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Version: 3.1

Account

Definition​

An account in Care groups the charge items, invoices, and payments of one patient at one facility. Every charge item, invoice, and payment belongs to exactly one account. The account shows what the patient owes and what the patient paid. Care allows one active, open account for each patient at each facility at a time.

Key Attributes​

ComponentsWhat it captures
NameThe name of the account. This field is required.
DescriptionMore detail about the account. This field is optional.
StatusThe current state of the account. This field is required.
Billing StatusThe current step of the account in the billing lifecycle. This field is required and starts as Open.
Service PeriodThe start date and end date of the period that the account covers. Care sets the start to the time of creation.
Primary EncounterOne recent encounter of the patient that the account covers. This field is optional.
TagsLabels that help you group and find accounts. This field is optional.
Financial SummaryThe Amount Due, Total Paid, Billed (Gross), and Total Billable values of the account.

Service Period​

Care sets the service period start to the time when you create the account. You cannot type the start date or the end date. Care shows both dates as read-only.

Primary Encounter​

You can set the primary encounter only when you edit the account. Care shows the recent encounters of the patient. An encounter is the primary encounter of one account only.

Financial Summary​

Care calculates the financial summary from the charge items, invoices, and payments of the account. The values are read-only.

ValueWhat it captures
Amount DueThe amount that the patient still owes on the account.
Total PaidThe amount that the patient paid on the account.
Billed (Gross)The gross amount that the invoices of the account bill.
Total BillableThe total amount that the account can bill.

Status​

StatusDescription
ActiveThe account is in use. You can add charge items, invoices, and payments to it.
InactiveThe account is no longer in use.
On HoldWork on the account stops for now.
Entered in ErrorSomeone created the account by mistake.

Billing Status​

The account page shows the billing lifecycle as a stepper: Open, then Care Completed, then Billing, then Closed.

Billing StatusDescription
OpenThe account accepts new charges.
Care CompletedThe care for the patient ended. The facility did not bill the account yet.
BillingThe facility prepares and sends the bills for the account.
Closed Bad DebtThe facility closed the account because the patient did not pay.
Closed VoidedThe facility closed the account and cancelled it.
Closed CompletedThe facility closed the account after full payment.
Closed CombinedThe facility closed the account and combined it with another account.

Note: Care has no delete action for an account. To close an account, change the status and the billing status. Care keeps the account.

Relationships​

  • The account belongs to one facility and one patient. You cannot change the patient after you create the account.
  • The account links to one encounter as the primary encounter.
  • Charge items, invoices, and payments each belong to one account.
  • If you add a charge item for a patient and select no account, Care uses the active, open account of that patient at that facility. If the patient has no such account, Care creates one.

Permissions​

Care checks these permissions at the facility level.

PermissionWhat it allowsRoles
Can Create AccountCreate an account.Facility Admin, Admin
Can Update AccountEdit an account, advance the billing status, settle and close the account, rebalance the account, and manage tags.Facility Admin, Admin
Can Read AccountView and list accounts.Facility Admin, Administrator, Admin, Staff, Doctor, Nurse, Volunteer, Pharmacist