Reconciliation is a vital process for any dental office, ensuring financial accuracy and operational efficiency. By regularly reconciling accounts, including patient payments, and insurance claims, a dental practice can maintain clear, up-to-date financial records. This process helps identify discrepancies early, reducing the risk of errors that can impact cash flow or patient trust.
Engagement Payments: Transactions Tab
Reconciliation should be done within Engagement, not the Clearent portal. Use the Transactions tab in your Payments dashboard on a daily basis to monitor all incoming transactions that have/have not posted to the ledger.
Click on the calendar button and select today's date.
In the Not Posted to Ledger section, review any transactions that have not been posted and take action if needed by clicking on the Actions button.
In the Posted to Ledger section, review all transactions that have been posted to the ledger as well as the total number of transactions and the total amount.
Process a Refund
Learn how to process a refund here. A few notes about refund capabilities in Engagement:
Refund functionality in Engagement is an option for practices using Clearent.
Transactions can only be refunded if they were made within the last 13 months.
Refunds will be deducted from the same batch as transactions processed on the same day, which means they will be deducted 2 business days after processing. However, it may take up to 7-10 days for the refund to be posted back to the patient's account, as this depends on how long it takes for the bank to post the refund.
A note about voiding transactions
Do not attempt to void or refund a transaction from the Clearent portal. All refunds should be processed within the Engagement Payments Transactions tab. Learn more about how to refund a transaction in Engagement.
Engagement Payments: Deposits Tab
Use the Deposits tab in the Payments dashboard to track incoming payments and streamline the reconciliation process.
Column | Description |
Deposit Date | Date that the transaction(s) occurred. |
Gross Sales | Combined total of all payments that occurred on that particular date, before any adjustments. |
Total Refunds | Combined total of all refunded transactions that occurred on that date. |
Deposited Amount | Combined adjusted total of all payments and refunds that occurred on that date and which will be/have been deposited to your account. |
Status | The status of the deposit. A Closed status means that the funds have been deposited to your account. An Open status means that the deposit is currently processing and will display as $0 value while the data is processed. |
Funds are deposited once per business day (Monday - Friday). Deposits are batched at midnight every night and will show in your bank account 2-4 days later. Learn more about posting payments to the ledger here.
Clearent Statements and Tax Forms
Looking for a report that captures the month's transactions in an easy-to-read format? You can print an end-of-month statement from the Clearent portal in just a few clicks.
To print a statement in Clearent:
Access your Clearent portal from Engagement settings. Click on Practice Setup, then click Payments to locate the link under Clearent Merchant Home
Click on Statements and Tax Forms
Click on the Statements section, then click on the month to download your Clearent statement
You can also download your tax documents. Just click on the Tax Documents section and select the document you'd like to view/print.
