This article applies to practices using NexHealth Payments Ledger Sync on Open Dental or Eaglesoft with a single data source shared across multiple locations.
Why payments are tied to locations
In a multi-location data source, every transaction — procedures, adjustments, and payments — is linked to the location where the appointment took place. NexHealth treats this location attribute as the source of truth, so balances are always associated with the specific location where they were incurred.
This means you can view patient balances across all locations in one place, but you can only collect payment for balances at your currently active location. To collect a balance at a different location, switch to that location in NexHealth first.
View ledger totals for the whole patient ledger
You can view both the total amount due for each patient's full ledger and the amount due at your current location.
In the Not requested tab
Go to Payments → Not requested to view both totals at a glance.
The total Not requested at the top is the total for your active location.
The bold black amount next to each family shows the total due across all locations in the data source.
The grey due here amount shows what's due at your current location.
Hover over the grey due here amount to see a tooltip listing all locations where balances are owed.
When selecting family members for collection
When choosing a family member to collect payment from:
The bold black amount shows the total due across all locations.
The blue due here amount shows what's due at your current location. If the amount due here is $0.00, it appears in grey.
In the ledger totals bar
When collecting payment, the ledger totals bar under the patient's name shows both personal and family totals across all locations in the data source.
Search for patients across locations
When you click Collect payment in Payments, you can search for any patient across all locations in the data source — regardless of the patient's default clinic or which location you're currently viewing in NexHealth.
View open ledger items when collecting payment
The Collect payment screen shows all open ledger items from every location in your data source. Each item lists its location beneath the item name and provider.
You can only request payment for balances associated with your active location.
To request a balance at another location, you must switch locations in NexHealth first.
Balances at other locations are greyed out and unselectable, even if you have the necessary user permissions.
View open ledger items when allocating payment
The same rules apply when allocating payment:
Each open ledger item lists its location beneath the item name and provider.
You can only allocate payment for balances at your active location.
Balances at other locations are greyed out and unselectable.
To allocate a balance at another location, switch to that location in NexHealth first.