Statement Balances


As Capable 21C has the capacity to print two different kinds of statements, and these statements include significantly different information, it is possible to produce statements that do not appear to be consistent with the figures that Capable 21C produces on screen. Whilst the system has been deliberately designed this way, it is helpful for an operator to understand how and why this happens. This article explains these components.

Underlying challenge

Capable 21C records all invoice items and payments as being either an insurance item or a private item. The balances that are displayed on the Visits and Financials window are the sum total of the insurance items and the private items. For a private patient, all items are totaled into a single balance.

When a statement is produced, either a private statement or an insurance statement can be nominated. A private statement will list only the private invoice items and payments between a range of dates. An insurance statement will list only the insurance items, but will span the entire life of the patient/client file. Insurance statements can be very long, particularly if dozens of visits have been entered as insurance invoice items, but the payments have been entered as private payments.


Refer to the knowledgebase article KB-Insurance Statements for more detail about insurance statements.

Check the following items to verify the balance that prints at the bottom of a statement:

  • Check the statement design. Ensure that the right kind of box is nominated at the bottom of the design.
  • Check the range of dates being nominated (for a private statement). The balance will be valid as at the closing date of the statement (not necessarily the current date).
  • Check the Payment Allocations between private and insurance items. A good indicator that these might be out of alignment is if there is both a private and an insurance balance showing on Visits and Financials, but where one is a negative amount and the other is a positive amount.
  • Check that all services and payment methods have been suitably nominated as private or insurance.
  • Detailed Information

    To determine if a patient is an insurance patient:

  • Go to Patient Details.
  • Go to the Insurance Tab.
  • Check the tick-box that indicates the patient is an insurance patient. DVA patients are normally considered to be insurance patients.
  • To check the Payment Allocations: /p>

  • Go to Visits and Financials.
  • Click on any visit.
  • On the fly out menu, go to the payments sub-menu and select Review Payment Allocations.
  • Examine the history of visits to see if any visits show a positive amount in the insurance balance column and a negative amount in the private balance column for the same date. If this has occurred, click the Convert Insurance/Private button to correct the problem.
  • This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

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