HOW TO ENTER TRANSFERS

 

 

Transfer means to move money around from one spot to another within the same business.  It is not new money in (that would be a payment), it is not removing money from the business account (that would be a refund). 

 

You would use transfer for the following:

·                     Transfer from the On Account credit to individual service lines (applying an On Account credit). 

·                     Transfer previously paid amounts from an incorrect service to the right one. 

·                     Transfer a credit from one patient claim to another claim.

·                     Transfer money that a carrier has rescinded from one patient and apply it to the designated one on the new EOB.

·                      

From the “Select a File to Open” menu choose Payment and Refund Entry,  or use the Navigation Bar Icons, click on the

 

 

There are 3 possible entries that can be done from this screen. 

PAYMENT – Adding new money into the system.  This will be entered as a positive number.

REFUND – Money LEAVING the system.  This will be entered as a negative number.  Used if you are physically giving the patient or the insurance company money back, or if you need to allow for a returned or dishonored check.

TRANSFER – No new money in, and no money leaving the system.  You are moving the existing money around.  Either from one claim to another, one patient to another, services to credit or applying an existing credit to services (Off Account transaction).


Click on “+” to start a new entry.   

 

 

Transfer previously paid amounts from an incorrect service to the right one.

 

Choose TRANSFER as the type of payment that has been made.   Fill in the correct business.  When you select TRANSFER you will note much of this first portion of the payment entry “disappears”.  Since this is not a new payment into the system, this data is not needed.  There is no need to fill in any other areas of this first section.  Now click on [NEXT STEP].

 

Next click on SELECT PATIENT CLAIM(s) and choose the patient and claim for whom you need to transfer previously paid amounts.

 

There is no new payment so DO NOT fill in any amount in the Payment column.  Click on APPLY TO SERVICES OF THE CLAIM.   This section will look somewhat like the patient’s ledger.  However, if an item has been completely paid or handled, it will not appear on this list. 

 


Click on the APPLY TO SERVICES OF THE CLAIM tab. This screen will show you how much is expected from both the patient and the carrier.  It will also show if either the patient or the carrier has paid a portion of all of what is expected for each line of service.   If you do not see the service date from which you need to transfer, place a “check” in the All Services box.  

 

Find the service that has been inappropriately paid.  You will see the amount shown in the Previous Payment column.  In the Patient Pays column type in the amount you need to remove preceded by a minus sign.  So, if the patient had paid $15.00 toward the CMT3-4 Region service and the EOB shows that he is only responsible for $10.00, you will do the following:

a.         In patient pays column for that service type in  -5.00

b.         In the patient charge column for that service, reduce the expected amount from 15.00 to 10.00.  This will automatically adjust off the extra 5.00.  If the carrier is paying this extra amount increase the carrier charge by the 5.00.  Otherwise, allow TPS2000 to adjust this amount off.

 

In the lower left hand corner of the window you will now see $5.00 in the “To Apply” box. 

If you need to apply this toward a different service, arrow to that service.  You have several

options of applying payments to the lines of services. 

 

1.                  You may arrow to a specific service line and click on APPLY BALANCE FORWARD from current line.

2.                  You may arrow to a specific service line and click on APPLY BALANCE BACKWARDS.

3.                  You may manually apply the amount to each individual line of service.

 

When you have completed this action click back on the TRANSACTION AMOUNT / SUMMARY.   If you applied the same amount that you removed (as in the above action) then there will be no amounts listed on this screen.  It was a complete trade from one service to another.  If, however, you left the amount to be used later, you will see a minus amount in the applied to services column, and a positive amount in the On Account column.


After you have entered all of the needed transfers, close the payment/refund entry.