HOW TO ENTER SERVICES

HOW TO TRANSFER FUNDS BETWEEN CLAIMS

You may transfer funds between claims whether or not the amount to be moved is on the patient’s account or applied to services. However the actions to do this will be slightly different. You will need to determine which action is required prior to starting the transfer.

You use TRANSFER to move money around. If you don’t wish to remove these amounts (REFUND), then TRANSFER is the action to be used.

To Transfer Credit Amounts

Open the [$] Payments/Refund area. Click on the “+” to add a new entry. Choose Transfer as the entry type. NOTE: Add no amounts to the #1 or top portion of this screen. We are simply moving money around. Click on [Next Step]. Click on [Select Patient/Claim] and find the patient or claim from which we are TAKING the money.

Since we are physically taking money OUT of this account, across from the patient’s name type in a minus sign (-) and the amount to be removed. You will note that TPS2000 will ‘assume’ the amount is coming from the On Account Credit field and will have already placed the equal amount in that column.

Next, again click on [Select Patient/Claim] and find the patient or claim to whom we are GIVING this money.

If you are leaving the amount “On Account”, then you are done. TPS2000 will have already placed the corresponding positive amount across from this patient and placed it in the On Account credit field.

If you need to apply these funds, click on “Apply to Services of the Claim” Tab (#3). This will bring up all the unpaid services for this claim. You may apply as normal.

To Transfer Previously Paid Amounts

To clean this up, close the ledger and open the [$] Payments/Refund area. Click on the “+” to add a new entry. Choose Transfer as the entry type. Click on [Next Step]. Click on [Select Patient/Claim] and find the patient or claim from which we are TAKING the money.

Since we will be removing money previously paid, simply click OK – you may need to respond to this message one more time as we enter the services area.

Click on Apply to Services of the Claim. Put a checkmark in the All Services box. Arrow to the visit date(s) from which we are removing the previously paid money. In the Patient Pays or the Carrier Pays (whichever action is required) column of service, type in the amount to be removed preceded by a “-“ (i.e. -10.00).

PLEASE NOTE: Never type in a negative amount across from a service that contains 0.00 in the Previous Paid column. You may not remove money that has not already been paid toward a service.

Click on the Transaction Tab. You will see the amount that you removed notated as a positive number in the On Account column. Showing that this has been placed in the patient’s On Account Credit. You will also see the equal amount as a negative in the applied to payments showing that it has been removed from previously paid items.

Next, again click on [Select Patient/Claim] and find the patient or claim to whom we are GIVING this money.

If you need to apply these funds, click on “Apply to Services of the Claim” Tab (#3). This will bring up all the unpaid services for this claim. You may apply as normal.

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.

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 apply this credit.

WARNING: Since TPS2000 assumes that all monies are going to or coming from (in the case of a refund) the On Account credit for this patient, you might see the message

If this money needs to be removed from services, say OK then click on the Apply to Services of the Claim tab, (NOTE: You might need to say OK to this message twice)).

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.

You have two ways to apply this credit. You may manually apply the amount of the credit to each individual line of service, or, in the lower right hand corner of the Apply to Services of the Claim screen, enter the amount of the credit here, then you may use the [Apply Balance Forward] or [Apply Balance Backwards] buttons.

When you have completed this action click back on the TRANSACTION AMOUNT / SUMMARY. You will note that TPS 2000 has placed a “negative” amount in the On Account column showing how much of the credit has been used and the same amount as a “positive” in the Applied to Services column.