If you have to enter a product or something additional and/or re-enter a charge not through the charge entry, you will manually enter the charge.
Charge Entry Settings
Entering Charges
1. Number of Previous Visits to Display: Set the default number you want to have.
2. If you wish to have the Item Code to show instead of the CPT code on charge entry, you can check this box.
3. You are able to allow a blank Referring Physician by checking the box.
4. Box 19 can automatically have "PAY OR DENY IN 30 DAYS" automatically appear by checking the box.
5. Always places charges on hold: Most offices do not check this as the charges wont bill out.
6. Auto Distributing the patient payment among the services is helpful. If you wish to have that, you will check this box.
7. If you wish to have a receipt automatically generate after charge entry, you will have to have this checked.
8. The notes that appear at the bottom of the charge entry in the yellow Notes box are selected from this drop down.
Entering Patient Payment in Charge Entry
9. If you wish to have a payment automatically populate in the tendered amount based on their insurance details you can check this box.
10. Its suggested to check the Force Reason for Adjustment for future to look back at why there was an adjustment.
11. If a patient tenders cash, you can pull the full amount of what they paid and then decide how you want any overage to be calculated. Either to Change Due back to the patient or a New Credit for future use.
EHR
12. If you wish to have the option to change the provider when that provider is different than their case defaults, you can click yes.
Manual Charge Entry
Once you click Enter Charges, you may see a list on the left. Those are charges that are sitting in charge entry for this patient. If that left hand side of the screen does not show a list, that means there are no pending charges at this time.
1. DOS - This is the date of services for charges to be processed
2. Patient - The patient name is underlined as a hyperlink for quick access to the patient menu
3. Carrier - Shows the carrier the charges are going to be processed with
4. Total - Gives the total amount of the charges
5. Patient Balance - This is showing the current patient balance
6. Orange button - This is for a quick process of the charges button
Any column headers when clicked will put the column in alphabetical or numeric order
Adding Charge
On the right hand side will display where you can click Add Charge.
Once you hit Add Charge you will be brought to the Select Fee tab. This is where you can search for the codes you wish to add.
For this example "Cata" is being serached for the Cataplex B that will be added to the patient charges.
You can check mark as many or as few boxes in the Select Fee screen so you do not have to click Add Charges multiple times if there is more than one item.
The Trash can: Allows you to delete a row
Hold: If the box is checked, the charge will not bill.
Item: Item that is entered into the system.
CPT: This is the code that will be sent to the insurance if this is being billed.
Description: Describes what the Item / CPT is.
Mods: These are the modifiers attached to the item / CPT code.
Pointers: Shows the diagnosis codes that the doctor used for each item / CPT code.
Unit Amt: Amount per unit of item / CPT code.
Tax: If an item / CPT has tax, that amount will show in this column.
Total: Adds the cost of the item in the row including the tax.
Payment: Any patient payment that is applied to the charges will appear in this column.
Credit: If a credit is applied it will reflect here.
Adj: If an adjustment is entered with the charge you will see it in this column.
Balance: This accounts for the total of the charge and tax minus any payments, credits and adj applied to the item / CPT code.
1. Recommended Payment: Will populate based on what is filled out on the Insurance Coverage Details
2. Amount Tendered: If you are collecting payment at this time, you will enter what the patient has paid.
3. Adjustment: Any adjustments you wish to apply to this visit.
4. Apply to Charges: You decide how much is applied if any to the current visit you are processing.
5. Ref No: You can enter any reference number you want
6. Notes: Helpful if you wish this to show "co-pay" or "co-ins" as an example.
If you need further explanation to entering payments or applying credits you can reference to these documents.
https://help.healthcoretech.com/a/1772415-entering-patient-payment
https://help.healthcoretech.com/a/1770451-applying-credits-through-out-the-software
Depending on your settings you can have a receipt automatically populate to print out or you can select not to print a receipt.
