The unpaid charges feature in Apollo helps your practice track services or items that have been invoiced to patients but remain unpaid. This function is essential for identifying overdue payments, following up with clients, and maintaining steady cash flow. You can easily filter, generate, and share reports of outstanding charges using the Transactions module.
Step 1: Log in to the Apollo Dashboard
Open Apollo in your browser and enter your username and password
Click the Login button
You’ll land on the main dashboard, which gives you access to key features like appointments, billing, and reports
Step 2: Access the Transaction File
On the top menu bar, click File
From the dropdown list, select Transaction File
This section is used to manage and generate various financial reports, including billed, unbilled, and unpaid transactions
Step 3: Select ‘Unpaid Charges’ as Transaction Type
In the Transaction File screen, locate the Transaction Type dropdown
Choose Transactions – Unpaid Charges
This option will display a list of all services/products that were invoiced but not yet paid by patients
Step 4: Enter Required and Optional Filters
Enter a Start Date and End Date to set the reporting period (these fields are mandatory)
You may also apply filters to narrow the report:
List Only Clinician – view unpaid charges for a specific provider
List Only Account Type – filter by account type like Insurance, Self-pay, or Corporate
Step 5: Generate the Report
Click the Review Report button
The system will generate a detailed report showing all unpaid transactions that match your selected filters
You’ll see information such as patient name, date of service, invoice number, amount due, and provider details
Step 6: Print, Save, or Share the Report
Click Print Results if you need a paper copy
Use Email, Fax, or Download PDF to share the report with billing teams or other departments
Step 7: Clear and Run Another Report
Click Clear to reset all selected fields
You can then enter new dates or change filters to generate a different report
This process helps you stay on top of pending payments, identify overdue balances, and ensure that no billed service goes unnoticed. It's an essential tool for both financial tracking and proactive follow-up in your billing workflow.
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