How to Adjust or Remove Payments on the Patient Ledger

Related Training
Posting Charges, Payments, and Adjustments Recorded Class

You can correct the details of an existing Ledger entry, or you can remove an entry that was posted in error. When you choose to adjust an entry, you are prompted to either correct or remove the entry. 

• You can correct an entry to adjust the amount, location, payment type, reference entry, or transaction comments.
• You can remove an entry with other types of errors. 
• You can update an entry to change non-essential payment details, including the payment subtype, reference details, or transaction comments, without creating a new adjustment ledger entry.
• The lock icon next to a transaction indicates it has already been processed, but you can still adjust or remove it.
  

For more information, see How to Adjust or Remove Charges on the Patient Ledger.

Note: Removed entries are still retained with the record, and can be viewed by selecting the Show Audit View filter. 

Adjusting a Payment

IMPORTANT:  You cannot adjust the amount of an ePayment (credit card), as it has already been processed through the bank. You can remove the payment and initiate a new one. 

To correct the amount, location, or payment type for a payment entry:

1. From the Patient tab, select Financials > Ledger.
2. Select the payment and click Adjust this Payment. The Adjust this Payment window is displayed.
3. Click Correct Information. The window is expanded.
   
4. Use these fields to adjust the amount, location, payment type, reference entry, or transaction comments.
5. Enter a comment to explain this action.
6. Click Adjust Payment. 
   Note: Depending on the payment type, you are prompted to confirm the action with a message that explains what will happen (or what is necessary) if you continue.

Allocating a Payment to a Payment Plan

You have the ability to adjust existing payments and allocate them to a payment plan from the patient ledger. 

Important: The action of allocating a payment or portion of a payment to a payment plan cannot be undone. You can adjust the amount of the allocation by clicking Adjust Payment Plan Allocation within the payment details, or you have the ability remove the payment altogether. 

To allocate an existing payment to a payment plan:

1. From the Patient tab, select Financials > Ledger.
2. Select the payment, and then click Allocate to Payment Plan. The Allocate to Payment Plan window is displayed.
   
3. Enter the amount of the payment to be allocated to a payment plan. 
   
   Note: 
   --The amount defaults to the payment plan installment amount from the payment plan schedule but can be decreased or increased (up to the full payment amount). 
   --The payment amount is allocated to the patient's payment plan for the location that was selected in the original payment.
4. Click Save. The Amount Allocated to Payment Plan is added to the payment details and the transaction line is updated to include the name of the payment plan.
   

See How to Create a Payment Plan for more information.

Adjusting a Check Payment Due to Non-Sufficient Funds (NSF)

When a check is returned due to non-sufficient funds, you can adjust the check payment entry and apply an NSF fee within the patient's ledger.

To adjust a check payment due to NSF from the patient's ledger:

1. From the Patient tab, select Financials > Ledger.
2. Select the check payment line item in the ledger to expand it, and then click Adjust this Payment. The Adjust this Payment window is displayed.
3. Click Returned Check.
4. Enter an amount in the NSF Fee field and a comment in the Adjustment Comments field.
   
5. Click Adjust Payment. The patient's ledger reflects the NSF charge and their balance is updated.
   
   Tip: Select Show Audit View to view the full history of the check payment and adjustment.
   

Updating an Entry

You can update an entry to change the payment subtype, reference details, or transaction comments without changing the transaction date or re-adding the transaction to the daysheet. This option allows you to change descriptive information for the transaction without triggering an actual adjustment to the transaction. 

To update an entry:

1. From the Patient tab, select Financials > Ledger.
2. Select the payment and click Adjust this Payment. The Adjust this Payment window is displayed.
3. Select Update Entry. The window is expanded.
   
4. Change the Payment Subtype using the drop-down list, or modify the Reference details or Transaction Comments. 
   Note: Updating this information changes the original transaction entry in the ledger rather than creating a new adjustment entry.
5. Click Adjust Payment.

Removing a Payment

To remove a payment from the Ledger:

1. From the Patient tab, select Financials > Ledger.
2. Select the entry you want to remove and click Adjust this Payment. The Adjust this Payment window is displayed.
3. Select Remove Entry, and enter a reason in the Adjustment Comments field.
4. Select Adjust Payment.

Displaying Adjusted/Removed Entries

All adjusted, corrected, and removed entries are retained with their original details, as well as details of the changes. To display these entries on the Patient Ledger, select Show Audit View. Line items are displayed with the descriptor: ADJUSTED, CORRECTED, or REMOVED.