Viewing Transaction Dates

Help Guide for NextGen® Enterprise PM 8

Charge and Transaction Dates

Charge Create Date: The date captured during charge entry for each line item and reflects the date the charge was created or entered on the Charge Posting window. The date is equal to the current system date and it cannot be modified. Charge Service Date: The date captured during charge entry for each line item and reflects the date the service was rendered. The date defaults to the Charge Posting window from the Billable Date field on the Encounter Maintenance window. The date can be modified either before or after the practice closing process. Charge Process Date: The date captured during the practice closing process. For Auto Close, the date is the same as the current system date unless the process date was overridden (backdated) on the Charge Posting window. For Manual Close, the date is the Current Process Date displayed on the Practice Closing window unless the process date was overridden (backdated) on the Charge Posting window. In either case, the date cannot be modified after

Help Guide for NextGen® Enterprise PM 8

Process Date Overrides

Authorized users can override the current process date for all transactions attached to a batch so that they appear on reports for the desired financial period. Using the Process Date field in the Batch Maintenance window, you can control the transaction date of the batch. To authorize a user, he or she must have access to the Batch Process Date Override function. When you leave the Process Date field blank in the transaction Batch Maintenance window, the process date assigned to all transactions in the batch is as follows: Auto Close - Process Date = Current System Date Manual Close - Process Date = Current Process Date (displayed when the close is performed) If necessary for reporting purposes, you can override the process date on the transaction Batch Maintenance window so that transactions entered in the batch are processed in a previous financial period. For example, a practice closes its month five business days after the calendar month end to give data entry personnel extra time

Help Guide for NextGen® Enterprise PM 8

Using Process Date Override

You can use the Auto Close process to override the process date on charges and transactions. The Autoclose process functions only if all charges or transactions for the current financial period are entered and processed before any charges or transactions are entered for the next financial period. You can use the following process flow for the Auto Close option in NextGen® Enterprise PM: Turn off the Auto Close process for the last few days of the month. Turning the Auto Close process off keeps the month open until all charges and transactions are entered for the financial period. Perform a manual close when you are ready to close the financial period. Turn on the Auto Close process for the new financial period. For information on activating Auto Close, go to the NextGen Healthcare Success Community and download the Practice Workflow User Guide for NextGen® Enterprise PM. Parent topic: Viewing Transaction Dates

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 Process Date for Automatic Adjustments

The process date for automatic adjustments is determined by options you have selected in the Contract library. The process date is either the process date entered for the charge or the create date on the charge. Automatic Adjustments and Automatically Adjusted Charges- If the charge process date is overridden during charge posting and there is a contract linked to the patient’s insurance that is set up in the Contract library to automatically adjust charges, the process date on the automatic adjustment transaction is the same as the process date entered for the charge. Automatic Adjustments and Automatically Adjusted Charges- If the charge process date is overridden during charge posting and there is a sliding fee schedule linked to the patient that is set up in the Contract library to make automatic adjustments based on family size and income. Then the process date on the automatic adjustment transaction is not the same as the process date entered for the charge. The process date on t

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

Viewing Transaction Dates

Recommendations

Charge and Transaction Dates

Process Date Overrides

Using Process Date Override

Override the Process Date

Viewing Process Date for Automatic Adjustments

Security for Process Date Override

Charge and Transaction Dates

Process Date Overrides

Using Process Date Override

Override the Process Date

Viewing Process Date for Automatic Adjustments

Security for Process Date Override