Closing Out

Help Guide for NextGen® Enterprise PM 8

Manual Practice Closing

The application's Manual Closing process enables you to: Extend the process date longer than the 24-hour "lock-down" period used with Automatic Closing. Delete charges until the period is closed. The Manual Closing process functions only when the Auto Close process is not enabled. To simplify the Manual Closing feature, the application automatically sets the close date to the system date of the application server. You cannot change the close date unless the server date changes. CAUTION: If you are using Manual Closing instead of Auto-Closing, it is very important that you close out your practice on a regular basis. This directly affects the accuracy of the reports you generate. Setting Up a Minimum Override Process Date The Minimum Override Process Date feature enables you to set a minimum cut-off date for overriding the current process date for practice closing. Parent topic: Closing Out

Help Guide for NextGen® Enterprise PM 8

Auto Close

The Auto Close process occurs every night when the system calendar date changes on the database server. The Auto Close process records a Process Date for: Every charge that was entered during the day Every transaction posted during the day The Process Date during Auto Close is taken from the current system date on the database server. When a process date is entered on the Batch Maintenance window, the process date for all transactions within the batch during Auto Close is taken from the process date in the batch header. Activate Auto Close You can activate auto close. Parent topic: Closing Out

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

Viewing Transaction Dates

All transactions including payments, adjustments, and refunds can have the following dates associated with them: Transaction Date The transaction date is the date on which the payment is received. This date defaults from the Default Date selected in the Batch Maintenance window. You can modify the transaction date before the batch is posted. The transaction date cannot be modified after the batch has been posted. Post Date The post date is the date on which the transaction batch is posted. The post date is the system date and users cannot be modified. Process Date The Process date is the date recorded during the practice closing process. You can modify the process date before the batch is posted. The process date cannot be modified after the batch has been posted. The process date could be the following: The process date is same as the post date for Auto Close if not overridden by a backdate in the Batch Maintenance window. The process date is the Current Process Date displayed on the

Help Guide for NextGen® Enterprise PM 8

Modifying Charges

Charges that are not processed by Automatic Close or Manual Close can be modified if needed. The following fields can be modified on an unprocessed charge. Service Dates Service Item and Description Modifiers Quantity Price Tooth, Surface, and Quadrant Process Date Diagnoses Rendering Referring Additional Provider Place of Service Narrative Dunning Message Note: You can only modify the Dunning Message when security access rights for Custom Dunning Messages is enabled in the System Administrator. Notes Batch Description Location Charges that have been processed by Automatic Close or Manual Close can still be modified, if needed. When insurance denies payment for a claim due to an invalid diagnosis code on the charge. You can modify the charge to change the diagnosis code, rebill the encounter, and create a new claim sent for the insurance. The following fields can be modified on a processed charge. Service Dates Modifiers Tooth, Surface, and Quadrant Diagnoses Rendering Note: You can on

NextGen® Enterprise EHR Help

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient

Use this procedure to do the following: Expire a patient Cancel future appointments and stop active recalls Enter a Reason for Cancelling Future Appointments or Stopping Recalls Access the Modify Person/Patient Information Window for the patient that you want to expire. On the Modify Person/Patient Information window, select the Expired check box. The Expired Date field becomes active. In the Expired Date field, enter the date of death for the person/patient. A application message appears, asking if you want to cancel future appointments and stop active recalls. Do one of the following: Select Yes. If Appointment Cancellation Tracking or Recall Plan Stop Reason tracking is enabled in Practice Preferences, you will need to select a reason for the appointment cancellation or the recall plan stop reason then select OK. The Reason for Stopping Recall application message appears if your practice is tracking reasons for stopping recalls. The Reason for Appointment Cancellation application me

Closing Out

Recommendations

Manual Practice Closing

Auto Close

Using Process Date Override

Viewing Transaction Dates

Modifying Charges

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient

Manual Practice Closing

Auto Close

Using Process Date Override

Viewing Transaction Dates

Modifying Charges

Track Reasons for Appointment Cancellations or Stopping Recalls for an Expired Patient