Apply Credits to Posted Batches on the Same Day

Help Guide for NextGen® Enterprise PM 8

Use Co-payments as Unapplied Encounter Credits

Before you begin You must create an encounter in NextGen® Enterprise PM. An unapplied credit is never associated directly to a charge. You can apply the unapplied credit to an adjustment or a payment. Open NextGen® Enterprise PM. On the main toolbar, select Posting . The Batch Posting window opens. Double-click the batch header record. The Payment Entry window opens. Enter the co-pay amount. For example $10. Apply the payment to the encounter and enter the charges. Select the Use Encounter Credit checkbox. NextGen® Enterprise PM creates an adjustment of the entered co-pay amount (for example $10) with the adjustment code of Applied Encounter/Invoice Credit. Note: Adj Code automatically displays a system-generated transaction code that cannot be changed. This prevents balancing problems because the transaction code offsets the original transaction code. NextGen® Enterprise PM creates another transaction of negative co-pay amount (for example negative $10) with a transaction code of Appl

Help Guide for NextGen® Enterprise PM 8

Apply Encounter Unapplied Credits during Charge Posting

Before applying an encounter-level unapplied credit during charge posting, you must set an active batch. You can enter the offsetting system adjustment transactions in the active batch. You can view the transactions in the Transaction Ledger window. Open NextGen® Enterprise PM. Select Posting. The Batch Posting window opens. Right-click the selected batch, and then select Open. The Payment Entry window opens. Enter a patient payment on the encounter, and then select Save. Select Encounter. An encounter-level unapplied credit is created and you can view the patient payment in the Transaction Ledger. Open the Charge Posting window during check-out for the same encounter. A confirmation message appears stating that a credit is available for the encounter. Close the message, enter the first charge on the encounter, and then select Next or Save. A confirmation message appears to use the [$-n.nn] encounter credit on the charge. To apply the unapplied credit to the first charge, select Yes. O

Help Guide for NextGen® Enterprise PM 8

Transfer Unapplied Encounter Credits to an Account

If you created an unapplied credit for the encounter but want to create it for the account, you can transfer the credit. The adjustment transaction codes are automatically created when moving an unapplied encounter credit to an account. Each debit adjustment,has an offsetting credit adjustment. Note: You cannot delete unapplied payments or unapplied credits until they are posted. If part of an unapplied payment is transferred to an account or applied to an encounter, then it cannot be deleted without first deleting the system-generated transactions. Open NextGen® Enterprise PM. From the main toolbar, select the Posting icon. The Batch Posting window opens. Double-click the batch you want to post. The Payment Entry window opens. To transfer an encounter credit, select or enter the applicable details in the Patient/MRN and Enc/Clm#. Select Xfer Credit. NextGen® Enterprise PMcreates the adjustment automatically. The transaction, Transfer Credit To Account, appears in Pay Code as a debit a

Help Guide for NextGen® Enterprise PM 8

Apply Same Day Credit to Posted Batches

You cannot delete any payment after it is posted. It must be voided after the batch is posted. You can void a credit card transaction on the same day it is posted only if the transaction is not settled by the processor. If you attempt to apply a credit before the processor has settled the transaction, you must void the original transaction for the full amount. Open NextGen® Enterprise PM. From the main toolbar, select the Posting button. The Batch Posting window opens. Right-click the batch, and then select Set as Active Batch. Open Patient Chart, and then select the Transactions sub-tab in Encounter. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. A message appears indicating that the electronic transaction is not settled and credited, and a void is created. It also notes that the full amount of the original sale is going to void, and asks for confirmation. To void the original transaction for the full amount, select Yes. A

Help Guide for NextGen® Enterprise PM 8

Apply a Credit to a Posted Batch on the Same Day

You cannot delete any payment once it has been posted. It must be voided after the batch has been posted. You can void a credit card transaction on the same day it has been posted only if the transaction is not settled by the processor. If you attempt to apply a credit before the processor has settled the transaction, you must void the original transaction for the full amount. Set the batch as an active batch. Open the Patient Chart > Encounter > Transactions sub-tab. Select the encounter with the posted transaction. Right-click on the transaction and select Credit Card Credit. A message displays saying this electronic transaction has not been settled and cannot be credited, and a void will be created. It also notes that the FULL amount of the original sale will be voided, and if you wanted to continue. To void the original transaction for the full amount, select Yes. A message displays saying the transaction for the card ending in #### has been voided. The application credits the tran

Help Guide for NextGen® Enterprise PM 8

Apply a Credit to a Posted Batch on the Next Day

The application creates the credit and sends the void transaction request to the NextGen® Pay powered by InstaMed processor. The transaction processor then applies the credit to the transaction. Note: If you attempt to apply a credit before the credit card company has settled the transaction, a message appears that the only option is to void the original transaction for the full amount. Open NextGen® Enterprise PM. From the main toolbar, select the Posting button. The Batch Posting window opens. Right-click the batch, and then select Set as Active Batch. Open Patient Chart > Encounter > Transactions sub-tab. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. If the transaction is settled, the Payment Entry window opens with the credit amounts filled in both the encounter and line item payment fields. If the transaction is not settled, a message appears that the only option is to void the original transaction for the full amount.

Apply Credits to Posted Batches on the Same Day

Recommendations

Use Co-payments as Unapplied Encounter Credits

Apply Encounter Unapplied Credits during Charge Posting

Transfer Unapplied Encounter Credits to an Account

Apply Same Day Credit to Posted Batches

Apply a Credit to a Posted Batch on the Same Day

Apply a Credit to a Posted Batch on the Next Day

Apply Credits to Posted Batches on the Same Day

Use Co-payments as Unapplied Encounter Credits

Apply Encounter Unapplied Credits during Charge Posting

Transfer Unapplied Encounter Credits to an Account

Apply Same Day Credit to Posted Batches

Apply a Credit to a Posted Batch on the Same Day

Apply a Credit to a Posted Batch on the Next Day