Transfer Unapplied Encounter Credits to an Account

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

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

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

Apply Unapplied Encounter Credits in Batches

Before you begin You must select a numeric value from 1 to 1000 for the unapplied credit encounter limit in Unapplied credit encounter limit on the Transactions tab in the Practice Preference window. The default numeric value is 100. Note: When the number of encounters in the Unapplied Encounter Credits window equals the process limit, a message appears indicating that the query is truncated based on your unapplied credit encounter limit set in the practice preferences. You can run the process again for additional transactions in a separate batch. Open NextGen® Enterprise PM. Select File > Processes > Unapplied Encounter Credits. The Unapplied Encounter Credits window opens. In Filter Criteria, select the following, and then select the appropriate checkboxes, if needed: Encounter Location Encounter Rendering Include Transactions Note: The Encounter date range uses the current date by default. The Process encounters where pat amt = unapplied amt option is selected by default. The encoun

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

Transfer Unapplied Encounter Credits to an Account

Recommendations

Use Co-payments as Unapplied Encounter Credits

Apply Encounter Unapplied Credits during Charge Posting

Create Credit Balance with Unapplied Account Credits

Create Unapplied Credit Amounts at the Encounter Level

Apply Unapplied Encounter Credits in Batches

Apply Credits to Posted Batches on the Same Day

Use Co-payments as Unapplied Encounter Credits

Apply Encounter Unapplied Credits during Charge Posting

Create Credit Balance with Unapplied Account Credits

Create Unapplied Credit Amounts at the Encounter Level

Apply Unapplied Encounter Credits in Batches

Apply Credits to Posted Batches on the Same Day