History/Non-History Status Report Error Messages

Error Message	Description
Encounter in a history status with a non-zero balance and potentially should not be in history status.	This occurs when the encounter is in history status, but a charge on the encounter has a non-zero balance, such as a credit. Resolution: To remove the encounter from history status, access the Balance Control window and then select OK.
Encounter [nn] has a zero balance but has offsetting charge bucket values and potentially should be in a history status.	This occurs when a charge on the encounter has a credit (negative) balance in one bucket and an offsetting debit (positive) balance in another bucket in Balance Control. The overall balance is $0.00, but the encounter is not in history status because of the charge with non-zero buckets. Resolution: To move the encounter to history status, do one of the following: Double-click the encounter from the report and select Correct this error to automatically zero out the credit and debit buckets on the charge. Access the Balance Control window and manually zero out the credit and debit buckets on the charge.
Encounter [nn] has a zero balance but an offsetting debit on one charge line and a credit on another charge line. This encounter should potentially be in a history status. This will be resolved by adding a debit and credit transaction to the encounter.	This occurs when one charge on the encounter has a credit (negative) balance and another charge on the encounter has an offsetting debit (positive) balance in Balance Control. The overall balance is $0.00, but the encounter is not in history status because of the charges with non-zero balances. Resolution: To move the encounter to history status, do one of the following: Double-click the encounter from the report and select Correct this error to automatically add a transaction to the encounter with a tracking description of Data Maintenance Reversal Batch. This offsetting transaction zeroes out the credit balance on one charge and the debit balance on the other charge. Note: An Offset Balance Transaction Code must be selected in Practice Preferences > Tran Codes. Access the Payment Entry window and manually add an offsetting transaction that zeroes out the credit balance on one charge and the debit balance on the other charge.
Charge status of A or H must have a matching encounter status of H.	This occurs when a charge on the encounter is in history or bad debt status, while other charges on the encounter are in billed status. Resolution: To move the charge in history status back to billed status, rebill the charge. The claim produced from the rebill can be deleted.
Encounter is potentially a billed encounter that should be in a rebill status.	This occurs when the encounter is in billed status, but a charge on the encounter is in unbilled status with a balance flagged to be billed in either the Ins1 Amt, Ins2 Amt or Ins3 Amt bucket in Balance Control. Resolution: To move the charge in unbilled status to billed status, bill the charge.

Help Guide for NextGen® Enterprise PM 8

Resolving Errors from the Report

Encounters with the following error messages can be resolved directly from the History/Non-History Status report. Encounter [nn] has a zero balance but has offsetting charge bucket values and potentially should be in a history status.The resolution for the error is NextGen® Enterprise PM automatically clears the offsetting credit and debit buckets for the charge in Balance Control. Encounter [nn] has a zero balance but an offsetting debit on one charge line and a credit on another charge line. This encounter should potentially be in a history status. This will be resolved by adding a debit and credit transaction to the encounter.The resolution for the error is NextGen® Enterprise PM automatically adds a transaction to the encounter with a tracking description of Data Maintenance Reversal Batch. This offsetting transaction zeroes out the credit balance on one charge and the debit balance on the other charge. Note: An Offset Balance Transaction Code must be selected in Practice Preferenc

Help Guide for NextGen® Enterprise PM 8

History/Non-History Status Report

The History/Non-History Status data maintenance report lists the following types of encounters: Encounters currently in history status that should potentially be in a non-history status because they have a non-zero balance. Encounters currently in a non-history status that should potentially be in history status because they have a zero balance. Note: In versions prior to 5.9. UD1, there is a History Status report and a Non-History Status report. In version 5.9 UD1, these two reports are combined into a single History/Non-History Status report. This report should be run at least once per month. NextGen Healthcare recommends running the report multiple times throughout the month, if needed, to ensure that all errors appearing on the report are resolved before generating financial reports for month end. Generating the report is database intensive, potentially affecting other users on the system. Therefore, it should be run after business hours. In general, the errors listed on this repor

Help Guide for NextGen® Enterprise PM 8

Use a Co-payment as an Unapplied Encounter Credit

An unapplied credit is never associated directly to a charge. The unapplied credit can be applied to an adjustment or a payment. Create an encounter and in the Payment Entry window, enter a co-pay amount of $10.00. Apply the payment to the encounter. Enter the charges for the encounter. Select the Use Encounter Credit check box. The application creates an adjustment of $10 with the adjustment code of Applied Encounter/Invoice Credit. Note: After you select the Use Encounter Credit check box, the Adj Code field automatically displays a system-generated transaction code and it cannot be changed. This prevents balancing problems because the transaction code offsets the original transaction code. The application creates another transaction of negative $10 with a transaction code of Applied Encounter/Invoice Debit and a tracking description of Debit to Encounter for Usage of a Credit Balance. The adjustment code populates from the codes selected on the Transactions tab of the Practice Prefe

Help Guide for NextGen® Enterprise PM 8

Encounters Previously in Bad Debt Status

When a bad debt encounter is paid or adjusted in full and the balance becomes $0.00, the encounter status changes from Bad Debt to History. Prevent Bad Debt encounters from going to history status option is available on the Transactions tab in the Practice Preferences window, when this option is enabled, it prevents $0.00 balance bad debt encounters from going to History status, instead retaining in the Bad Debt status. You can use this option for tracking and reporting purposes. When you enable Prevent Bad Debt encounters from going to history status option, only current and future bad debt encounters will retain a status of bad debt. Previous bad debt encounters with a $0.00 balance are not affected and remain in History status. If you clear this option, all $0.00 balance bad debt encounters immediately change to History status. Since enabling the option applies the logic on a go forward basis, the History encounters cannot be reverted to Bad Debt status. When the Prevent Bad Debt en

Help Guide for NextGen® Enterprise PM 8

Pre-Listed Encounters Excluded from the Bad Debt Process

The following pre-listed encounters are excluded from the bad debt process: Encounters with a Line Item Credit Balance: When an encounter that is already on the pre-list for bad debt has a transaction posted, before the bad debt process is run, resulting in a negative (credit) patient balance on some line items and a positive (debit) patient balance on others, a message appears when the bad debt process is run stating that there is [n] encounter that has a line item patient credit and the encounter will not be processed. You can do one of the following: To continue the bad debt process, you can select Yes. All encounters except those with a line item credit balance will process and change to Bad Debt status. To discontinue the bad debt process for all encounters, you can select No. Encounters with an Unposted Transaction: When an encounter that is already on the pre-list for bad debt has an unposted transaction before the bad debt process is run, a message appears when the bad debt pro

Help Guide for NextGen® Enterprise PM 8

Components of the Unapplied Encounter Credits Window

The following table describes the fields on 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 unapplie

History/Non-History Status Report Error Messages

Recommendations

Resolving Errors from the Report

History/Non-History Status Report

Use a Co-payment as an Unapplied Encounter Credit

Encounters Previously in Bad Debt Status

Pre-Listed Encounters Excluded from the Bad Debt Process

Components of the Unapplied Encounter Credits Window

Resolving Errors from the Report

History/Non-History Status Report

Use a Co-payment as an Unapplied Encounter Credit

Encounters Previously in Bad Debt Status

Pre-Listed Encounters Excluded from the Bad Debt Process

Components of the Unapplied Encounter Credits Window