CHAPTER 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6 Entering Charge Transactions and Patient Payments 2013 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes When you finish this chapter, you will be able to: 6.1 Describe the three types of transactions recorded in Medisoft. 6.2 Discuss how to select a patient and case in the Transaction Entry dialog box. 6.3 Demonstrate how to enter charge transactions in Medisoft. 6.4 Demonstrate how to enter payments made at the time of an office visit. 6.5 Demonstrate how to print a walkout receipt. 6-2 2013 The McGraw-Hill Companies, Inc. All rights reserved. Learning Outcomes (continued) When you finish this chapter, you will be able to: 6.6 Demonstrate how to process a refund for a patient. 6.7 Demonstrate how to post a Nonsufficient Funds (NSF) check. 6-3 2013 The McGraw-Hill Companies, Inc. All rights reserved. Key Terms adjustments charges MultiLink codes NSF checks payments walkout receipt 6-4 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.1 Understanding Charges, Payments, and Adjustments 6-5 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.1 Understanding Charges, Payments, and Adjustments (continued) 6-6 Transaction Entry dialog box with three sections highlighted 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.2 Selecting a Patient and Case 6-7 Selecting a patient chart Key first several letters of patients 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. The Chart drop-down list includes all patients in the practice. Locate a chart number by keying in several letters of a patients last name. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.2 Selecting a Patient and Case (continued) 6-8 Chart drop- down list after RAMOSP is keyed 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.2 Selecting a Patient and Case (continued) 6-9 Selecting the case that relates to the current charges or payments Locate the patients chart first. Select the desired choice from the case numbers and descriptions for the patient. Only one case can be opened at a time. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions 6-10 Entering charges after selecting a case Click the New button to open a new line for entering charges. New button 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-11 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 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-12 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 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-13 Other information entered includes: Date Procedure Units Amount Diag 1-4 1-4 Provider POS TOS Allowed M1 Copay All transactions can be deleted from within the Transaction Entry dialog box. Use caution. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-14 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 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-15 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) 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.3 Entering Charge Transactions (continued) 6-16 Transactions are saved by clicking the Save Transactions button, or the Update All button. 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit 6-17 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-18 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-19 Entering patient payments The code for a payment is selected from a drop-down list already in Medisoft. Drop-down list 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-20 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-21 Entering patient payments Other information entered includes: Date Description Provider Amount Check Number Unapplied 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-22 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, or key the payment amount directly in the field. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.4 Entering Payments Made at the Time of an Office Visit (continued) 6-23 Payments, Adjustments, and Comments Area with Payment Listed and Charges color-coded as Partially Paid (aqua) and No Payment (gray). 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.5 Printing Walkout Receipts A walkout receipt is a receipt given to the patient after a payment is made that lists the procedures, diagnosis, charges, and payment. A walkout receipt includes information on the procedures, diagnosis, charges, and payments for a visit. It is given to the patient after a payment is made, before they leave the office. Walkout receipts are created via the Print Receipt button. 6-24 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.5 Printing Walkout Receipts (continued) 6-25 Print Receipt button 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.5 Printing Walkout Receipts (continued) 6-26 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.5 Printing Walkout Receipts (continued) 6-27 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.6 Processing a Patient Refund 6-28 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. 2013 The McGraw-Hill Companies, Inc. All rights reserved. 6.7 Processing a Nonsufficient Funds (NSF) Check 6-29 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 an NSF notice from a bank, an adjustment is made in the patients account. The patient then owes the amount of the returned check, and often an additional fee.