Reversing Payments, Adjustments, and Refunds

Help Guide for NextGen® Enterprise PM 8

Apply Credits to Posted Batches on the Same Day

You cannot delete a payment after it is posted. You can void a transaction that has posted but has not settled on the same day. If you apply a credit before the credit card company 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 icon. The Batch Posting window opens. Right-click the batch, and then select Set as Active Batch. Open the Patient Chart. Select the Encounter tab, and then select the Transactions tab. Select the encounter with the posted transaction. Right-click the transaction and select Credit Card Credit. NextGen® Enterprise PM displays a message indicating that the electronic transaction is not settled and cannot be credited, and the full amount of the original sale is voided. To void the original transaction for the full amount, select Yes. NextGen® Enterprise PM credits the transaction and the transaction processor (TransFirst or InstaMed) voids the transactio

Help Guide for NextGen® Enterprise PM 8

Reversing Payments, Adjustments, and Refunds

Before user can reverse payments, adjustments, or refunds, the users must be assigned the following rights in System Administrator: Reverse Adjustment to enable users to reverse adjustments from the Transactions tab on the patient's chart. Reverse Auto Adjustments - Batch to enable users to reverse automatic adjustments by using the Reverse Automatic Adjustments process in NextGen® Enterprise PM. To access the Reverse Automatic Adjustments window, select File > Processes > Reverse Auto Adjustments. Reverse Auto Adjustments - Encounter to enable users to reverse automatic adjustments by right-clicking an encounter on the patient's chart and selecting Reverse Auto Adjustment. Reverse Payment to enable users to reverse payments from the Transactions tab in the patient's chart. Reverse Refund enable users to reverse refunds from the Transactions tab in the patient's chart. Reversing Adjustments When the Insurance has Changed Reversing Adjustments when Voiding a Charge Retroactively Correct

Help Guide for NextGen® Enterprise PM 8

Correct Automatic Adjustments Sequentially

You can correct automatic adjustments sequentially when a contract is changed in a payer. Note: Encounters with third-party payments are not eligible for automated reversal and replacement of automatic adjustments that have taken place. Open NextGen® Enterprise PM. From the main menu, select File > Processes > Reverse Automatic Adjustments. The Reverse Automatic Adjustments window opens. In Contracts, select a contract and then in Charge Dt: From and To, enter a date range. Select Find. NextGen® Enterprise PM searches for applicable charges in encounters. The results of the contract automatic-adjustment search appear in the Encounter List section. Optional: To preview a report of all applicable charges, select Preview. To update the selected charges with new adjustment amounts, select Process. A confirmation prompt appears asking you if you want to continue with the reversal and application of new adjustments. To reverse the original adjustment to the charges and then apply the updated

Help Guide for NextGen® Enterprise PM 8

Match Vendors to Refunds

Users with the Refund Vendor Matching security right can match vendors in an external system to payment refunds in the Payment Entry window. Note: You can match vendors on unprocessed transactions only. The Refund Vendor Matching security right is turned off by default. Open NextGen® Enterprise PM. From the main toolbar, select Posting. The Batch Posting window opens. Right-click the selected batch, and then select Open. The Payment Entry window opens. In Adj Code, select a refund code with a patient source. Do one of the following: Select the Guarantor checkbox. NextGen® Enterprise PM inserts the guarantor's name and address information. Select the Patient checkbox. NextGen® Enterprise PM inserts the patient's name and address information. For non-third party person, select the Other checkbox. The name and address fields remain blank and you can manually enter the data. For third-party person, select a refund code with the third party source type. In the Refund section of the Payment

System Administrator Help

Transactions Operation

Subgroup Used in Description Access Secured Transaction Batches NextGen® Enterprise PM Enables users to access transaction batches (payments/adjustments) that are secured to other users. Batch Posting NextGen® Enterprise PM Enables users to balance and post transaction batches (payments/adjustments/refunds). Batch Process Date Override NextGen® Enterprise PM Enables users to override the current process date for posting transactions. If done on the batch header, all transactions associated with that batch will have the specified process date. Credit Card Credit NextGen® Enterprise PM Enables users to reverse the credit card transactions posted against the charge. Credit Card Payment NextGen® Enterprise PM Enables users to post credit card transactions. Reset Blown Batch NextGen® Enterprise PM Enables users to reset a "blown" transaction batch (payments/adjustments/refunds). Reverse Adjustment NextGen® Enterprise PM Enables users to reverse adjustments from the Transactions tab in the p

System Administrator User Guide

Transactions Operation

Subgroup Used in Description Access Secured Transaction Batches NextGen® Enterprise PM Enables users to access transaction batches (payments/adjustments) that are secured to other users. Batch Posting NextGen® Enterprise PM Enables users to balance and post transaction batches (payments/adjustments/refunds). Batch Process Date Override NextGen® Enterprise PM Enables users to override the current process date for posting transactions. If done on the batch header, all transactions associated with that batch will have the specified process date. Credit Card Credit NextGen® Enterprise PM Enables users to reverse the credit card transactions posted against the charge. Credit Card Payment NextGen® Enterprise PM Enables users to post credit card transactions. Reset Blown Batch NextGen® Enterprise PM Enables users to reset a "blown" transaction batch (payments/adjustments/refunds). Reverse Adjustment NextGen® Enterprise PM Enables users to reverse adjustments from the Transactions tab in the p

Reversing Payments, Adjustments, and Refunds

Recommendations

Apply Credits to Posted Batches on the Same Day

Reversing Payments, Adjustments, and Refunds

Correct Automatic Adjustments Sequentially

Match Vendors to Refunds

Transactions Operation

Transactions Operation

Reversing Payments, Adjustments, and Refunds

Apply Credits to Posted Batches on the Same Day

Reversing Payments, Adjustments, and Refunds

Correct Automatic Adjustments Sequentially

Match Vendors to Refunds

Transactions Operation

Transactions Operation