In the patient record, along with the personal data, the patient's current balance is displayed. This amount may indicate that the patient has made an advance payment, or it could indicate unpaid medical bills.

Situations where a patient's balance may need to be altered:

1. When the patient cannot pay for the appointment in full:
   If the amount provided by the patient is less than the "Total payable" amount, the system will offer to write off the missing amount from the patient's balance. Once this happens, the appointment will acquire the status of "paid," and the required amount will be deducted from the patient's balance. This function is available when the patient's balance is positive, zero, or negative.
2. When a patient leaves a deposit or prepayment for services:
   For example, if a patient leaves a deposit of 50,000, the administrator must click on the Edit Balance icon, select "Refill", choose the payment method, and enter the deposit amount. The administrator should then enter a comment explaining the reason for the deposit and click "Refill Balance".
3. When a patient repays a debt:
   If a patient owed money to the clinic (i.e., had a negative balance), the administrator would refill the balance with the repayment using the payment method the patient used.
4. When charging the patient's balance due to contract termination (e.g., fines):
   If the patient is charged due to contract termination or other reasons (e.g., a fine for smoking), the administrator should make a note when charging the patient's balance. If the refund was issued from the clinic’s pay office, the administrator will note that funds have been withdrawn. If there is no need to withdraw from the pay office (e.g., fine), the administrator can leave a note stating, "Do not withdraw funds from the clinic pay office" to avoid any changes to the pay office balance.
5. When using collateral funds at the time of accepting payment:
   If a patient leaves a deposit for services, such as a prosthetic, the administrator will accept the remaining balance once the full amount is due. For example, if the total bill is 100,000 and the patient left a deposit of 50,000, the other 50,000 will be automatically deducted from the patient's balance when the payment is accepted.
6. Transfer of funds to another patient (e.g., for gift certificates):
   If a patient buys a gift certificate for someone else, the administrator will first refill the patient’s balance for the certificate amount and note the certificate number and expiration date. When the recipient comes to the clinic, the administrator can transfer the amount from the balance of one patient to the balance of the other.

Balance History:

Any changes made to the patient's balance will be displayed on the right side of the pop-up window under Balance History. The patient's current balance can be positive, negative, or zero.