Concepts/Account

conceptbillingCARE 3.0+

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

Components	What it captures
Name	The name of the account. This field is required.
Description	More detail about the account. This field is optional.
Status	The current state of the account. This field is required.
Billing Status	The current step of the account in the billing lifecycle. This field is required and starts as Open.
Service Period	The start date and end date of the period that the account covers. Care sets the start to the time of creation.
Primary Encounter	One recent encounter of the patient that the account covers. This field is optional.
Tags	Labels that help you group and find accounts. This field is optional.
Financial Summary	The 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.

Value	What it captures
Amount Due	The amount that the patient still owes on the account.
Total Paid	The amount that the patient paid on the account.
Billed (Gross)	The gross amount that the invoices of the account bill.
Total Billable	The total amount that the account can bill.

Status

Status	Description
Active	The account is in use. You can add charge items, invoices, and payments to it.
Inactive	The account is no longer in use.
On Hold	Work on the account stops for now.
Entered in Error	Someone 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 Status	Description
Open	The account accepts new charges.
Care Completed	The care for the patient ended. The facility did not bill the account yet.
Billing	The facility prepares and sends the bills for the account.
Closed Bad Debt	The facility closed the account because the patient did not pay.
Closed Voided	The facility closed the account and cancelled it.
Closed Completed	The facility closed the account after full payment.
Closed Combined	The 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.

Permission	What it allows	Roles
Can Create Account	Create an account.	Facility Admin, Admin
Can Update Account	Edit an account, advance the billing status, settle and close the account, rebalance the account, and manage tags.	Facility Admin, Admin
Can Read Account	View and list accounts.	Facility Admin, Administrator, Admin, Staff, Doctor, Nurse, Volunteer, Pharmacist

Pages that link here:

Concept: Concepts/Patient
Reference: References/Account