OrthoTrac: Payments Posted to the Wrong Responsible Party

Document created by tshaw Employee on Apr 13, 2016Last modified by tshaw Employee on May 9, 2016
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If the payment was posted since the last daysheet was closed see SECTION 1:  How to Post a Payment in Error That Was Posted to Wrong Responsible Party and is on the Current Daysheet.

If the payment was posted before the last daysheet was closed see SECTION 2: How to Post a (Misc Pymt. 1) for a Payment That Was Posted to the Wrong Account on a Previous Daysheet.

 

Remove the payment from the wrong patient or responsible party using Posted in Error in Payment Adjustments, and then post the payment to the correct patient or responsible party in the Charges and Payments window.

 

Note:  If the original payment was a credit card payment and it was processed by swiping the card, the card must be re-swiped to post the new payment.

 

SECTION 1:  How to Post a Payment in Error that was Posted to Wrong Responsible Party and is on the Current Daysheet

Remove the payment from wrong patient or responsible party using Posted in Error in Payment Adjustments, then post the payment to the correct patient or responsible party in the Charges and Payments window.

 

1.  From the main menu, select Functions > Financial Functions > Adjustments.  The Patient Look-up window is displayed.

2.  Select the patient.

3.  Click OK.

4.  Click Payment Adjustment in the Type of Adjustment section.

5.  Select the payment that was posted incorrectly.

6.  Enter a comment in the Comment field to define the reason for the adjustment.

7. Click Posted in Error.

8. Click OK.

9.  Click Functions and the Payments button.

10.  In the Resp. Party drop-down field, select the Responsible Party.

12.  Click Functions and the Payments button (?) in the Financial Functions window.

13.  Choose the payment type from the drop-down list.

14.  Press Tab.

15.  Type the reference number to the right of Ref field.

16.  Press Tab.

17.  Type the payment amount.

18.  Press Tab.

19.  Press Ctrl-S to post the transaction.

20.  Close the Financial Functions window.

 

SECTION 2: How to Post a (Misc Pymt. 1) for a Payment that was Posted to the Wrong Account on a Previous Daysheet

     Note:  This procedure is applicable only if the Daysheet Setup is not changed to include the Misc. Pymt 1 on the deposit slip.

 

1.  From the main menu, select Functions > Maintenance/Set-up >  Daysheet Setup. Verify that the Misc. Pymt 1 is not included on the deposit slip.

2.  Post the payment in error on the original account.

 

How to Post the Payment in Error on the Original Account

1. From the main menu, select Functions > Financial Functions > Adjustments.  The Patient Look-up window is displayed.

2.  Select the patient.

3.  Click OK.

4.  Select the Payment Adjustment option.

5.  Select the payment that was posted incorrectly.

6.  Click Posted In Error.

7.  Click OK.

3.  Post the payment as a (Misc. Pymt 1) to the correct account.

 

How to Post the Payment to the Correct Account Using (Misc. Pymt 1)

1.  From the main menu, select Functions > Financials >  Payments.  The Patient Lookup window is displayed.

2.  Select the patient.

3.  Click OK.

4.  Select Misc Pymt 1 from the list of payment options.

5.  Press Tab.

6.  Enter the Reference number of the check.

7.  Press Tab.

8.  Type the amount of the payment.

9.  Press Tab.

Note:  By default, the system enters this as a Patient payment. If the payment should go to the insurance, enter 0 for the Patient amount and press Tab. The payment amount is moved to the Insurance associated with the responsible party.

10.  Press Ctrl-S to post the transaction.

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