This article covers the Incidents Menu in the Ledger Tab of the Patients Ability. We’ll cover the options within the Incidents Menu here.

In the Ledger, Patient transactions are broken down into Incidents to keep the ledger organized and manageable.

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Instead of having all of the transactions listed in one large record, a user can create more incidents to separate a patient's transactions and make it easier to find information. A user may choose to create an incident for each year, month, visit (or set of visits), specialty within the practice, and so on. They are completely user-definable.

It is also possible to create new Billing Contracts or Treatment Plans under the Incidents menu; these functions are covered in separate documents.

New Incident

Incidents are created in three ways:

1. When a New Patient is created a New Incident is created automatically.

2. When you attempt to archive the last incident in the Ledger, a new incident will be created automatically.

3. To create an Incident manually go to the Ledger tab. Click the Incident pop-up menu and select New Incident.

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When you create a new incident (as opposed to reusing an existing incident) is up to your office.

New Billing Contract

This option will create a new Billing Contract.

Edit Billing Contract

This allows any existing Billing Contract to be edited.

Duplicate Treatment Plan

Any selected Treatment Plan will be duplicated.

Show/Hide Rejected Treatment Plans

Depending on which option is selected, a Treatment Plan with a status of Rejected will either appear or be hidden.

New Treatment Plan

This will create a new Treatment Plan.

Export Incident

You can export a CDA document that will contain only the selected incident's transactions by going to the Incidents menu and selecting Export Selected Incident.

For more information on exporting CDA documents Click Here.

Archiving/Deleting an Incident

An incident can be archived if the balance is 0.00, and there are no open insurance claims.

Procedures or open predeterminations in the Treatment Plan area are not counted towards the balance or open claims.

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If you try to archive an incident with a balance or open claims, you will see the following error:

If an incident has a 0.00 balance and all claims are closed, it can be archived by going up to the Incidents menu and choosing Archive Selected Incident.

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You will be asked to confirm the action:

If the incident has never had any transactions posted to it, it can be deleted rather than archived. Choose Delete Selected Incident from the incidents menu.

The incident will be deleted immediately, there will not be a confirmation message. If the incident is not eligible for deletion, you will be prompted to archive the incident instead.

Retrieve Archived

An archived incident may be retrieved by choosing Retrieve Archived from the Incidents menu. Deleted incidents cannot be retrieved.

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