📝 Overview
Transaction Presets are predefined service bundles that apply charges and write-offs to a transaction in a single step. They are built for promotional specials — situations where a clinic is offering a discounted package and wants staff to apply it quickly and consistently without manually entering each service and write-off every time.
Accessing Transaction Presets
⚠️ Transaction Presets are managed at the system level. Only users with System Admin permissions can create or edit presets.
Navigate to your System-Level Dashboard > System Settings > Transaction Presets. Click Add New Transaction Preset.
Transaction Preset Settings
Name
Enter a clear, searchable name that reflects the specific promotion — for example, Facebook Special $21 – Day One.Visible for Transactions
When set to True, the preset appears as a searchable option on the New Transaction screen.Visible for Case Settings
When set to True, the preset is available to select when configuring default services on a patient case.Override Case Pricing
When set to True, the preset's pricing and write-offs will override any pricing already attached to the patient's case.
Adding Services to a Preset
Use the Search to Add field to find and add services to the preset. Each service you add will display as a line item with the following fields:
Price
Pulls in automatically from your system's service pricing. This is the standard charge for that service.Inline Write-Off (Cash Cases Only)
The total dollar amount being written off on that line item. If the write-off amount equals the price, the patient's ledger will reflect $0 owed for that service.Type
Select the appropriate write-off type for this line item. A type must be selected for each service that has a write-off applied.
💡 Inline Write-Offs (Cash Cases Only)
Inline write-offs in Transaction Presets are for cash cases only. Do not use them for insurance contractual adjustments. For insurance write-offs, use the Insurance Fee Schedule feature instead.
Where to Apply Transaction Presets
1. 🧾 SOAP Note — Charges Area
Open the patient's SOAP Note.
Go to the charges area (in Patient Chart, find it under the Note tab).
Type the preset name in the search field and select it.
The bundled services and write-offs populate automatically.
2. 💳 Patient Profile — New Transaction
Navigate to the patient's profile.
Open New Transaction.
Type the preset name in the search field and select it.
The services, pricing, and write-offs populate automatically.
💡 Example: "$21 New Patient Special"
A clinic running a Facebook ad promotion sets up a preset called Facebook Special – $21 New Patient. The preset bundles two X-rays and an initial consultation, with a write-off reducing the total from $100 to $21.
When a new patient comes in through the promotion, staff select the preset from the New Transaction screen. All services and the write-off populate in one step — no manual entry required.
Troubleshooting
🔧 Services must exist in your Services list before they can be added to a preset.
🔧 If service pricing changes, manually update any affected presets — presets do not update automatically.
🔧 If a preset's pricing or write-offs aren't applying correctly, check whether a fee schedule is assigned to the patient's profile. Fee schedules take priority over transaction presets. Remove the fee schedule and reapply the preset to resolve.
🔧 Presets may appear inaccurate if:
Write-off settings were changed after the preset was created
Services were modified after preset creation
✅ Key Takeaways
Transaction Presets are designed for promotional specials — bundling services and write-offs for fast, consistent application
Inline write-offs are for cash cases only — use Insurance Fee Schedules for insurance adjustments
Use clear, specific names so staff can search and select the right preset quickly
Presets can be applied from the SOAP note charges area or the New Transaction screen
If a fee schedule is on the patient's profile, it will take priority over preset pricing
📌 Conclusion
Use Transaction Presets when your clinic runs promotions or specials that combine multiple services with a discounted price. For one-time inventory discounts, apply the write-off directly in the transaction modal. For ongoing service discounts, use a Cash Fee Schedule.