Setup & Manage Manual Debtors in Dental4Windows

Setup & Manage Manual Debtors in Dental4Windows

Below is information on manual debtors and how to setup debtor reminder templates.

Understanding Manual Debtors

This article explains all the fields within the Debtors tab. 

Onscreen View/Filters
Invoices For: Selection of All Providers or to see individual
On date: Shows invoices due on the entered date

Outstanding Debtor Columns 
Responsible Party: This is the party responsible for the Payment, may not always be the patient
DOB: Shows the patients Date of Birth
Instal No.: User if there are more than 1 installment for an invoice
Date Due: Date the Invoice was due. This is normally the same date as the date the invoice was created
Days Over:  The amount of days the Invoice has been outstanding. A minus number means not yet due
Amount Due: Total amount of the Invoice Due
Balance: Current Balance of Invoice. Will be different to Amount Due if Patients are paying off invoices
# - # Days (1st col): If this column has a date in it, this is when their 1st reminder letter was sent
# - # Days (2nd col): If this column has a date in it, this is when their 2nd reminder letter was sent
# - # Days (3rd col): If this column has a date in it, this is when their 3rd reminder letter was sent
# - # Days (4th col): If this column has a date in it, this is when their 4th letter was sent. This template is set to send to a debt collector if choosing to use one
Notes: Store all notes, conversations, and arrangements about the balance in this section
Reminder Printed: Shows if a Reminder Letter was Printed or Emailed
A/C Printed: Shows if an Invoice was Printed or Emailed
Patient Contact Details: Patients Details, may be different from Responsible Party

View
All Issued: All invoices outstanding even if they are not due yet
All Due: All invoices that are either on or past their due date
Over # Days: All invoices that are over the amount of days selected
Within: All invoices that fall between a specified range
Bad Debt Only: Views a list of all invoices that have been marked as a Bad Debt
Manual Filter: Used to view invoices with specified details you enter (balance, invoice id etc.)

Highlight
Unselect all then Select Manually: Select multiple invoices manually by holding Ctrl+ clicking on the invoices
Rem 1, 2, 3 or 4 Highlights: Invoices without a date in the selected Reminder Period and are due
Unselect all then Select Families: Click Patient with Multiple invoices and they will all highlight, can be printed together
Auto Select Families: Automatically highlights all patients that have multiple invoices, can print together
Not yet due for Rem1: Highlights all invoices not ready to be sent a Reminder Letter

Sort
Manual: Sort by any Field in Debtors
Alphabetically: By Responsible Party Name
By Due Date: Descending or Ascending sort order of Due Date
By Balance: Highest Balance sort order

Print/Send
Reminder 1: Sends the Reminder 1 Letter for highlighted Invoices
Reminder 2: Sends the Reminder 2 Letter for highlighted Invoices
Reminder 3: Sends the Reminder 3 Letter for highlighted Invoices
Reminder 4: Sends the Reminder 4 Letter for highlighted Invoices
A/C Statement: Prints the Invoice Statement for highlighted Invoices
A/C Invoice: Prints the Invoice for highlighted Invoices
Print List: Prints a list of all highlighted Invoices
Envelopes: Prints on Envelopes for highlighted invoices
Print List Ext.: Prints a list of highlighted invoices with a breakdown by Provider

Hold Reminders
Hold 1 - 4: Places invoices on hold to receive a reminder. Commonly used for third party debtors, such as DVA

Setup Manual Debtor Reminder Templates

Dental4Windows/PracticeStudio allows up to four reminders to be sent, the fourth reminder is set as a notice to a debt collector, however this can be edited. 
  1. Go to Debtors and Marketing > Mail Merge Setup tab
  2. Mail Merge Category: Reminder to the Debtors     

  3. Reminders for Patients:
    1. Select The 1st Reminder
    2. Type Name: The name of the reminder, this can be changed
    3. Reminder Period: Set the number of days after the invoice is created that this reminder is due
    4. Letters Template: Click the edit icon to create/modify the template that will be used for print and e-mail                         
      1. Depending on settings, either MSWord or a Simple RTF Editor will open
      2. Design the reminder template, see Insert menu for input fields - note depending on the version of MSWord the menu name will differ
    5. Repeat for all other reminders, changing the content of each reminder template