Process Date Overrides

Help Guide for NextGen® Enterprise PM 8

Balance the Batch Header Record

After entering all the transactions, you must balance the batch header record before posting the batch to the accounts receivable record. Open NextGen® Enterprise PM. On the main toolbar, select Posting . The Batch Posting window opens. Select a batch, select the open menu icon, and then select Ledger. The Transaction Ledger window opens. Select Header. The Batch Maintenance window opens. Compare the amount in Total Billed, Total Allowed, and Total Paid of the Batch Maintenance window to the Transaction Ledger window. If the amounts do not match, change the amounts as necessary. CAUTION: Every batch item entered will have a corresponding billed amount is entered. If you have a charge of $25.00 and you receive two separate checks to apply to the charge, the charge shows on the ledger twice. The billed amount for the two checks is $50.00, not $25.00. Verify that the number of payments match the payments on the ledger. Do not include adjustments. Note: The Payments field along with the Su

Help Guide for NextGen® Enterprise PM 8

Batch Status

You can use the batch Status for payment batches to indicate the flow of the line item balance. For example, if the Payer field is set to the primary payer, the charge settles to the secondary payer or to the patient if there is no secondary payer. Note: The patient responsibility date is the first date when responsibility for encounter payment falls completely in the patient bucket. In other words, you expect no payment from insurance, or insurance has already paid and the entire encounter balance is left for the patient. In addition to settling the encounter to the next payer, you can also enter a status of Rebill, Appeal, or Deny . The following table lists how each status affects the encounter status and its status in Balance Control. Transaction Status New Status of encounter after posting the transaction Balance Control Settled (if there is another payer) R Next Payer Settled (if there is no other payer) B Patient Rebill R Same Payer Appeal B None Deny B None Forward to B Forward

Help Guide for NextGen® Enterprise PM 8

Post and Review Transactions in the Batch Header

You can post a batch after all the transactions are added and the batch header record is balanced. In NextGen Healthcare posting a transaction permanently records the transaction which cannot be modified or deleted. You must use a correcting transaction to reverse any transaction posted in error. Open NextGen® Enterprise PM. On the main toolbar, select Posting Posting Button. The Batch Posting window opens. In the Batch Posting window, select the batch header to post. Select open menu , and select Post. A message appears asking you for a confirmation to post the batch, and its associated transactions. Select OK. The Batch Listing report preview opens, and a message appears confirming successful posting of the batch. Select OK. To review all of the transactions in the batch, select Print Report icon on the Batch Listing report menu. A message appears stating the printing of the report is in progress. Note: You will not be able to print the Batch Listing report after the posting process

Help Guide for NextGen® Enterprise PM 8

Override the Process Date

If you have security rights for the Batch Process Date Override function, the Process Date Override field appears in the Batch Maintenance window. From the main toolbar, select the Posting icon. Select the applicable batch. Select New and then select Batch. The Batch Maintenance window opens. All transactions attached to the batch have a process date displaying in the Process Date field in the Batch Maintenance window. If you leave the Process Date field blank, the process date is the current date. The following list of rules and conditions control how the Process Date Override function and the Process Date Override field are used: You cannot select a date greater than the current date. You can override the process date for any new charge added per line item. The Process Date Override is the date last entered per the encounter. Only users with the correct rights and permissions can change the process date. Users without security rights see only the Process Date Override field when they

Help Guide for NextGen® Enterprise PM 8

Viewing Transaction Dates

All transactions including payments, adjustments, and refunds can have the following dates associated with them: Transaction Date The transaction date is the date on which the payment is received. This date defaults from the Default Date selected in the Batch Maintenance window. You can modify the transaction date before the batch is posted. The transaction date cannot be modified after the batch has been posted. Post Date The post date is the date on which the transaction batch is posted. The post date is the system date and users cannot be modified. Process Date The Process date is the date recorded during the practice closing process. You can modify the process date before the batch is posted. The process date cannot be modified after the batch has been posted. The process date could be the following: The process date is same as the post date for Auto Close if not overridden by a backdate in the Batch Maintenance window. The process date is the Current Process Date displayed on the

Help Guide for NextGen® Enterprise PM 8

Security for Process Date Override

With the appropriate security rights, you can override (backdate) the Process Date for charges and transactions so that they appear on reports for the desired financial period. Month end and other reports printed for financial management purposes are typically run using a Process Date range. Only users with access rights to the following options in System Administrator can override the Process Date for charges and transactions. Operations > Transactions > Batch Process Date Override Yes: Users can access the Process Date field on the transaction Batch Maintenance window and they can enter an override process date for batches as needed. Transactions within the batch will have a process date equal to the date specified by the user. No: Users cannot access the Process Date field on the transaction Batch Maintenance window. Transactions within the batch will have a process date equal to the post date of the batch. Operations > Charge Entry > Charge Process Date Override Yes: Users can acce

Process Date Overrides

Recommendations

Balance the Batch Header Record

Batch Status

Post and Review Transactions in the Batch Header

Override the Process Date

Viewing Transaction Dates

Security for Process Date Override

Balance the Batch Header Record

Batch Status

Post and Review Transactions in the Batch Header

Override the Process Date

Viewing Transaction Dates

Security for Process Date Override