Setting Up of the Transaction Codes

Field	Description
Transaction Description	Enter the transaction description. This is the code that displays in the system.
Note	Enter any additional notes, if needed.
Type	Enter the type of transaction that this code represents: Adjustment Payment Refund
Source	Enter the source of the transaction as being expected from the Patient or Third Party. To make the transaction code available: In the Transactions Practice Preferences, select Patient. For automatic adjustments in the Contracts library, select Adjustment as the Type and Third Party as the Source.
Sign Type	Select the sign to associate with the transaction. Positive increases the balance. Negative decreases the balance. By default, payments and adjustments have a negative sign and refunds have a positive sign.
Bad Debt Only	To define a bad debt transaction code, do the following: Select the check box Bad Debt Only Select the check box Allow sign override In the Source field, select Patient In the Type field select Payment The bad debt codes are populated in Practice Preferences Payment Processing in the Bad Debt area of the window. You must select a bad debt transaction code for each bad debt payment method.
Allow Sign Over Ride	Select this check box to: Allow users to change the sign when they enter a payment. This option is useful for adjustments, such as error corrections, that can be either positive or negative. Identify a transaction code for void, reversal, or bad debt transactions. Note: If you do not select this check box, the system ignores any sign changes that are entered into the Transaction Detail window.
Optical transaction	Select this check box when adding an adjustment you want to be available in the Optical Management application. When this option is activated, the adjustment displays in a list of available adjustments in the Sales Adjustment window in NextGen® Optical Management.
Do Not Use in Payment Entry	Select this check box if you want the transaction code to only be applied in the Patient Discount window in NextGen® Enterprise PM. Note: If you want to manually apply a discount from Payment Entry, you must use a discount transaction code that does not have this check box selected.
Exclude from in progress encounters	Select this check box to prevent users from applying this transaction code to encounters that are in an In Progress status.
Discount	Select this check box to identify a code as a discount code to attach to payers. After this option is selected: The Discount Application field becomes available. The Negative option button is selected under Sign Type.
Discount Application	Select one of the following options: None Contracted Payers Non-Contracted Payer
User/Groups Blocked Access	Select the users and groups from the current practice that you want to block from using the transaction code.

File Maintenance Help for NextGen® Enterprise 8

Setting Up of Bad Debt Transaction Codes

Transaction codes are set up in the Transaction Codes master file as Bad Debt transaction codes only. When payments and adjustments are posted against encounters that are in Bad Debt status, the Bad Debt transaction codes are the only ones that are available to use. To set up bad debt transaction codes: In File Maintenance > Master Files > System select Transaction Codes. Do one of the following: Double-click the applicable transaction code. Select the Open Menu button, then select New. The Add/Modify Transaction Code Information window displays. In the Type field, select Payment. In the Source field, select Patient. Select the Bad Debt Only check box. Select the Allow sign over ride check box. Select OK. To prevent out-of-balance conditions from occurring between the accounts receivable and the general ledger with regard to bad debt, open the Transactions Practice Preferences, and then select the Show bad debt charges (Account Level) check box. Users will not be able to use unapplied

Help Guide for NextGen® Enterprise PM 8

Set up Transaction Codes for Charge Discounts

When Charge Discounts are enabled in Practice Preferences, Discount Criteria section becomes available in the setup of Transaction Codes. You can set up specific adjustment transaction codes that are used for calculating charge discounts. You can create separate transaction codes to differentiate discount adjustments entered from the Charge Posting window and from other types of adjustments entered from the Payment Entry window. To set up adjustment Transaction Codes for charge discounts, do the following: Open File Maintenance. Select System Master Files, and then PM. Select Transaction Codes. The Transaction Codes List window opens. Do one of the following: To add a new transaction code, select the Open Menu icon and select New. To modify an existing transaction code, select the transaction code from the list, select Open Menu and select Open. The Add Transaction Code Information window opens. Enter a descriptive name for the code in the Transaction Description field. This is a requi

File Maintenance Help for NextGen® Enterprise 8

Tran Codes Practice Preferences Descriptions

The following table describes the fields in Tran Codes practice preferences. Default Transaction Codes Field Description Patient Cash Do one of the following: Select a transaction code to default to the Pay Code field on the Payment Entry window when users enter encounter-level patient payments. Leave this field blank to require users to select the appropriate code during payment entry. Note: The code must be setup in the Transaction Codes master file as follows: Type = Payment; Source = Patient; Sign Type = Negative. Patient Adjustment Payment Entry Account Cash Do one of the following: Select a transaction code to default to the Pay Code field on the Payment Entry window when users enter account-level patient payments. Leave this field blank to require users to select the appropriate code during payment entry. Note: The code must be setup in the Transaction Codes master file as follows: Type = Payment; Source = Patient; Sign Type = Negative. Account Adjustment Do one of the following

Help Guide for NextGen® Enterprise PM 8

Add or Modify Transaction Codes for Encounter Rate Billing

Transaction codes can be used in the Encounter Rate Billing library to auto-adjust charges for payers using encounter rate billing. Having unique transaction codes assists in differentiating encounter rate adjustments from other types of adjustments on the UDS report. It also assists in either including or excluding encounter rate adjustments on financial reports in NextGen® Enterprise PM. If encounter rate billing is used for more than one payer, create a separate transaction code for each payer. For example: Medicare Enc Rate Adjustment Medicaid Enc Rate Adjustment To add or modify a transaction code for encounter rate billing, do the following: Access File Maintenance. Select System Master Files, then PM, and then Transaction Codes. The Transaction Codes List window opens. Do one of the following: To add a transaction code, select Open Menu and select New. To modify a transaction code, select the code from the list, and then select Open Menu and select Open. The Add/Modify Transacti

Help Guide for NextGen® Enterprise PM 8

Set Up Default Payment/Adjustment Transaction Codes

Access File Maintenance. Select System Master Files > PM > Payers. The Payers List window opens. From the list, select and open the desired payer. The Modify Payer Information window opens. Select the Practice tab, and then select the Transactions sub-tab. Use the following table to select Transactions parameters for the payer. To save changes and close the window, select OK. Field Description Default Payment Select a third-party payment transaction code for the payer. The code defaults to the Pay Code field on the Payment Entry screen for manually entered payments and for ERA payments received from the payer. This field is required. Default Adjustment Select a third-party adjustment transaction code for the payer. The code defaults to the Adj Code field on the Payment Entry screen for manually entered adjustments and for ERA adjustments received from the payer. This field is required. Default Payment for Bad Debt Select a third-party bad debt payment transaction code for the payer. Th

File Maintenance Help for NextGen® Enterprise 8

Set Up Default Payment/Adjustment Transaction Codes

Access File Maintenance. Select System Master Files > PM > Payers. The Payers List window opens. From the list, select and open the desired payer. The Modify Payer Information window opens. Select the Practice tab, and then select the Transactions sub-tab. Use the following table to select Transactions parameters for the payer. To save changes and close the window, select OK. Field Description Default Payment Select a third-party payment transaction code for the payer. The code defaults to the Pay Code field on the Payment Entry screen for manually entered payments and for ERA payments received from the payer. This field is required. Default Adjustment Select a third-party adjustment transaction code for the payer. The code defaults to the Adj Code field on the Payment Entry screen for manually entered adjustments and for ERA adjustments received from the payer. This field is required. Default Payment for Bad Debt Select a third-party bad debt payment transaction code for the payer. Th

Setting Up of the Transaction Codes

Recommendations

Setting Up of Bad Debt Transaction Codes

Set up Transaction Codes for Charge Discounts

Tran Codes Practice Preferences Descriptions

Add or Modify Transaction Codes for Encounter Rate Billing

Set Up Default Payment/Adjustment Transaction Codes

Set Up Default Payment/Adjustment Transaction Codes