Applying Credits and Refunds

Help Guide for NextGen® Enterprise PM 8

Create Unapplied Credit Amounts at the Encounter Level

An unapplied credit or amount is created when the Payment amount is greater than what is applied in the transaction detail for a patient-pay transaction. When a patient has an encounter scheduled and the insurance requires a $15 co-payment, and the patient wants to pay in advance towards that encounter and any future charges, you can credit the patient with a payment prior to charges being entered. Note: You can fetch the permitted transaction amounts from the Practice Preference window in NextGen® Enterprise PM. 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. In Payer, select Patient. In Pay Amt, enter the $15 payment, and then select Save. A message appears stating that an unapplied credit amount is being created. The message indicates that no current charges are applied to the encounter. Apply the unapplied credit amount to the encounter. You can use the credit ag

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

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 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

Create Unapplied Credit Amounts at the Account Level

An unapplied credit or amount is created when the Paymentthe amount is greater than what is applied in the transaction detail for a patient-pay transaction. In this scenario, the mother of two children brings her daughter in for an encounter. When the patient checks out, the charge for the office encounter is pre-loaded for $65. The mother makes a payment of $80. Note: You can fetch the permitted transaction amounts from the Practice Preference window in NextGen® Enterprise PM. 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. In Payer, select Patient. In Pay Amt, enter the $80 payment and select Save. A message appears stating that an unapplied credit amount is being created. The message appears because the payment of $80 is greater than the charge amount of $65. Therefore, no other charges can be applied to the payment. Apply the unapplied credit amount to the accoun

Help Guide for NextGen® Enterprise PM 8

Create Credit Balance with Unapplied Account Credits

If an unapplied credit is never associated directly to a charge, you can apply an unapplied credit as 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. Create a transaction item for the encounter. Select the Use Account Credit checkbox. The Payer field displays Patient and creates an adjustment of $50 with the adjustment code of Applied Account Credit. Note: Adj Code automatically displays a system-generated transaction code and that can not be changed. This prevents balancing problems by generating a transaction code to offset the original transaction code. The application creates another transaction of negative $50 with the transaction code Applied Account Debit and tracking description of Debit to Account for Usage of a Credit Balance. The code appears from the selections made on the Transactions tab of the Practice Preferences window. To

Applying Credits and Refunds

Recommendations

Create Unapplied Credit Amounts at the Encounter Level

Use Co-payments as Unapplied Encounter Credits

Transfer Unapplied Encounter Credits to an Account

Apply Encounter Unapplied Credits during Charge Posting

Create Unapplied Credit Amounts at the Account Level

Create Credit Balance with Unapplied Account Credits

Applying Credits and Refunds

Create Unapplied Credit Amounts at the Encounter Level

Use Co-payments as Unapplied Encounter Credits

Transfer Unapplied Encounter Credits to an Account

Apply Encounter Unapplied Credits during Charge Posting

Create Unapplied Credit Amounts at the Account Level

Create Credit Balance with Unapplied Account Credits