Quickly reverse payments with a simple and easy workflow without having to manually enter the information!

Full Insurance Payment Reversal

Instead of spending time reversing individual charges associated with an encounter, reverse the full payment in its entirety! This workflow is extremely useful when reversing an entire ERA payment or when a payment is associated with multiple encounters.

Access an Insurance Payment

Begin by navigating to the Insurance Payment tab in the top navigation bar and selecting the Posted tab in the secondary menu.

Click the payment icon you want to reverse under the Payment/ERA column.

 

In this Insurance Payment example, there are two separate encounters with payment amounts of $200.00 and $250.00, equaling a total of $450.00. 

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In this example, patients have only 1 encounter associated with them. But this reversal functionality also works for patients associated with multiple encounters.

Reverse the Payment

To reverse this $450.00 payment, click Reverse at the top of the insurance payment.

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Confirmation of Full Reversal

Type CONFIRM. 

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Select Continue to confirm and complete the entire reversal. 

Payment Reversals are irreversible and cannot be undone.

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After confirming the reversal, the system will automatically navigate you back to the main Insurance Payment screen.

Accessing the Reversal 

From the main Insurance Payment screen, navigate to the Posted tab within the secondary menu bar. One reversal payment will be created for all encounters/patients in the original payment.

To manage the reversal, simply click on the payment icon in the Payment/ERA column.

A reversal notification bar appears up top and each line item below has a negative amount associated with it.

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Partial Insurance Payment Reversal

To partially reverse an Insurance Payment, you need to reverse each payment associated with the respective encounter

Access an Insurance Payment

Begin by navigating to the Insurance Payment tab in the top navigation bar and select the Posted tab in the secondary menu. 

Choose the Encounter you wish to reverse from the Insurance Payment screen.

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Navigate to the bottom of the encounter screen and click on the chevron in the Payment Details section.

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Create a Reversal Action

Locate the payment you want to reverse and click on the reverse icon on the right-hand side under the Actions section. You can reverse multiple payment details associated with that payment, such as the Allowed Amount, Disallowed Amount, Co-insurance Amount, Co-payment Amount, Deductible Amount, Other Patient Responsibility, Payment Amount, Adjustment Amount, and Total Adjustment Amount.

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Confirmation of Partial Reversal

Type CONFIRM.

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Select Continue to confirm and complete the entire reversal.

Payment reversals are irreversible and cannot be undone.

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A notification bar appears on the top right-hand corner of the screen, indicating that the reversal has been saved and posted. At this point, the encounter needs to be refreshed to display the latest payment details.

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Refresh the encounter

To refresh the encounter screen and reload the latest information, click Save on the top right-hand corner of the Encounter screen.

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After reloading, the reversal payment record is added to the encounter Payment Details section.

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After a payment reversal, there are no reversal actions available for selection.

  • The reversed payment and the original payment posting cannot be undone. 
  • The encounter balance is updated to the previous balance before the payment and reversal are made.

Finding the Reversal Details

Click on the system-created reversal insurance payment to get more details.

Details of the reversal are shown, such as:

  • The insurance payment has a Posted status.
  • The Payment and Posted dates reflect the date on which the reversal was created by the system.
  • The Payment Amount shows a negative amount of the exact amount that was reversed.
  • The Payment Method is the same as the original payment.
  • All the negated payment amounts are in red color with a negative sign before the number

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If the Payment was made through check, the check number for the reversal is in the format: Originalchecknumber (R)

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Impact of Reversals on Reports

Reversed insurance payments appear in the following reports:

  • Patient Ledger
  • Insurance Payment Report
  • Transaction Journal Report
  • Revenue Report
  • Charge Revenue Report

Full Patient Payment Reversal 

Access a Patient Payment

Begin by navigating to the Insurance Payment tab in the top navigation bar and selecting the Posted tab in the secondary menu

Click the payment icon you want to reverse under the Payment/ERA column.

In this Patient Payment example, there are two encounters with a payment amount of $1,200.00 and $300.00 applied, equaling a total of $1,500.00.

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Each patient can also be associated with multiple encounters.

Reverse the Payment

To reverse this $1,500.00 payment, click Reverse at the top of the Patient Payment screen.

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Confirmation of Full Reversal

Type CONFIRM.

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Select Continue to confirm and complete the entire reversal. A payment reversal cannot be undone. 

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After confirming the reversal, the system will automatically navigate you back to the main Patient Payment screen.

If the payment method is Patient Fund or if a patient fund was created as a result of a payment, then the reversal creates a patient fund credit for the same amount. A note is added to the reversal payment indicating the amount that was credited.

Accessing the Reversal 

From the main Patient Payment screen, navigate to the Posted tab within the secondary menu bar. One reversal payment will be created for all encounters/patients in the original payment.

Click the green Payment Icon.

You will see the reversal notification bar up top and the negative amount in each line item below.  

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Partial Patient Payment Reversal

Releasing soon - March 15th, 2023 

To partially reverse a Patient Payment, you need to reverse each payment associated within the respective encounter

Access an Patient Payment

Begin by navigating to the Patient Payment tab in the top navigation bar and select the Posted tab. 

Choose the Encounter you wish to reverse from the Patient Payment screen.

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Navigate to the bottom of the encounter screen and click on the chevron located in the Payment Details section.

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Create a Reversal Action 

Locate the payment you want to reverse and click on the reverse icon on the right-hand side under the Actions section.

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Confirmation of Partial Reversal

Type CONFIRM.

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Select Continue to confirm and complete the reversal. A payment reversal cannot be undone. 

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If the payment method is Patient Fund or if a patient fund was created as a result of a payment, then the reversal will create a patient fund credit for the same amount. A note is added to the reversal payment indicating the amount that was credited.

A notification bar appears on the top right-hand corner of the screen, indicating that the reversal has been saved and posted. At this point, the encounter needs to be refreshed to display the latest payment details.

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Refresh the encounter

To refresh the encounter screen and reload the latest information, click Save on the top right-hand corner of the Encounter screen.

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After reloading, the reversal payment record is added to the encounter.

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After a payment reversal, there are no reversal actions available for selection.

  • The reversed payment and the original payment posting cannot be undone. 
  • The encounter balance is updated to the previous balance prior to the payment and reversal being made.

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Finding the Reversal Details

Click on the system-created reversal patient payment to get more details.

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Details of the reversal are shown, such as:

  • The patient payment has a Posted status.
  • The Payment and Posted dates reflect the date on which the reversal was created by the system.
  • The Payment Amount shows the negative amount of the exact amount that was reversed.
  • The Payment Method is the same as the original payment.
  • All the negated payment amounts will be in red color with a negative sign before the number

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If the Payment was made through check, the check number for the reversal is in the format: Originalchecknumber (R)

Impact of Reversals on Reports

Reversed insurance payments will appear in the following reports:

  • Patient Ledger
  • Insurance Payment Report
  • Transaction Journal Report
  • Revenue Report
  • Charge Revenue Report

 

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