Saltar al contenido principal

Financials introduction

How is the financial system structured?

The financial system in ICE Health Systems is structured as a double-entry accounting system.

In the system backend, each transaction is recorded as a journal entry that balances with one or more debit or credit posting records to an account. Every journal entry is a new entry, never edited or deleted, so that the system can show a full history of any transaction.

If you're not a bookkeeper you probably don't have to worry about this! Just know that the system is very flexible, auditable, and double-entry doesn't mean you have to enter charges and payments twice.

How do I add a charge to a patient's account?

The most common way to add a charge is to enter a completed procedure in Patient > Charting.

You can also enter a non-clinical administrative charge directly from Patient > Financials. For example, a charge for a missed appointment, returned check, duplication of records, etc.

The value of a charge depends on how the fee schedule and administrative charges are configured in Practice Settings > Financials. To learn more about configuring fees and administrative charges, see Practice settings: financials.

How is the patient financials workspace organized?

The main view of a patient's financial record in Patient > Financials contains a lot of information grouped into five sections.

The five sections are Guarantor and Insurance, Balances, Aging Buckets, Account Buttons, and Tabs.

Guarantor and Insurance

Confirm the patient's insurance policies and guarantor.

  • Select Guarantors to view and edit the guarantor information for the patient.
  • Select Insurance to view and edit the insurance information for the patient.

A guarantor is the person responsible for the patient's financial balance.

To learn more about guarantors, see Configuring patient guarantor and fees and for insurance policies see Managing insurance payers and policies.


Check the patient's account status and balances.

  • Double-click a balance to see a detailed summary of the amounts and charges that make up the balance.
PatientThe amount a patient owes today.
InsuranceThe amount all insurance accounts owe today.
TotalThe total amount owing on patient and insurance accounts today.
Future Payment PlansThe amount owing on payment plans, split by payment schedule.
Patient CompleteThe amount a patient owes today and on payment plans.
Total PrepaymentThe amount paid and allocated to planned procedures and future payment plan charges.
Pending RefundsThe amount marked for refund but not yet posted.

The insurance and total balances may display a if they contain insurance charges that are not aging. Insurance charges with a are not aged if a charge is generated from an in progress procedure.

Aging Buckets

Review balances that are past due, grouped by date range.

  • Double-click an aging bucket to review the outstanding charges for both the patient and the insurance accounts in that bucket.

A patient's financial account status is defined by the oldest bucket with an outstanding balance.

Account Buttons

Perform various financial tasks with the account buttons.

ButtonTaskLearn More
Make a PaymentEnter a simple or detailed patient payment.Making patient payments
Administrative ChargeCreate a non-clinical charge. For example, a cancellation fee, late payment fee, etc.Creating an administrative charge
Add AdjustmentIncrease or decrease the value of a charge or payment.Adding adjustments
Add TransferTransfer an amount owing between patient and insurance accounts.Adding a transfer
Add Payment PlanMove an amount owing to a payment plan and schedule charges.Payment plans overview
Create a ClaimCreate insurance claims or predeterminations.Insurance claims overview
StatementsCreate a financial statement for the patient.Creating an ad hoc statement

Your administrator may customize the names and colours of these buttons in Practice Settings.


Review the transactions, procedures, claims, and payment plans on a patient's record.

  • Double-click a payment or charge to view more information. For example, payment allocation details, adjustment history, and notes.
MainView all transactions sorted by post date.
Patient PaymentsView all patient payments.
Insurance PaymentsView all insurance payments.
AdjustmentsView all adjustments.
TransfersView all transfers.
ProceduresView a patient's procedures. Including planned and in-progress procedures that are not billed.
ClaimsView, cancel, and create PDFs of existing claims.
Payments PlansView and manage payment plans.
Detailed LedgerView all transactions grouped by charge and sorted by post date.

The main and detailed ledger tabs show the same transactions, but organize them slightly differently.

  • The main tab displays transactions chronologically.
  • The detailed ledger tab displays transactions grouped by charge.

The main tab is great for reviewing transactions in the order they happened, whereas the detailed ledger is better for reviewing the activity associated with a specific charge.