line item payments - revolutionehr line item payments is a feature that has been requested by many...

RevolutionEHR

6 Boulder Creek Circle Madison, WI 53717

All information contained in this document is confidential and solely the property of Health Innovation Technologies, Inc.

Phone: 877-370-6906 www.revolutionehr.com [email protected]

Line Item Payments

September 4, 2012

http://www.revolutionehr.com/

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Table of Contents 1. Overview ........................................................................................................... 3

2. Setting Practice Preferences ................................................................................. 3

2.1 Change Practice Preference ......................................................................... 4

3. Line Item Payments and Transfers ........................................................................ 5

3.1 Applying payments by line item to a patient invoice........................................ 5

3.2 Apply line item payments to an insurance payment ....................................... 19

3.3 Removing a transfer .................................................................................. 23

3.4 Tips ......................................................................................................... 28

4. Save and complete payments .............................................................................. 31

4.1 Saving a payment ..................................................................................... 31

4.2 Accessing Saved Payments ......................................................................... 31

4.3 Tips ......................................................................................................... 34

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1. Overview

Enhancements have been made to payment posting.

v An option to post payments by line item is now available. Practice preferences have been added to allow users the ability to set line item posting as a requirement for all payments, or the line item feature can be completely disabled to continue posting payments to the invoice and not individual line items, or the item posting can be set as optional which allows you to post to the invoice as a whole or to individual line itmes. If no preference is specified, line item posting will not be enabled for your practice

v Reports related to line item posting will be coming in a future release

v When transferring balances from the new payment screen, the transfers will now be line item specific. This is a new feature that is not optional. However, the addition of this feature now allows the user the ability to apply multiple transfers that can be applied to different payers with different transfer reasons all from the “receive payment” screen.

v Payments may now be saved and completed at a later time.

v The intial start up for applying a payment has not changed. Payments can only be applied to authorized invoices and a “receive payment” button can still be found in the invoice, in the Accounting Module, or in the Payment History slider found within the patient’s Account component.

2. Setting Practice Preferences

While line item payments is a feature that has been requested by many offices, it may not be something that every office will choose to use. One of the main advantages of line item payment posting is the ability to run reports on payments received as it relates to specific products and services.

Another consideration when making the decision to use line item payments is that line item posting allows RevlutionEHR the ability to build a future integration with Gateway that can provide auto-posting of payments from an ERA.

If your office is looking to implement line item posting because you need to run reports that show total dollar amounts collected on specific services and/or products, you may want to consider setting your Practice Preference to “require” line item posting on all invoices. If you choose the preference for “optional” then there is the possibility that some payments could be posted to the invoice as a whole and not to the individual line items, the new reports coming in a future release showing payments collected by line item will not display

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all items as not all items will have a payment associated to them. Setting the preference to “require” line item payments on all invoices will avoid this type of incomplete reporting.

If your office has no plans to implement line item posting you will make no changes to the practice preferences because the default preference setting is “None”.

2.1 Change Practice Preference • Go to Administration/General /Practice Preferences

• Click the tab for “Additional Preferences”

• Click “Edit”

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• In the “Accounting” section click the drop down for “Payment by Item”

None = Never allow payments by line item

Optional = Payment by line item is optional when applying payments to any invoice

Required = Payment by line item posting is required on all invoices

• Click “Update”

Note “Optional” is the defaulted setting for everyone. If Optional is the prefernce you choose there is no need to make any changes to Practice Preferences.

3. Line Item Payments and Transfers

3.1 Applying payments by line item to a patient invoice

3.1.1 Payment with no transfer

In the following example we will post a payment to a patient invoice for glasses:

• Click “Receive Payment”

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• Begin the payment posting process as normal. Enter the total dollar amount being paid in the “Payment Amount” field at the top.

• Select the payment method

• Enter a check or reference number if applicable

• Edit payment date if applicable

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Note: If you would like to see the total payment amount being applied to the invoice as you are posting the individual line item payments, enter the payment amount in the yellow payment box as you would normally do now.

Entering the payment into the yellow payment box is not a required step and if no amount is entered into this yellow box, a total will be calculated and automatically populated based on the individual line item payment posted in the following steps.

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As you enter the payments to the individual line items, the “Items Paid” box in the bottom right will show a red number until the individual payments you enter total and match the payment amount that was entered in the yellow payment box for the invoice as shown in the previous step above. When the individual payments total correctly the amount in the “Items Paid” box will no longer show as red.

If no dollar amount was entered for the invoice total as shown in the previous step above, the “Items Paid” box will continue to show a red number. This will not prevent you from applying the payments and the total dollar amount from the combined individual payments will then autopopulate the yellow payment box for the invoice total as shown in the previous step above.

Important Note: If your practice prefence setting is set to “Optional” and you have entered a payment amount for the invoice in the main Receive payment screen

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An you entere individual payments that do not total the invoice payment amount shown in the screen shot above you can still hit “Apply” for those individual payment. This will apply the individual payments as entered but will not over-ride the invoice payent amount. Any amount not applied as an individual payment will simply be applied as an invoice payment and will not report as a payment to a line item.

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ents have been entered, click “Apply”

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• To complete posting, click “Apply Payments”

A new “Paid” column has been added to the invoice to allow the ability to view payments by line item:

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3.1.2 Line item payments with a write off

The new payment screen allows for the entry of multiple transfers on a single line item. The need for additional transfers can be related to different transfer reasons, or can be the need to transfer to different payer types.

In the example below two transfers will be done to “Write off” for a single line, each with a different write off reason

• Follow the steps listed above to receive payment, after clicking the hyperlink in either the “Items” or the “Transfer” column, enter the appropriate payments in the yellow payment fields if appropriate.

• Click the radio button to the left of “Write Off”

• Select a write off reason from the “Write Off” drop down

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• Click the button for “Add Transfer/Write off”

A new column labeled “Transfer 1” will be added to the grid. Because this new design allows for unlimited transfers, a new transfer column will be added each time the “Add Transfer/Write off” button is clicked. The columns will be labeled numerically: Transfer 1, Transfer 2, etc.

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• Enter the transfer amount in the new Transfer #1 colum for the appropriate line item(s)

• To add a second write off with a new write off reason, click the “Write Off” radio button and select a new reason from the “Write Off” drop down.

• Click the “Add Transfer/Write Off” button

A new column for “Transfer #2” will be added.

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• Enter the write off amount in the new Transfer #2 column for the appropriate line item(s)

• After all appropriate write offs have been added click “Apply”

3.1.3 Apply payments with a transfer to insurance

In this example we will continue using the invoice shown in the examples above. Because two different write offs have already been applied to that invoice, the new transfer to insurance will be a third transfer transaction and will create a “Transfer #3” column

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• Select the appropriate transfer reason from the “Transfer” drop down

• Select the appropriate Insurance company from the “Insurance” drop down. This drop down will only display active policies that have been entered for this patient

• Click “Add Transfer/Write Off”

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• Enter the amount being transferred to Insurance in the appropriate yellow box in the new “Transfer” column that was added

• Click “Apply”

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3.2 Apply line item payments to an insurance payment Posting an insurance payment works almost identically to posting a payment to a patient invoice. The only difference is that the “Transfer” option allows for transfer to Patient or to another Insurance

When using the hyperlink in either the Items or the Transfer column, the transfer options available allow for transfers to Write Off, to Patient, or to Insurance.

3.2.1 Payment with a transfer to patient

• When transferring to Patient select the appropriate transfer reason from the drop down:

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• Select New or Existing invoice. Existing will only be an option if the patient has an active patient invoice that is not authorized

• Click “Add Transfer/Write Off”

This will add a new Transfer column

• Enter the transfer amount(s) in the appropriate yellow fields in the new Transfer column

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3.2.2 Payment with a transfer to insurance

When transferring to Insurance click the radio button for “Insurance”

• Select the appropriate “Transfer” reason

• Click the “Add Transfer/Write off” button

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This will add a new Transfer column

• Enter the transfer amount(s) in the appropriate yellow fields in the new Transfer column

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3.3 Removing a transfer

3.3.1 Removing a transfer during the Receive Payment process

All transfers applied in the examples shown above will be listed in a grid at the bottom:

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This grid displays the details regarding each transfer. The “#” column references the Transfer columns labeled numerically in the upper grid of this screen. Using the red “-“ button will remove that transfer column from the upper grid and the amounts entered for that specific transfer:

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mn labeled “Transfer #2 will ved when the red “-“ for #2 is the grid below

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3.3.2 Removing a transfer after the payment and transfer has been applied

Once a transfer or write off by line item has been applied, the transfer amount will be displayed in the “Adjustments” column of the invoice. Floating your cursor over the adjustment amount will display the details about any transfer associated to that item

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If you wish to remove a transfer from a line item the invoice must be “Pending” • Double click on the appropriate line item

From the Invoice Items Details pop up window, the transfers associated to that line item will be displayed in the grid at the bottom of the window. • Check the box for “Remove” for any transfers you wish to remove from that

line item

• Click “Apply”

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Note: If the transfer being is a transfer to or from another invoice, the corresponding invoice must also be an active invoice (not paid). If it is not you will receive an error message indicating that:

You must open the invoice referenced in the error message and change the status to “Active”

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3.4 Tips

3.4.1 All actions can be done in one screen

Although the steps above for transferring to write off and then to Insurance both include clicking the “Apply” button, it is not necessary to apply until ALL transfers for that invoice have been completed. Both write offs and transfers to insurance can be added in the same screen.

3.4.2 Pay special attention to the “Balance” column

If the invoice you are paying should have a 0 balance when payment posting is complete, it is important to check the “Balance” column before hitting “Apply”. The balance column should show 0’s for each item. The system will allow you to apply the payments and transfer even if there are balances. If this happens, the invoice will not be marked as paid as there will still be a balance on that invoice.

If you are applying payments on an invoice where previous payments have already been posted to the line items, the payment and transfer screen will not contain the actual previous payment amount. However, the balance column will reflect the current balance on that item. In the screen shot below, every item has already been paid previously except for the frame:

If payments are applied to the items that already have a 0 balance, those payments will be reflected as an over payment:

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Always check the balance column while applying payments to ensure that the payment is being posted to the appropriate item

3.4.3 Applying payments on transfers to invoices with previous transfers prior to this release require special attention

As you make the transition to line item posting you may have to transfer from invoices that were created prior to this enhancement. In the example below the invoice is for a secondary insurance that was created by a transfer from a primary insurance prior to the changes. Note that the “Transfer In” line item created with the old transfer method is showing:

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This line item was created with the old transfer feature to reduce the overall balance on the invoice by the amount already paid on the primary invoice. Each line item listed above it shows the original fees, and because the old method for transfer was not line item specific, there are no adjustments made to those line items.

Until these older invoices are closed out, you will need to pay special attention because the balances on those line items do not reflect the actual balance on the invoice itself. The invoice balance is equal to the sum of the line items minus the “Transfer In” line item. It will be possible to post overpayments to the line items if you are not closely watching for those old “Transfer In” lines.

There is no simple way to make the transition from invoice payments and transfers to line item payments and transfers, so it is extremely important that you are paying close attention to your line items when applying payments to previous invoices.

3.4.4 Transfers to multiple payers for one item will be removed from all invoices

With the new transfer features it is possible to transfer a balance on a line item to another payer, and from that payer to another payer, and so on. If any of the transfers for that item are removed, all transfers associate to the invoice will be removed. For example: A frame is billed to payer A, a portion of the balance is transferred to payer B, a portion of that is transferred to payer C. If the first transfer is removed

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from the payer A invoice then the transfer will be removed from the payer B and payer C invoices.

3.4.5 Finance charges must be removed if transferring from patient to insurance

If you have a patient invoice that has finance charges applied you will not have the option to transfer any balances from that patient invoice to an insurance invoice until you remove the finance charges.

4. Save and complete payments

Payments may now be partially completed, saved, and completed at a different time.

4.1 Saving a payment A new button has been added to the “Receive Payment” screen for “Save Payments”

The Save Payment button can be pressed at anytime during the payment posting process. Any data already entered when clicking Save Payment will be saved so that the posting process can be completed later. Important Note: Clicking Save Payment will not apply any of the payment information that has been entered. Payment information will only be posted once the “Apply Payments” button is clicked.

4.2 Accessing Saved Payments All saved payments are stored and found in the Accounting Module.

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• Go to Accounting

• Click “Accounting Reports” in the upper right corner

• Click “Other” in the upper right

• Click “Payment Search” on the left

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• Enter the appropriate search criteria. The default search criteria will display all

saved payments that have not been completed. These are referred to as “Pending” payments

• Click “Search”

• Select the appropriate payment and click “Open” in the bottom right to complete the payment

Double clicking on the payment in the grid will also open the payment screen

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• Complete the data entry for the payment and click “Apply Payments”

4.3 Tips

4.3.1 Check Payment Search on a regular basis

If you will be using the Save Payments options it is advised that you search for all “Pending” payments before the end of the day. Saving payments to

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complete later allows employees posting large insurance checks flexibility, but to assure that the Deposit report is ready at the end of the day all Pending payments should be completed before the deposit process is started

4.3.2 Payment Search has other functions

Not only can you search for pending payments from Payment Search, but completed payments which are referred to as “Applied” in the status drop down can also be searched

line item payments - revolutionehr line item payments is a feature that has been requested by many...

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