Contract Fees and Non-Production Adjustments
Use the Fees tab of the Contract Structure editor to set up the initial fees, periodic fees, and retention fees for each member of the contract, and to apply non-production adjustments (such as referral discounts).
Open the Contract Structure Fees Tab
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Open the Contract Structure Editor - Open the patient's Finance page. Choose the contract to work with at the left of the window, then select Contract Structure from the Edit section of the Patent ribbon bar.
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.
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Open Fees Tab - Select the Fees tab. The top of the window lists the contract members, and the fee allocation.
Set Up Contract Fees and Non-Production Adjustments
At the top of the window, select the contract member you want to work with. The left side of the window details that party's current payment plan structure. You can now add or edit the payment schedule structure and apply non-production adjustments to the contract.
Initial, Retention and 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.
Add Initial Fees - Enter the date the fee will be due, and either the dollar amount or the percent of the Contract Portion to charge. Then click add.
Add Retention Fees - Enter the date the fee will be due, and either the dollar amount or the percent of the Contract Portion to charge. Then click add.
Add Period Fees - Enter the date the first fee in this series should be due, and the payment interval. You can then enter two of the three payment details: The dollar amount, number of payments or total amount for this payment series. The remaining field is calculated automatically, showing you a summary of the transactions that will be created when you click add. If the calculations do not work out evenly, you can either enable the apply remainder to final payment option, or disable the option to add one more payment to the end of the period fee schedule.
Non-Production Adjustments - Non-production adjustments decrease the amount the billing party is obligated to pay, but do not affect your production total. You might apply non-production adjustments, for example, to apply family and referral discounts, electronic payment discounts, or to write off the balance of a transferred or abandoned account.
Production vs Non-Production Adjustments - You apply both production and non-production contract adjustments with the Contract Structure editor. Use the Treatment Fee tab to apply production adjustments, such as adding fees for product upgrades. Use the Fees tab to apply non-production adjustments, such as referral discounts.
To apply a non-production adjustment, click add in the adjustments section of the window (or click an existing adjustment, if there is one). Select the adjustment type and specify the dollar amount or percentage of the fee to apply. Then click add. Although you enter a positive amount, the fee schedule is reduced by the adjustment amount. The date of the adjustment is automatically set to today: Your security settings (Office Financial > Modify Contract Adjustment Dates) determine whether you are allowed to change the date.
These transactions appear in the Treatment Fee Adjustments and Changed Treatment Fees sections of your Transaction report.
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.
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.
Default Descriptions - Use the Default Description fields of your System Financial Settings editor to change the names of your contract charge types. Originally, the descriptions are "Installment Due", "Initial Fee", and "Retention Fee". These descriptions are defaults only: You can change them for individual contracts as needed. See "System Financial Settings Editor" for details.
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. When you click Save at the bottom of any Contract Structure editor tab, you are first prompted to explain why the change occurred. As soon as you provide an explanation and click Ok, the changes become permanent, and your new structure is considered the "original".
Non-Production Adjustment Audit
Non-production adjustments change the total financial obligation, but do not affect the treatment fee itself. Therefore, this type of adjustment shows as $0.00 in the Changed Treatment Fees section of the report, but shows the amount of the adjustment in the Treatment Fee Adjustments section of the report. See "Transaction Report" for details.
Trigger a Workflow when the Contract Structure Changes
Use the Contract Changed workflow trigger to activate a workflow whenever you change the contract structure of an existing patient contract.
