Working in the Treatment Tab (Admin Features) in Dental4Windows

Working in the Treatment Tab (Admin Features) in Dental4Windows

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The Treatment tab is used for both clinical & admin purposes. The purpose of this article is for the administrative side of treatment and includes instructions for invoicing, payments & reprinting.
Links to the various other related features including the clinical sides of treatment is included throughout.

Create an Invoice for Treatment Performed

Once treatment has been entered, an invoice can be created and payment entered.

Feature Flash Steps: New Invoice & payment


Create Invoice Only

  1. Go to Patient Records > Treatment tab 
  2. Itemised Invoices menu > Select New Invoice Only or  icon or F2 key

  3. Click Create or Print

Create Invoice and Receipt

  1. Go to Patient Records > Treatment tab 
  2. Itemised Invoices menu > Select New Invoice and Receipt or  icon or F3 key

  3. Enter the receipt amount and select the Payment Method
  4. Click Create or Print

Multi-Location Users

When creating an invoice or receipt for a patient in a multi-location database, log into patients location before creating the invoice or receipt.

Preview/Print an Invoice from the Treatment tab

InfoOnce an invoice has been created, it can be previewed onscreen from the Treatment or Invoice ta, see Preview/Print an Invoice from the Invoice Tab

  1. Go to Patient Records > Treatment tab 
  2. Itemised Invoices menu > Select Preview Invoice or  icon
  3. Select the invoice and click OK

  4. Click Print to print the invoice

How to Create Orthodontic Payment Plans

This article describes the method recommended by Centaur on creating a payment plan for orthodontic treatment.

 Create Treatment Plan

  1. Go to Patient Records > Treatment Plan tab
  2. Enter item (e.g. 881 or 831 x 2) with full fee
  3. Enter items (e.g. 871) for each visit of Ortho Adjustment with $0.00 fee
  4. Order visits for the Treatment Plan so items can be easily allocated when making appointment (optional)

Create Payment Plan

  1. Go to Itemised Invoices menu > New Invoice Only 
  2. Click Yes to message

  3. Create Itemised Invoice box shown

    1. Highlight all $0.00 fee items in the background
    2. Tick Show extended attributes
    3. Enter instalment plan (Number, period and occurrence)
    4. Change the $ amount to be paid today (1st visit) in the #1 instalment amount box
    5. Click Create

Complete Treatment and Allocate Payment

  1. Go to Treatment tab > Treatment menu > Transfer from Treatment Plans

    1. Highlight the completed item for current visit
    2. Click OK
  2. Go to Receipts tab > Receipts menu > New Receipt

    1. Enter instalment amount for the visit
    2. Select Payment Type then process payment
    3. Click Create

Print/Email Invoice/Receipt for each visit

  1. Go to Treatment tab > Itemised Invoices menu > Preview Invoice

    1. Tick Show Invoice details
    2. Highlight only the item for current visit
    3. Highlight the payment for current visit
    4. Click OK

  2. Click Print or E-mail

Refund Handling

There are four common ways to handle refund issues within Dental4Windows. As in all customer handling issues, we must always endeavour to clarify what it is the client really needs. 

Refund for paid Treatment

InfoAn Item needs to be created to record in the Patient's Treatment File that a refund has been given, see Setup Rework Item 
For instructions on processing a refund of treatment see Apply Refund

Refund a Deposit

InfoIf a Patient has a deposit (credit) this can be refunded, see Refund a Deposit

Create an Expense

This type of refund handling may be considered when showing the refund in Dental4Windows is not a concern. The expense incurred to the company would be noted in the accounting software.

  1. Go to Patients Records > Treatment tab
  2. Double click Expenses column

  3. Click Add

    1. Enter the Date
    2. Select the Expense Category (if applicable)
    3. Enter the Amount of the Refund
    4. Insert a note explaining the reason for the refund (optional)
    5. Click OK

Create an Expense (with adjustments)

This type of refund handling may be considered when the financial implications (e.g. the Invoices Debit/discount values) is not a concern.

This method of refund handling is similar to the previous step. The exception is that the item number 992 is used (Refund To Patient)

  1. Go to Patients Records > Treatment tab
  2. Enter the item 992
  3. Double click Expenses column

  4. Click Add

    1. Enter the Date
    2. Select the Expense Category (if applicable)
    3. Enter the Amount of the Refund
    4. Insert a note explaining the reason for the refund (optional)
    5. Click OK
  5. Create an Invoice for the Item 992 with a 100% discount

  6. Click Create

Discount During Payment from Treatment

A discount can be applied while processing a payment.

  1. Go to Patient Records > Treatment tab
  2. Go to Itemised Invoices menu > New Invoice and Receipt / Press F3 key / Click Inv/Rec icon
  3. Enter the Amount to be received 
  4. Select the Payment Type
  5. Enter the Discount by $ or % value
  6. Continue with payment

Discount During Invoice Creation

A discount can be applied to an invoice while creating the invoice.

  1. Go to Patient Records > Treatment tab
  2. Go to Itemised Invoices menu > New Invoice Only / Press F2 key / Click Invoice Only icon
  3. Select the Discount Category, if applicable
  4. Enter the Discount by % or $ value
  5. Continue to process a claim, receipt or save

Entering Payments with a Surcharge

InfoAfter a Payment Method has been set up with a surcharge, See Add Surcharge to Payment Methods, the surcharge amount will be calculated when a payment is entered with that Payment Method.

  1. Create a receipt with the required Payment Method
  2. The surcharge will be calculated and a message will appear

  3. Click Yes to proceed with the payment including the surcharge amount
  4. Click No to proceed with the payment without the surcharge amount
    1. If Yes is selected, the amount of the payment will be updated
    2. Click Create to save the payment

  5. Two invoices will be created:
    1. The first invoice will include the treatment items performed and the total of the fees
    2. The second invoice will include the surcharge and the fee incurred

  6. The surcharge item will be automatically added into the Treatment tab