct needs to authenticate your practice' message
  • How do I switch hospital locations?
  • I forgot/was never given a login PIN
  • Automatic Charges
  • Bulk Edit On Treatment Sheet
  • Can I change my PIN or login credentials?
  • Workflow Tags
  • How do I indicate other Patient Care Team Members?
  • Patient Safety Warning Systems
  • Triage Tags
  • How do I copy/paste from Instinct
  • How do I edit completed Vital entries?
  • How does My Board and pinning work?
  • How do I move the tx sheet if my patient was transferred to our other location?
  • Why is there no calculator for this medication order?
  • How to edit/delete a completed treatment
  • Creating/editing a Vital product
  • Viewing vitals from another visit or across a patient's lifetime
  • Why is there a money symbol next to some orders?
EMR Technology Guidelines
  • Routine Maintenance of Instinct
  • Instinct System Status
  • Hardware & Technology Guidelines
  • Installing Instinct on Home Computers
  • Internet & Power Outage Guidelines
EMR Release Updates
  • December 2022 EMR Release Updates
  • November 2022 EMR Release Updates
  • October 2022 EMR Release Updates
  • September 2022 EMR Release Updates
  • August 2022 EMR Release Updates
  • July 2022 EMR Release Updates
  • June 2022 EMR Release Updates
  • May 2022 EMR Release Updates
  • April 2022 EMR Release Updates
  • March 2022 EMR Release Updates
  • February 2022 EMR Release Updates
  • January 2022 EMR Release Updates
  • December 2021 EMR Release Updates
  • November 2021 EMR Release Updates
  • October 2021 EMR Release Updates
  • September 2021 EMR Release Updates
  • August 2021 EMR Release Updates
EMR Onboarding Documents
  • EMR On-Site Go-Live Guide
  • What is an EMR Superuser?
  • EMR Virtual Go-Live Guide
  • Medical and Workflow Guidelines
EMR Financials and Account Ledger Guide
Print

EMR Financials and Account Ledger Guide

This helpful guide will walk you through our Account Ledger feature! 


Table of Contents

Account Ledger

Payments

Account Deposits, Account Credits, and Unapplied Payments

Financials and Account Ledger Quiz


📓 Please Note: For staff to access the Financials & Account Ledger screens, a hospital administrator must add at least one of the following permissions to your preferred user roles: Payment Record, Payment Refund, Payment Void, or Financial Ledger. Users who only have the Financial Ledger permission added to their role will have view-only access of the Account Ledger screen. In addition, your hospital must also have our Payments feature previously enabled by contacting us at support@instinct.vet.


📒 Account Ledger

The Account Ledger displays Account Information, visit invoices and transactions for all patients in the Account, as well as their Account Balance and Balance ages (over 30, 60, 90, and 120 days). There are three ways to navigate to the Account Ledger screen: 

  • Clicking ‘Business Office’ > ‘Financials’ > then searching/selecting an Account.
  • Clicking on the ‘Payments & Ledger’ button on the patient’s Invoice screen.
  • Clicking on the ‘Three Dot Menu’ icon next to a patient’s name > ‘Payments & Ledger’


In the Financials section of the Business Office, each column can be sorted using the carrot (downward pointed triangle) to the right of the column in descending or ascending order.

You can also search by the Account name in the Financials screen using the search bar in the top right. By default, this screen will only display Accounts that have Balances; however, you can always search any Account in the database if needed.

Clicking ‘Edit’ in the 3-dot menu next to the Account ID will bring up the Account information to easily view or update any Account information.

Hovering over the Account name will display all associated patients to that Account in a tooltip text, and clicking anywhere on the Account row will open up the Account Ledger for that Account.

Once in the Account Ledger for that Account, the top section of the Ledger will contain the Account information and the Account Balance totals, any Account Credits, and Balance ages.

You can also Filter the ledger rows by Transaction Type, Payment Method, Invoice, and Patient.

Clicking on any transaction row will open up the Payments Pane to the right, and clicking on any Visit Invoice row will open up the selected Invoice screen for the patient.

A helpful tooltip will also display when hovering over rows. Transaction rows will display Transaction details as well as any Transaction Notes entered with the Payment. 

The footer section of the Account Ledger works as follows:

  • Payments: Opens the Payments Pane on the right hand side. 
  • Print Statement: Exports a PDF of the Account Ledger to print. 
  • Totals Section: Displays the total Credit, Debit, and Balance of all the Ledger rows, with the amounts updating as financial data changes.

💰 Payments

All Payment transactions are processed through the patient’s Account Ledger screen, either by navigating through Business Office > Financials > then searching/selecting an Account, clicking on the Payments & Ledger button on the patient’s Invoice screen, or by selected ‘Payments & Ledger’ option from the three dot menu next to a patient’s name.

The Payments pane will open on the right hand side for you to capture a Payment, and the patient name and invoice number will already be selected.

You can also make a payment by navigating to the Business Office > Financials > clicking on the Account row > selecting ‘Payments’ at the bottom of the screen. The Payments Pane will open on the right and the Patient can be selected from the drop down field. Once a patient is selected, the rest of the fields (previously grayed out) will become available.

📓 Please Note: The Patient drop down field will only display patients associated to the account that have had previous visits or an active visit. 

The Account Statement can be printed by clicking Print Statement at the bottom of the Account Ledger and selecting an option. 

Once selected, you will see a notification on the bottom left of the screen indicating that the PDF is being exported

The PDF will contain the entire Account Ledger history, including Visit Invoices and all transaction rows indicating a Debit or Credit amount.

📓 Please Note: The printed Account Statement will not display any voided transaction rows.

💡 Visit our full EMR Invoice Guide or our Account Deposits, Account Credits, and Unapplied Payments Guide!


🧠Test your knowledge with our Careville Quiz!


CONTACT US

Instinct Science
54 East Oakland Ave
Doylestown, PA 18901
sayhi@instinct.vet
866.267.1818
GET ON OUR LIST TESTIMONIALS PRIVACY & TERMS
ABOUT JOIN US INVESTORS
Made with 🧡 in Philadelphia
© 2023 Instinct Science, LLC
Instinct System Status
  • Careville Home
  • Instinct.vet
  • Pick The Brain Articles
  • Instinct Emergencies
 

Loading Comments...