The Payment Allocations Report allows you to identify movements of money from patients to a site and then invoices and therefore invoice line details belonging to a practitioner - so you can see who has earned what.
There are two Payment Allocations Reports, these are:
Payment Allocations
Please note that the Payment Allocation Reports will not be switched on as default and they will need to be requested as a feature to be turned on by support.
Taking a payment
Payments are taken in the same way as they always have been. For example:
Select your patient
Go to their account tab
In our example, there is an invoice with work from two practitioners, totalling £339.89.
Take payment in the usual way by selecting take payment.
NOTE: When taking a payment Dentally no longer asks for the practitioner or a payment plan. This is now handled by the work that this payment will now be allocated to.
Once the payment has been taken it will be automatically allocated to unpaid invoices, just as before.
The Payment Allocations Report
The Payment Allocations Report automatically defaults to a time period of one month. This can be filtered by you to a specified time period e.g. weekly or daily.
To keep things simple for the example we have filtered the time period to one day. You can see below all of the allocations that have been made for our specified time range.
The allocations are displayed as money going from a patient to a site to an invoice and then to a practitioner. Displayed below you can see the grand total coming in from patients, how much is remaining in the sites pot and how much has been allocated to practitioners.
Filters
Filters on the Payment Allocations Report allow you to only view the information you need regarding payments and where they have been allocated.
Note: Level 2 users who are a practitioner are now able to review the Payment Allocations Report. This means that those users can run the Payment Allocation reports to review payment allocations, but are restricted to only those allocations which are against their own work.
The filters that you can use and why are as follows:
Allocation Type: Site shows all of the ingoings and outgoings for the practice, Practitioner shows all of the allocations related to the practitioner, Sundries - any items manually added to an invoice.
Site: This shows you all of your payments as all payments go to a site at some point on their journey - you can select which site you want to view if you’re a multi-site practice.
Practitioner: See payments allocated to a particular practitioner.
Sundry: Show payments allocated to sundry items ( items added manually to an invoice like toothpaste, toothbrushes etc).
Payment Plan: Information taken from the invoice details about where the money went to ie NHS or private etc.
DON’T FORGET: You can use the filters together to find particular data. E.g . you could use the site filter with the sundry filter to gain detailed specific insights.
Unallocated money
The final thing that you can use the Payment Allocations Report for is to identify money that has been unallocated. This means money that has gone back from the practitioner into the site pot.
Maybe an invoice needs to be removed from a patient’s account as an error was made. So remove the invoice from the patient’s account and the money will then go out of the designated practitioner’s pot and into the site pot.
You can now see that the practitioners total is now £0.00 whilst the site is £339.89 as the money is no longer allocated to an invoice.