Entering Charge Transactions and Patient Payments

1. 6 Entering Charge Transactions and Patient Payments

2. Learning Outcomes 6-2 6.1 Identify the three types of transactions recorded in Medisoft. 6.2 Recall how to select a patient and case in Transaction Entry. 6.3 Indicate how to enter charge transactions in Medisoft. 6.4 Identify how to enter payments made at the time of an office visit. 6.5 Recall how to print a Walkout Receipt. 6.6 Indicate how to process a refund for a patient. 6.7 Identify how to post a Nonsufficient Funds (NSF) check.

3. Key Terms 6-3 • adjustments • charges • MultiLink codes • NSF checks • payments

4. 6.1 Understanding Charges, Payments,and Adjustments 6-4 • Three types of transactions are recorded in Medisoft: charges, payments, and adjustments • Charges are the amounts a provider bills for the services performed • Payments are monies received from patients and insurance carriers • Adjustments are changes to patients’ accounts

5. 6.1 Understanding Charges, Payments,and Adjustments (Continued) 6-5 • Transaction Entry dialog box with three sections highlighted

6. 6.2 Selecting a Patient and Case 6-6 • Selecting a patient chart • Key first several letters of patient’s last name • If correct choice is not highlighted, use arrow keys to move up and down through charts • When the desired patient is highlighted, press Tab to select and close the drop-down list

7. 6.2 Selecting a Patient and Case (Continued) 6-7 • Selecting the case that relates to the current charges or payments • Must locate the patient’s chart first • Select the desired choice from the case numbers and descriptions for the patient • Only one case can be opened at a time

8. 6.3 Entering Charge Transactions 6-8 • Entering charges after selecting a case • Click the New button to open a new line for entering charges New button

9. 6.3 Entering Charge Transactions (Continued) 6-9 • When the New button is clicked, the program automatically enters the current Medisoft Program Date • A procedure code is then selected from a drop-down list of CPT codes in the database CPT codes

10. 6.3 Entering Charge Transactions (Continued) 6-10 • After the code is selected and the Tab key is pressed, the program automatically enters the charge amount for that procedure Charges section after a procedure code is selected

11. 6.3 Entering Charge Transactions (Continued) 6-11 • Other information entered includes:

12. 6.3 Entering Charge Transactions (Continued) 6-12 • MultiLink codes are groups of procedure code entries that relate to a single activity, and save time when entering multiple CPT codes MultiLink button MultiLink code drop-down list

13. 6.3 Entering Charge Transactions (Continued) 6-13 • Transactions are color-coded, making it easy to determine the status of a charge or payment • No payment (gray) • Partially paid charge (aqua) • Overpaid (yellow) • Transactions are saved by clicking the Save Transactions button, or the Update All button

14. 6.3 Entering Charge Transactions (Continued) 6-14 • Transactions already entered can be edited by clicking in the field that contains the error and entering new data • Data must be saved after making edits

15. 6.4 Entering Payments Made at theTime of an Office Visit 6-15 • Payments in Medisoft are entered in two ways • Patient payments made at the office are entered in the Transaction Entry dialog box • Payments received electronically or by mail, such as insurance payments and mailed patient payments, are entered in the Deposit List dialog box

16. 6.4 Entering Payments Made at theTime of an Office Visit (Continued) 6-16 • Entering patient payments • Patient payments are entered in the Payments, Adjustments, and Comments section of the Transaction Entry dialog box • Click the New button, verify/enter the date, and press the Tab key to begin

17. 6.4 Entering Payments Made at theTime of an Office Visit (Continued) 6-17 • Entering patient payments • The code for a payment is selected from a drop-down list already in Medisoft Drop-down list

18. 6.4 Entering Payments Made at theTime of an Office Visit (Continued) 6-18 • Entering patient payments • The Who Paid field displays a drop-down list of guarantors and carriers that are assigned in the patient case folder • Select the person who is paying for the charges

19. 6.4 Entering Payments Made at theTime of an Office Visit (Continued) 6-19 • Entering patient payments • Other information entered includes: ▪ Date ▪ Description ▪ Provider ▪ Amount ▪ Check Number ▪ Unapplied

20. 6.4 Entering Payments Made at theTime of an Office Visit (Continued) 6-20 • Applying charges to payments • After payments are entered, they must be applied to the appropriate charge • Once a charge is selected, choose Apply To Co-pay or Apply to Oldest based on the type of payment received

21. 6.5 Printing Walkout Receipts 6-21 • A walkout receipt includes information on the procedures, diagnosis, charges, and payments for a visit • Given to patient after a payment is made before the patient leaves the office • Walkout receipts are created via the Print Receipt button Print Receipt button

22. 6.5 Printing Walkout Receipts (Continued) 6-22 • When the Print Receipt button is clicked, the Open Report window appears with the first report highlighted Walkout Receipt (All Transactions) • Click the OK button • Choose an option from the Print Report Where? dialog box and click the Start button • Select the date for the receipt from the Data Selection Question dialog box and click the OK button to print the walkout receipt

23. 6.6 Processing a Patient Refund 6-23 • Adjustments to patient accounts are entered in the same manner as payments are recorded, in the lower third of the Transaction Entry dialog box • The New button begins the process of entering an adjustment • Overpayments are color-coded yellow

24. 6.7 Processing a NonsufficientFunds (NSF) Check 6-24 • An NSF check is one not honored by a bank because the account it was written on does not have sufficient funds to cover the check • When a practice receives a NSF notice from a bank, an adjustment is made in the patient’s account • Patient then owes the amount of the returned check, and often an additional fee