Modify Payment Schedules and Apply Adjustments

Use the Fees tab of the Contract Structure editor to work with the initial fees, periodic fees, and retention fees for each member of the contract. You can also change fee descriptions, and apply non-production adjustments such as family discounts, from the Fees tab.

How to Get Here

Open Patient Finance Page - Patient folder > Finance page.
Choose Contract - Select a contract from the list at the left of the window. If the treatment phase you want to work with is collapsed, click the [+] button to expand it so you can see all the billing names. (See "Patient Finance Page" for details.)

Launch Contract Structure Editor - Patient ribbon bar > Edit section > Contract Structure. (An Edge Cloud patient folder must be open for the Patient ribbon bar to be available.)

This option is not available when you have selected to work with a partial contract, that is, a treatment phase that has charge and/or payment transactions but no formal contract created.

Open Fees Tab - Click the Fees tab at the top of the Contract Structure editor window.
Choose Contract Member - Use the billing grid at the top of the window to select the responsible party or insurance detail that you want to work with.

Use This Feature

Add Initial, Retention or Period fees - Click add beside the type of fee you want to create. (If the contract already has payments for that type of fee, click an existing payment instead.) The fields at the lower left of the window default to creating a single transaction for the remaining unallocated amount for this billing party.

Apply Adjustments - Adjustments to a contract decrease the amount the billing party is obligated to pay, but do not affect your production total. You might use a fee adjustment to apply a family discount, electronic payment policy discount, or to write off the balance of a transferred or abandoned account. (Also see "delete future payments", below.)

Production vs Non-Production Adjustments - Applying an adjustment (such as "Paid in Full" or "Courtesy Discount") from the Fees tab of the Contract Structure editor, described below, changes the financial obligation of the billing party, but does not affect your total production. To modify your production totals, change the contract fee on the Treatment Fee tab instead. See "Adjust Total Contract Fee" for details.

Edit the Payment Plan - Use the actions section of the window to make changes to the payment plan.

Delete an Individual Payment - Click a payment, then click the delete transaction action. You might delete a transaction if, for example, you applied an adjustment and need to reduce the number of period fees to charge. Or, you might delete a transaction that was entered in error so that you can add the appropriate fee to the schedule.

Delete Future Payments / Write Off Account - Click the delete future payments action to erase all transactions that are scheduled to be charged out in the future. You can then reallocate the fee with a new payment schedule, or apply an adjustment for the unallocated amount to write off the fee.

Move All Future Fee Fates Forward (Place contract on "hold") - Click the first transaction to work with, then click the move all future fee dates forward action and enter the number of months to increase each subsequent fee date, regardless of the fee type. In other words, if you choose to move an initial fee transaction forward, all retention fees and period fees that fall after the date of that initial fee will also be moved forward. This feature is especially useful for placing contracts on "hold" for a certain period of time.

Increase / Decrease Individual Fee by Under / Over Allocated Amount - When the payment schedule is out of balance (often due to removing or adding too many fees or reallocating the contract), you can easily increase or decrease an individual transaction to absorb the difference by selecting the transaction to change and clicking this action.

Increase / Decrease Future Period Fees - When the payment schedule is out of balance (often due to removing or adding too many fees or reallocating the contract), you can click this action to spread out the difference among all remaining scheduled period fees. Of course, if there are no future period fees, this option is not available.

Edit Descriptions - Right-click an Initial Fee, Retention Fee, or Periodic Fee payment and select Change Description. Then type a new description for that payment and click OK. (If you find that you need to change contract descriptions for a majority of your patients, you can edit your default descriptions in your System Financial Settings editor.)

Review & Save - We recommend that before you save changes to your Contract Structure editor, you go to the Summary tab to compare the details of the original contract with your proposed changes. Once you click Save at the bottom of any Contract Structure editor tab, your changes become permanent, and your new structure is considered the "original". See "Review & Save Contract Structure" for details.

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