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First, you'll want to ensure the correct Fee Schedule is selected in the upper left hand corner of the Charge Window. All of your pre-set procedure codes pull from References > Fee Schedules, so if a code you're looking for is missing, that would be the first place to look.

Next, you'll want to enter one of your Procedure codes into the Code field. You can either type in the Code, or you can click the search icon to bring up a search box. 

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Once the Insurance Company has paid the claim, you will need to post an Insurance Payment. Posting Insurance Payments is very similar to posting a Patient Payment. You will need to select "New Insurance Payment" from the Payments Drop Down Menu in the Ledger, after clicking on the claim this payment is for.

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The Check # and the Amount of the check will be entered here at the top left of the window, and can then be applied to each charge listed by typing into the Payment column fields for the appropriate Charges.
You should review the "Payment From" menu to ensure the Insurance Company that issued the payment is correct.

You can also select a specific "Incident" or "Outstanding Claim" from here, if you hadn't selected the claim before posting the payment.

The Allowed column is where the total amount that insurance has agreed to pay is entered.

The Write-Off is the contractual write off agreed upon with the Insurance Company for In-Network Providers, This is typically the difference between the Allowed Amount and the Fee Amount.

Any remaining charge fee remaining after the insurance payment is applied is shifted over to the Patient Portion if all Insurance Claims have been paid for the charge. 

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Issuing Refunds

To issue a refund, you must first unapply the portion of the payment that is to be refunded. (See: Unapplying Payments) in order to be refunded. Once the payment portion is unapplied, simply select the payment line item and then select "Refund" from the Other Drop Down Menu.

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The contents of the Refund Reference # field will be displayed next to the refund line item on the ledger. Many offices use the Reference # as an explanation field to determine the reason of the refund.
The "By Credit Card" checkbox is used in conjunction with AuthPayX. If this is checked and the payment being refunded was a credit card payment processed by AuthPayX, this will refund that credit card via AuthPayX. If you do not have AuthPayX enabled, this checkbox is only for reference.

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If you are refunding an Insurance Payment, there will be two additional options available:

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Refund Credit to Provider will allow you to assign the unapplied refunded portion of an insurance payment to a specific Provider. By checking this box, a list of your Providers will appear, where you can then apply that refund to be credited to that provider. This is used in situations when there might be an Insurance Overpayment.

Refund Credit to Patient will create a Negative Adjustment to provide a credit on the patient account which can be then applied to any open Charge.
If an Insurance refund goes back to the insurance company, neither box needs to be checked.

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You can customize facets of how Statements appear by adjusting Preferences, most of which can be found in Preferences > Statements. For more information on all the Preferences that can impact Statements, please refer to our Statement Preferences article.
For printing Statements for all Accounts, please refer to our How To Set Up And Use Statements Manager article. 

Positive And Negative Adjustments

Adjustments allow you to manually adjust the balance of an Account without affecting deposits or production.  This can be useful in situations where you want to provide a discount to services rendered, or assign a late fee to a particular account, or several other reasons. 

To post either a Positive or a Negative Adjustment, click on the Other Drop Down Menu and select the desired  Adjustment.

Posting Positive Adjustments require having a Charge selected. The Positive Adjustment will "create a space" in the Charge by the amount of the Adjustment, so you can apply payments to that adjustment.

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Negative Adjustments don't require having a Charge selected, and they are handled very similarly to payments. You enter the amount, and then you can choose to apply the adjustment to any open charges. 

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