OrthoTrac: How To Remove/Transfer a Contract That Was Posted to the Wrong Patient

Document created by mara.quagliata@carestream.com Employee on Aug 3, 2017
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If a contract was entered on an account and it should have been posted to another patient follow steps 1, 3, and 4 below to apply the contract to the correct patient.  If the contract was entered on an account, but doesn't need to be re-posted to another account, follow steps 1 and 2 only below. 


1.  If a discount was posted to the account, Reverse the Discount.  If there was no discount applied, go to step 2.

How to Reverse the Discount

1.  From the main menu of OrthoTrac, click Functions, Financial Functions, Adjustments.

2.  Select the patient from the OrthoTrac Software Patient Look-up window.

3.  Click OK.

4.  Select the <Discount> option from the Type of Adjustment section.

5.  Select the correct responsible party from the Resp. Party drop-down box.

6.  Enter the amount that was written off incorrectly as a positive number.

NOTE:  When the message is displayed that this is normally used to reverse a discount click the Yes button.

7.  Press <Tab>.

8.  When Discount/Write Off Adjustment window opens, click Yes.

9.  Select the write-off to be reversed.

10.  Click OK.

11.  Click the File menu on the Financial Functions window.

12.  Click Save (Post Transaction).


2.  Remove the contract balance with Current and Total Balance Adjustment

NOTE:  This step should only be performed if the contract does not need to be re-posted to another account.  Meaning, that the contract was applied to one patient when it should have been posted to another and nothing has yet been posted to the correct account.  This process will remove the contract AND the balance.  If the balance is to be kept on the account but all charges are now owed, post a Current Only Balance Adjustment to make the current balance equal the Total balance.

            How to Delete a Contract (Entered by Mistake) Using a Current and Total Balance Adjustment

            1.  From the main menu of OrthoTrac, click Functions, Financial Functions, Adjustments.

            2.  Select the patient from the OrthoTrac Patient Lookup window.

            3.  Click OK.   

            4.  Select Balance Adjustment from the Type of Adjustment section.

            5.  Select the Resp Party from the drop-down list.  If only one responsible party exists, skip this step.

            NOTE: If you need to delete an insurance contract, select the Insurance radio button on the right side before proceeding to the next step.

            6.  Click Total and Current in the Balance Adjustment section.

            7.  Enter the total balance in the Adjust Amt text box as a negative number. Example: If the total balance on the contract is $4800, enter -4800.

            8.  Press <Tab>.

            9.  Verify that all values in the New column of the grid show 0.00.

            10.  Enter a Comment explaining the reason for the adjustment.

            11.  Press <Ctrl-S> to post the transaction.   

            12.  When the 'Contract will be deleted' message is displayed, click Yes.


3.  Transfer the contract balance to the correct patient. 

How to Transfer the Balance to the Correct Patient

1.  Click Functions, Financial Functions, Adjustments from the main menu of OrthoTrac.

2.  Select the patient from the OrthoTrac Software Patient Lookup window.

3.  Click OK.

4.  Click Transfer from the Type of Adjustment section.

5.  Click Patient to Patient under Type of Transfer.

NOTE:  If the patient is not associated with the current responsible party, click the Browse button next to the From Responsible Party drop-down box then select the correct responsible party/patient combination from the CS OrthoTrac Responsible Party Lookup screen. 

6.  Type the amount to be transferred.

7.  Press <Tab>.

8.  Verify the New column in the Transfer From section and verify that it has been decreased by the correct amount.

9.  Verify the New column in the Transfer To section and verify that it has been increased by the correct amount.

10.  Enter a comment in the Comment text box defining the reason for the transfer.

11.  When the New amount columns are correct, press <Ctrl-S> on the keyboard.

12.  Verify that the totals are now correct for both patients.

4.  Enter a payment plan from the Contract window using the existing balance transfer window.  For information on how to do this see article: How to Setup a Payment Plan.


[[Articles #: 25712ATL & 2803ATL]]