Payment, Write off or Transfer
You can post payments or write offs to an individual patient's account
by launching the Billing Screen from the Patient Ledger. You can also
transfer the remaining balance to the next Responsible Party in the Billing
Group that is associated to a Charge from the same screen.
You can also launch this screen by selecting Entry
Screens > Pymnt, WO, Xfer Entry from the Financial Management
Sheet Bar. You will then be prompted to select
a patient and a batchselect
a patient and a batch.
Click the to select a Patient and a Batch
to post Charges to. The Billing screen will then launch.
Additionally, you can launch this screen by right-clicking a transaction
on the RCM Ledger in the RCM module.
To see this procedure in action, watch the following video. This video
covers the Transfer to Billing Group feature and payment posting.
To post a payment or adjustment (write-off
or transfer) from the Patient Ledger
- From the Financial Management Sheet Bar, select Patient Ledger. The Patient
Ledger screenPatient
Ledger screen appears.
- Select a patient and the batch to post the payment or adjustment
to:
- From the Patient Ledger screen's Transaction
listTransaction
list in the middle of the screen, highlight
any charge to enable the Special
heading on the Sheet Bar. Select one of following options from this
heading:
- Payment
- Write off
- Transfer
- Or, you can select one of the options
listed above from the right-click menu available from any charge.
- The Billing
ScreenBilling
Screen appears.
- To more easily find the charge you wish to post a transaction to,
use the Filters
sectionFilters
section.
- To quickly find the charge you selected in step 3, click the
Selected from ledger button
in the Filters
sectionFilters
section.
- You can also use the Case
and Due from filters to
show charges for a specific case or payor.
- You can deselect the Open
Charges Only check box to show all charges, both closed
and open.
- Select the correct Transaction
date for the transaction you wish to post from the drop-down
menu in the Info
sectionInfo
section.
- In the Transfer
info sectionTransfer
info section, the Auto
Xfer (transfer) to next role check box is selected by default,
so any balance remaining on a charge after you post a payment or write-off
will automatically transfer to the next Responsible
PartyResponsible
Party associated to the Billing Group assigned
to the case.
- PI (Primary Insurance)
- SI (Secondary Insurance)
- TI (Tertiary Insurance)
- PG (Primary Guarantor)
- SG (Secondary Guarantor).
- To "turn off" Auto Transfer for all transactions,
deselect the Auto Xfer (transfer)
to next role check box.
- Transfer journal codes can
be set to default into this section.
- In the Transactions
ListTransactions
List, find the charge to which you
wish to post the payment and enter the amount in the free text
Pymnt Amt field
(Payment Amount) or WO
1 or WO 2
(Write off) field.
- The corresponding Mandatory fields in the Payment Info
Section will then be highlighted in red (see step 7).
- Any balance remaining on the charge will be reduced by the
amount you entered and will show in both the Xfer
Amt (amount of the transaction available
to be transferred to the next Responsible Party)
and Total Due fields.
- If you are posting a write off, click the plus sign on the
Transaction line where you posted the write off. A lineline
appears under the Transaction. You must input the write off Reason
and Group code in the appropriate fields on this line.
Other actions you can
take in the Transactions List section:
- If you have turned off Auto Transfer, you can manually make
the balance of a specific transaction available for transfer by
selecting the Xfer check
box next to the Total Due.
- To make a balance available for a claim (manual or electronic)
to be generated for a secondary or tertiary insurance carrier,
the GC fieldGC field
must be checked.
If the balance due has been transferred
to an insurance carrier the GC
(Generate Claim) check box will default to checked/unchecked
based on the setup for the payor in the Insurance Carrier
Dictionary. If you want to have the transaction available
for claim generation the box should be checked. If you do
not wish to generate a claim, deselect the box.
- Click herehere
to learn how to make a balance available for electronic claims
to be generated for a secondary or tertiary insurance carrier.
- Ensure the GC
check box is selected.
Enter the Coinsurance amount shown on the remittance
advice in the Coins
field. The coinsurance
and deductible amount should equal the balance you
are expecting from the next responsible party.
If
you are on AmkaiOffice version 3.19 or later,
and have purchased Electronic Remittance Posting,
the Coinsurance amount will automatically populate
from the incoming ERP
payment if Patient Responsibility is notated.
If you are submitting
secondary/tertiary claims, enter the amount referenced
here, so your claim will balance.
Enter the Deductible amount shown on the remittance
advice in the Deductible
field.
If you
are on AmkaiOffice version 3.19 or later, and
have purchased Electronic Remittance Posting,
the Deductible amount will automatically populate
from the incoming ERP payment if Patient Responsibility
is notated.
If you
are submitting secondary/tertiary claims, enter
the amount referenced here , so your claim will
balance.
Enter the Allowed amount shown on the remittance
advice in the Allowed
field.
- Click herehere
to learn how to add a note or input a specific (not default) journal
code to the transaction.
- Select the transaction from the Transaction List.
- Click the Details
button (located above the Transaction List). The Transaction row
details dialogTransaction row
details dialog appears.
- Enter a note in the field on the dialog that corresponds
to the transaction
typetransaction
type you selected. To have the
note print on the patient's statement, select Print on Statement.
- Payment
- WO 1 (write off 1)
- WO 2 (write off 2)
- Transfer
- Debit
- If you wish to modify the default journal code
for the transaction, select a different one from the
appropriate drop-down menu.
- Debit:
if you would like to add a debit to the transaction
enter the amount of the debit in this field.
Co-pay:
enter the co-pay amount to be referenced on the electronic
secondary/tertiary claims in this field if needed.
Pt Resp: If you would like to indicate
that some portion of the remaining balance on the
transaction that is currently out to an insurance
carrier is due from the patient you can reference
that amount here. This will result in the account
now being eligible for a Patient Statement even if
the charges are currently set as due from insurance
carrier. This field should only be used if the current
role for the balance due is PI, SI, or TI.
Pt Paid: Enter an amount that the
patient paid, if you would like this information included
in the electronic secondary submission.
If you are
re-submitting a claim that was denied or whose information
changed, enter any required information in
the following fields:
Adjudication Date
Original Reference #
Resubmission Code
- Any amount shown in the Pt
Resp column was designated as the patient's responsibility
when the charge was posted. If you are transferring the remaining
balance to the patient, enter zero
(0) in the Pt Resp
field. The amount the patient owes will be shown in the Total Due field.
- If you are working
in AmkaiOffice Version 3.19 or later, an additional field, Surcharge, will display
in the Transactions List section. You can add a surcharge by entering
the amount in this field. Any surcharge entered on the Charge
Entry Screen will appear in this field.
- If you
are on AmkaiOffice version 3.19 or later, and have purchased Electronic
Remittance Posting, the Surcharge amount will automatically populate
from the incoming ERP payment if Patient Responsibility is notated.
- The amount entered in
the Surcharge field will not transfer to the secondary/tertiary
claim and will need to be added to the deductible or coinsurance
field for balancing purposes.
- In the Payment
Info sectionPayment
Info section, complete at least the following
Mandatory fields:
- If you are posting a payment, select the Type of payment received
(Card, Check, Cash, or EFT) from the drop-down menu.
Depending on the type selected, the system will open additional
fieldsadditional
fields in this section.
- Check
- If desired, enter the Check
# / Routing # in the fields that
appear when you select Check
as the Type.
Note:
If you are working with a check that includes payments for
several accounts, the system will hold the check number as
you select each new account to post payments to. Once all
of the accounts have been paid for that check, remember to
clear the field and enter the new check number for the next
check being posted. Also, keep in mind when entering the check
number that the system offers several reports that provide
the option to search for accounts referenced on a specific
check number. Users should be consistent in how the check
numbers are entered to aid in searching by check number.
- Card:
If the payment type selected is Card,
the system opens a field for you to enter the
credit card number. For
security reasons, it is recommended that you only
enter the last 4 digits of the card number.
- Checking Account
#/Routing #: If you select EFT
as the payment type, the system will
open two fields for you to enter the checking
account # and routing number to be referenced
for the transactions.
- Code: Select the appropriate
journal code for the payment or write off from one of the
following drop-down menus. (Or use the Alt
+ E or Alt
+D hot keys to modify or add items to the Journal Code
Dictionary if needed. If a default code has been set for
the insurer in the Insurance Carrier dictionary or for the guarantor
in the User Preferences dictionary, it will pull into the appropriate
Journal Code field.)
- If an insurance carrier is listed in the From
column in the Transactions List for the charge to which you
will post the payment, enter the Journal Code in the Pymt J/C field.
- If the Primary Guarantor is listed in the From
column in the Transactions List for the charge, enter the
Journal Code in the Pymnt
J/C for PG field.
- If you are posting a write off, enter the journal code
in the appropriate field: WO
1 J/C or WO 2 J/C
- Click OK to post the payment,
write off, and/or transfer and return to the Patient Ledger.
- If you click the plus sign next to the charge on the Patient Ledger,
you can see your payment or write off posted as a child transaction
to the charge. Highlight the payment or write off to view detailsdetails
in the bottom right of the Patient Ledger.