Ledger Sync Collection Flow
The Ledger Sync page breaks down your collections experience into four tabs.
Not Requested tab
This tab shows all families with outstanding balances and is similar to your Accounts Receivable Aging Report.
Each row represents a family. We display the guarantor’s full name, and if there are dependents, their first names appear underneath.
Open Claims column: Shows whether any family member has an open insurance claim.
Days Overdue column: Displays the age of the oldest unpaid balance across the family.
We also show three family-level ledger totals:
Ledger Balance: The family’s total balance based on the ledger.
Estimated Family Balance: The Ledger Balance minus any insurance estimates.
Not Requested: The Estimated Family Balance minus any amount already requested (but not yet paid) through a NexHealth Payment Request.
If you click the $ Collect button for a family, you'll see a list of the family members to choose from. Select the appropriate family member to continue to that patient's Collect Payment page.
Awaiting Payment
Once you've sent a Payment Request, you'll see it displayed on the Payments page in the Awaiting payment tab. For each request, you can see:
Patient name
Requested date
Last reminded date (from either automated Template reminders or manual reminders)
Amount requested
On the far right you can see the "Send Reminder" button, which is great if you need to immediately send your patient a bump.
Sometimes you send a payment request to a patient, but instead of paying online, they walk into your office and hand you cash or a check. In that situation, you have two options:
Mark as Paid - This manually marks this payment request as paid in Nexhealth. It will show up as "Manually paid" in the Transaction history tab and payment reports.
For Ledger Sync customers: When you select this, NexHealth will automatically sync a "NexHealth Manual Payment" to the patient's ledger, so you don't have to manually post the payment yourself.
Cancel Request - This deletes the payment request entirely from NexHealth. The completed payment will not appear in the Transaction history or payment reports.
Note: Unpaid payment requests automatically expire after 90 days for security reasons and will disappear from this list.
Needs Syncing
In most instances, completed transactions will automatically sync to the appropriate patient ledgers. When exceptions occur, they will appear in this tab for you to individually resolve.
Refunds
Refunds do not currently sync to patient ledgers. After initiating a refund, you will see it displayed on the Needs Syncing tab with a button "Mark as Synced." Once you have manually transcribed the Refund into the appropriate patient ledger, click the "Mark as Synced" button to indicate in NexHealth that you have successfully posted the transaction.
Failed sync
If a completed payment sync error ever occurs (for example, due to an outage with your health record system), you will see the Payment here with a "Failed sync" button. Click the button to re-attempt the transaction sync. Once the payment successfully syncs, the transaction will disappear from the Needs Syncing tab.
Allocate & Sync
If you collect a Payment with a "Custom Amount", NexHealth will not automatically sync the transaction. Instead, it will appear in the Needs Syncing tab with an Allocate & Sync button.
Click Allocate & Sync to review the patient’s open ledger items. You can then either:
Allocate the custom payment across specific ledger items, or
Sync some or all of the payment to the ledger as a prepayment.
This ensures that we sync the transaction perfectly to your ledger.
Mark as Synced
If you do not want a transaction in the Needs Syncing tab to sync (perhaps you've already manually posted it to the ledger), you can click the elipses (...) menu on the far right of the transaction and select "Mark as Synced." This will remove the transaction from the Needs Syncing tab.
Transaction History
The Transaction History tab displays a chronological list of every transaction that has happened. On the far right side we display the sync status—a solid green cloud indicates a successful NexHealth sync, and a hollow cloud means that a transaction was "Mark as Synced".
From this tab you can also export our Transaction Reports.