CORRECTING PAYMENT OR SERVICE ENTRIES

Prior to running the End of Day procedure any payment or service entry that is incorrect may be deleted. Once the End of Day procedure has been performed, corrections may still be made, but extra steps are required.

Prior to End of Day

Incorrect Services

Prior to the closing (end of day procedures), you may easily delete or edit services or payments that have been entered.

Select Patient Claim

Delete Selected Record

[ S ] Services/Payments Icon

Click on this icon and choose the patient for whom you need to make a correction. When their services screen comes up, if there is a service that needs to be changed or removed, click on this service then click on the [ 7] , (the icon on the navigation bar next to the [ + ]) to delete.

Incorrect Payments

Delete

VCR Arrows

Show Payments Since

[ $ ] Payments Icon

Click on this icon, fill in the area that reads, Show Payments Since with today’s date. You may do this by either typing in the date, or using the calendar icon to the right of this entry. You may now step through the payments using the navigation arrows on the bar above this window. Click on the ç to move through this list. When you find the payment that either needs to be removed or corrected, stop. If it needs to be corrected, make your changed (increase the amount, etc.) If you need to remove the patient this was originally setup for, change the amount across from the patient’s name to $0.00 and then click on Add New Patient/Claim to this Payment and put in the correct patient. Or, if you like, prior to adding a new patient, click on the incorrect claim, then click on the [ 7] , (the icon on the navigation bar next to the [ + ]) to delete. You will see the following screen:

You may Select NO. This will then delete ONLY the select claim, leaving the remaining entries for this payment intact. Or you may choose Yes to delete the entire payment.

If you need to make an adjustment while putting in payments, while in the Apply Payment to Claim Services Tab, arrow to the service for which you need to make an adjustment. You will see columns labeled Pat Pays, Prev. Pmt, Pat Chg., Car Pays, Prev. Pmt., Car Chg..

To adjust off a service, reduce the Car Pays column by the amount to be adjusted off, do the same, if necessary for the Pat Pays column and when you enter to Adjust Off the cumulative amount will appear in this column. If you need to list a reason for this adjustment, use the Adjustment Comment field to note this. NOTE: You may not reduce the either the Pat Pays or the Car Pays to LESS than the amount listed in the Prev. Pmt column next to it.

After End of Day

Adjusted Amount

Carrier & Patient Responsible

Price

Incorrect Services

After you have run a closing (end of day procedures), you may make corrections to the ledger entries, but you no longer have the option to delete services or payment lines. TPS2000 is IRS compliant. This means that if you have posted (or closed) your business for this period or day, the entries are written in stone. Corrections may be made, and you have an Adjustment Comment area in which to note why you have made adjustments. This leaves a fully traceable paper trail.

NOTE: You may not reduce the either the Pat Pays or the Car Pays to LESS than the amount listed in the Prev. Pmt column next to it.

WARNING: If the service is being adjusted off FULLY, and was originally part of the deductible, please remember to edit the deductible field in the ledger as well, otherwise, this service will be billed on a HCFA form.

Adjusting Off Services in full or Part

Click on the icon for Claims [ u ] and select the patient claim that needs to be corrected. Click on the Ledger Tab. Arrow to the service for which you need to make an adjustment. You will see columns labeled Carrier, Car Pd, Patient, Pat. Paid. To adjust off a service, reduce the Carrier column by the amount to be adjusted off, do the same, if necessary for the Patient field and when you enter to Adjust Off the cumulative amount will appear in this column. If you need to list a reason for this adjustment, use the Adjustment Comment field to note this.

Incorrect Payments

To correct an error made in payments you must first determine if the payment needs to be removed entirely or just corrected.

To remove a payment entirely, see the section on How To Use Refunds.

You would need to alter a payment if the payment was made to under one of the following:

1) Payment was applied to incorrect service lines.

2) Payment was inappropriately apportioned (wrong amount applied to the service line or to patient portion instead of carrier or the other way.

3) Payment was applied to the incorrect claim.

4) Payment was applied to the incorrect patient.

5) Payment was applied to a service that needs to be either altered or adjusted off.

To alter a payment, see the section on How To Use Transfers.