Add Payment or Adjustment from Account Ledger
Overview
Recording Payments / Adjustments
To record a payment or adjustment, navigate to the client's chart and click the Account button from the top bar. Expand the Account Ledger section. Use the Actions menu to select Add Payment or Adjustment.
In the example below, I am posting a $50 client payment to their $100 charge:
Fill out the Add Payment or Adjustment fields and click Save.
Transaction Type is restricted to client payment and client adjustment if the client does not have insurance. If the client has insurance, insurance payment and insurance adjustment options will also be present.
If you want the payment or adjustment applied to a single date of service, enter the same date of service in both the start and end date fields.
To apply the payment/adjustment to multiples dates of service, put the earliest date of service in the Start Date field and the latest date of service in the End Date field. This will allow you to apply a bulk payment or adjustment to multiples dates of service quickly. A payment/adjustment applied to a date range always applies to the oldest charge in the date range forward.
Upon saving, you'll see the account ledger update to reflect your payment/adjustment.
After posting the payment, my client now has a $50 balance on the $100 charge.
Viewing Payments & Adjustments in a Client Chart
Navigate to client's chart and click the Account button from the top bar. Scroll down and expand the Account Payments/Adjustments section to see how patients/adjustments have been distributed.
By default you will see all payments/adjustment applied to the client account upon expanding this section.
There are several columns of information here:
Date = The date the payment/adjustment was recorded
Ref Number = The reference numbered entered when applying the payment/adjustment (an optional field)
Transaction Type = Reflects if it was an insurance payment/adjustment or client payment/adjustment
Source = Cash, Check, EFT, Credit Card, etc.
Amount = Reflects the full payment/adjustment amount
Note: We will be adding the ability to show more details in the future. This will give even more visibility into encounters a payment/adjustment was applied to in cases where a bulk payment/adjustment was applied to multiple encounters. For now, you'd be able to see the results of a bulk payment when viewing the encounters under the Account Ledger section.
You may use the Encounters drop down menu to filter the payments/adjustments displayed by encounter date or encounter date + service code.
If you choose to filter by encounter date only, it will pull up any payments/adjustments applied to all service codes associated with that encounter date.
If you choose to filter by encounter date + service code, it will only pull up payments applied to that specific encounter date and service code.
FAQs
You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.
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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.
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