Applying Patient Credits

[drroach]

I am a stickler for keeping track of what billing codes are paid and which ones are not. When I have a patient credit (i.e. the copay was less than what I charged the patient and then they have a credit), I can't figure out how to apply that credit to the new charges. For example, I had a patient who had a co-pay of what she thought was $40, but it turned out to be only $30 and since she is doing vision therapy she is coming in each week. Well after three weeks of coming and paying $10 extra she had acquired a credit of $30. So, at her last appointment I didn't charge her a co-pay. Her balance is now $0, but when I look back at the invoices in the Date of Service drop down menu under the View/Print Old Invoices tab, it looks like she has -$10 on 3 invoices and $30 remaining on one invoice. Is there any way to apply those credits to the more recent appointment so each invoice comes out with a balance of $0. Also, I want to make sure the payments show up correctly when I run financial reports for each billing code type I have. So far if the billing codes are all professional services, (i.e. the past over-payments and the current amount due) then there is no issue; however, if I want to apply a credit to a different type of service (i.e. the sale of sunglasses), then I have no way to transfer that payment to the new type and my numbers are off. 

[Elliott H]

Have you tried using the COMBINE BALANCES BUTTON?   If you go into the newest order- the one w/ the $30 charge out standing, and click on EDIT INVOICE button, a combine balances button will show up on the far left side right above PRINT.  This will move the credits over to the unpaid balance.  One word of caution--   it also moves over insurance balances.  Play with it and see if this helps.  - Elliott H   HeismanEyeCare

[Gina]

Jun 7, 2019 20:08:26 GMT -6 drroach said:

I am a stickler for keeping track of what billing codes are paid and which ones are not. When I have a patient credit (i.e. the copay was less than what I charged the patient and then they have a credit), I can't figure out how to apply that credit to the new charges. For example, I had a patient who had a co-pay of what she thought was $40, but it turned out to be only $30 and since she is doing vision therapy she is coming in each week. Well after three weeks of coming and paying $10 extra she had acquired a credit of $30. So, at her last appointment I didn't charge her a co-pay. Her balance is now $0, but when I look back at the invoices in the Date of Service drop down menu under the View/Print Old Invoices tab, it looks like she has -$10 on 3 invoices and $30 remaining on one invoice. Is there any way to apply those credits to the more recent appointment so each invoice comes out with a balance of $0. Also, I want to make sure the payments show up correctly when I run financial reports for each billing code type I have. So far if the billing codes are all professional services, (i.e. the past over-payments and the current amount due) then there is no issue; however, if I want to apply a credit to a different type of service (i.e. the sale of sunglasses), then I have no way to transfer that payment to the new type and my numbers are off. 

If the transfer is going to the patient or family member, and if the patients are linked then to transfer from one invoice to the other you will go to the invoice with the credit amount and then click on “Edit invoice” and then “Credit Transfer”. You will get a popup box with open invoices for the patient and any linked account. You can click “Auto Transfer” to apply from top to bottom or double-click in the amount fields of the invoice and put the amount you wish to transfer. Once you are ready click on “Apply”.

[Gina]

Combine Balances will move all balances/credits (both patient and insurance) to the invoice you initiate it from.

[drroach]

I didn't realize the credit transfer was in the edit invoice section. That worked perfectly. Thanks

[Gina]

Jun 10, 2019 11:28:39 GMT -6 drroach said:

I didn't realize the credit transfer was in the edit invoice section. That worked perfectly. Thanks

You're welcome!