Components of the Unapplied Encounter Credits Window

Field	Description
Encounter Location	Displays a multi-select list for locations. You can select more than one location.
Encounter Rendering	Displays a multi-select list for encounter renderings. You can select more than one encounter rendering.
Include Transactions	Displays a multi-select list for transaction codes. You can select more than one transaction code. Note: Transaction codes that are specified under the System Generated Transaction Codes section in the Tran Codes tab on the Practice Preferences window do not appear in the list. Bad debt payment codes do not appear in the list.
Encounter Date Range	Displays the current date as the default date. You can change the encounter date range, if needed.
Information Icon	Recommendation to use the start date.
Process encounters where pat amt = unapplied amt	Displays encounters with patient amounts that are equal to the unapplied amount.
Process unapplied with patient balance	Displays only encounters with net unapplied amount $$ > 0 in the patient amount bucket.
View unapplied with no patient balance	Turns off the Process button when you select View unapplied with no patient balance as this is a view only option that enables you to go to the chart or balance control and make corrections, if needed.
Unapplied Encounters List	Displays all encounters that have unapplied encounter credits.
Total Unapplied Amount	Displays the total unapplied amount for the listed encounters.
Records Found	Displays the number of records found in the Unapplied Encounters List section.
Post BBP	Background Business Processor to process and post the balanced batch. Note: If you select Post BBP before selecting Process, it creates an unapplied batch as a BBP batch. You can view Auto Unapplied Batch in the Batch Posting window.
Clear	Clears all filters and encounters listed on the window except the Post BBP selection.
Find	Displays all encounters with unapplied amount in the Unapplied Encounters List section.
Information Icon	Encounters with unposted transactions do not appear in the window. You can refresh the changes by selecting Find.
Process	Processes unapplied encounter credits in a batch. Note: If you do not exhaust the unapplied credit amount, the remaining amount converts to an account unapplied credit.
Close	Closes the Unapplied Encounter Credits window.

Table 1. Unapplied Encounters List section columns:
Column	Function
Patient	Displays patient last names and first names.
Enc	Displays encounter numbers.
Enc date	Displays encounter billable date.
Trans code	Displays transaction codes on original payment that creates the unapplied encounter credit.
Unapp Amt	Displays unapplied payment amounts from the encounter.
Pat Amt	Displays net patient amount for the encounter from Balance Control.
Ins 1	Displays Ins 1 from Balance Control.
Ins 2	Displays Ins 2 from Balance Control.
Ins 3	Displays Ins 3 from Balance Control.
Chr Amt	Displays charge amounts from the encounter.
Enc Age	Displays the encounter age calculated from encounter billable date.
Enc Rendering	Displays encounter-level rendering provider.
Location	Displays the location from the encounter.
Primary Payer	Displays primary payers from the encounter.

Help Guide for NextGen® Enterprise PM 8

Apply Unapplied Encounter Credits

Before you begin Select a value for the unapplied credit encounter limit by selecting Unapplied credit encounter limit in the Transactions tab on the Practice Preference window. Open NextGen® Enterprise PM. Select File > Processes > Unapplied Encounter Credits. The Unapplied Encounter Credits window opens. In the Filter Criteria section, select Encounter Location, and then select the locations, if needed. Select Encounter Rendering, and then select the rendering providers, if needed. Select Include Transactions, and then select the transaction codes, if needed. Note: The Encounter date range takes the current date by default and the application selects the Process encounters where pat amt = unapplied amt option by default. Select Find. A list of encounters with a patient balance that have unapplied encounter level payment appears in the Unapplied Encounters List section. Clear the check box for the encounters that you do not want to process in the batch, if needed. Note: All unapplied

Help Guide for NextGen® Enterprise PM 8

Applying Encounter Unapplied Credits in a Batch

You can create an unapplied encounter credit when the amount in the Payment field is greater than the amount in the transaction detail for a patient-pay transaction. You can process an encounter unapplied credit in a batch on the Unapplied Encounter Credits window. You can limit the number of encounters to process in the batch by selecting Unapplied credit encounter limit in the Transactions tab on the Practice Preferences window. The default numeric value is 100. You can select any numeric value from 1 to 1000. Note: When the number of encounters in the Unapplied Encounter Credits window equals the process limit, a message appears indicating that the query is truncated based on your unapplied credit encounter limit set in the practice preferences. You can run the process again for additional transactions in a separate batch. You can also configure the BBP process to post balanced batches. If you select Post BBP before selecting Process in the Unapplied Encounter Credits window, it cre

NextGen® Background Business Processor Help 8

Unapplied Encounter Credits Job

The following table helps to configure the fields of Unapplied Encounter Credits Job: Field Description Encounter Location Indicate one or more Service Location for which you want to process the unapplied encounter Encounter Rendering Indicate the Encounter Rendering physician for which you want the unapplied encounter credits to be processed. Transaction Codes Indicate the original transaction code applied to the unapplied encounter payment Encounter Date From/To Indicate the encounter date as billable date on encounter maintenance. Process Options Indicate the process options from either of the following: Process encounters where patient amount = unapplied amount Process unapplied with patient balance BBP Post Batch Indicate the patient type for which you want the encounters converted. Job runtime alert setting (minutes) Indicate the number of minutes you want the application to wait before sending out a job runtime alert email. Job runtime alert email Enter the email address of the

Help Guide for NextGen® Enterprise PM 8

Components of Encounter Information

The following table describes the fields that appear in the Encounter Information section when you select an encounter from the Encounters section: Field Description Encounter Nbr Displays the system-assigned encounter number. Encounter Date Displays the Billable Date entered for the encounter on the Encounter Maintenance window. Encounter Status Displays the current status of the encounter. An encounter can have any of the following status: Unbilled Billed Rebill In Progress Bad Debt History First Bill Date Displays the date when the encounter first went through the billing process in NextGen® Enterprise PM. Last Bill Date Displays the date when the encounter last went through the billing process in NextGen® Enterprise PM. Patient Type Displays the patient type specified for the encounter on the General tab of the Encounter Maintenance window. Occurrence Code Displays the occurrence code selected for the encounter in the Encounter Maintenance window. Onset Date Displays the date of on

Help Guide for NextGen® Enterprise PM 8

Unapplied Amounts by Account, Invoice, and Encounter Report Columns

The following columns are available on the Unapplied Amounts by Account, Invoice, and Encounter report: Column Name Description Data Populates From Prac Name Practice Name Practice associated with the account, invoice or encounter Loc Name Location Name Location associated with the encounter Guar Name Guarantor Name Guarantor Information Pat Name Patient Name Patient Information Birth Dt Birth Date Patient Information E/I/A/B Source Number: Encounter Account Invoice Budget Transaction Detail Enc Rendering Encounter Rendering Provider Encounter Maintenance Src Type Source Type Transaction Detail Unappld Amt Unapplied Amount Transaction Detail Chg Amt Charge Amount Transaction Detail Ins1 Amt Insurance 1 Amount Transaction Detail Ins2 Amt Insurance 2 Amount Transaction Detail Ins3 Amt Insurance 3 Amount Transaction Detail Pat Amt Patient Amount Transaction Detail Enc Copay Encounter Copay Encounter Maintenance Ln Itm Amt Line Item Amount Transaction Detail Proc Dt Process Date Transactio

Help Guide for NextGen® Enterprise PM 8

Make Pre-Services Payment

Before you begin To make a Pre-Service payment, ensure that the person or patient has an encounter and/or an account or chart for the encounter. In the Estimated Cost section on the Estimate Patient Cost window, select an option from Patient Agrees to Pay. Min Amt: Displays the minimum amount a patient can pay. Total Pat Est Amt: Displays the total estimated amount a patient can pay. Other Amt: Allows you to enter an amount that the patient can pay other than the minimum or the total estimated amount. Select Make Payment. If an active batch is set, the Payment Entry window opens. If an active batch is not set, a message prompts you to set an active batch. To set an active batch, select Yes on the message. The Batch Posting window opens displaying a list of batches. You can select an existing batch or create a new batch for the current login session. Close the Batch Posting window. The transactions (payments, adjustments, and refunds) posted during the current login session use the sele

Components of the Unapplied Encounter Credits Window

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