NextGen Knowledge Center

Setup Auto-Create Tasks for Credit Balance Write-Offs

You can setup a Task Type to automatically write-off credit balances that are less than zero at the account or encounter level. After the task is activated, accounts are automatically identified when a guarantor credit meets the defined parameters. This occurs when the third party balance is zero. Then the application automatically writes-off the credit balances.
  1. Access File Maintenance System Master Files > PM > Tasks Types.
    The Task Types List window appears.
  2. Select the Open Menu button and select New.
    The Task Types window appears.
    • In the Task Type field, enter a free-text description for the task. This field is required.
    • In the Source Type field, select Account or Encounter. This field is required.
    • Complete the Task Value, Task Subgrouping 1, Task Subgrouping 2, and Note fields as needed for the task.
  3. Select the Auto Creation tab.
    A list of auto-create actions for the Account source type display. The list represents the various events in NextGen® Enterprise PM that can be selected to automatically generate tasks.

  4. On the Auto Creation tab do the following:
    • Default Assigned To for all selected actions field (required) - select one or more Users or Task Workgroups. Tasks that are generated from all selected Auto Creation actions will be assigned to these users.
    • If needed, populate the Exclude encounter status for applicable auto create actions by selecting:
      • Bad Debt
      • Billed
      • History
      • In Progress
      • Rebill
      • Unbilled
    • To exclude encounters in a budget status, select the Exclude encounters in budget status for applicable auto create actions check box.
    • Select in the Activate column to the left of the following action:

      Guarantor balance is greater than 0 days old from <Unknown> and is a credit balance between $0.00 and $0.00.

    A green check mark displays in the Activate column.
  5. To define specific parameters, right-click the selected action and select Open.
    The Task Type Options window appears.

  6. Enter a value in the following required fields:
    • Parameter 1 - select any value between 0 - 5000.
    • Parameter 2 - select one of the following values:
      • Create date
      • Date of Patient Responsibility
      • Date of Service
      • Encounter Date
      • First Bill Date
      • Last Bill Date
      • Process Date
    • Parameter 3 - select a number less than zero and greater than the value in Parameter 4 field.
    • Parameter 4 - select a number less than zero and less than the value in the Parameter 3 field.
    Example: Parameter 3 = -30 and Parameter 4 = -15. When working with negative numbers the larger the number, the smaller the value. For example, -30.00 is a smaller value than -15.00.
  7. Select OK.