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Entering an Overpayment

Version 14.19
Path: Clinical, Billing, or Practice Management tab > Patient Chart button

Overview

If an insurance payment was made to your office in error as a duplicate payment, you will notice that once a claim is settled there is not a way to post an additional payment on the claim. You will need to add an insurance credit onto the Patient Chart.

Recording an Over-payment

  1. Navigate to the Patient Chart using the path above.
  2. Click Credits in the Account section of the Window Navigation Panel.
  3. Click the New Credit button. The Patient's Credit Account window is displayed. The Date field defaults to the current date.
  4. Select the Pay method in which the over-payment was received from the drop-down menu.
  5. Enter the Check Number in the Check/Ref # field, if appropriate.
  6. Enter the Amount of the over-payment in the Patient Credit or Insurance Credit field, as appropriate.
  • For Insurance credits ONLY, click the Lookup button next to the Insurance Payer Code field and select a Payer.
  1. Enter the credit details/explanation in the Note field (e.g., "Duplicate payment for date of service, xx/xx/xx"). Include as many details as possible, including any information about an error or retraction, if applicable.

  1. Once finished, click the Save/Post button at the bottom of the window to save changes and exit.

Note: When a payer identifies an insurance over-payment, the payer requests a refund or the over-payment is applied to another patient account.

Version 14.10
Path: Smart Toolbar > Account button

Overview

If an insurance payment was made to your office in error as a duplicate payment a user will notice that once a claim is settled there is not a way to post an additional payment on the claim. Users will need to add an insurance credit onto the Patient Account.

  1. Enter the Payment as an insurance credit in the Patient's Account.
  2. In the Note field of the Patient's Credit Account form, enter as much detail as possible to explain why the Payment was made in error.
  3. When finished, click the Save button to save and close.

Recording an Overpayment

  1. Click the Patient Account button.
  2. Click the Credits button.
  3. Click the Add Credit button.
  4. Select the appropriate method of payment from the Pay method drop-down menu.
  5. Enter the check number in the Check/Ref # field, if appropriate.
  6. Enter the amount of the over-payment in the Patient Credit or Insurance Credit field, as appropriate.
  • For Insurance credits ONLY, click the Lookup button next to the Insurance Payer Code field and select a Payer.
  1. Enter the credit details/explanation in the Note field (e.g., "Duplicate payment for date of service, xx/xx/xx"). Include as many details as possible, including any information about an error or retraction, if applicable.

  1. Once finished, click the Save/Post button at the bottom of the window to save changes and exit.
Note: When a payer identifies an insurance over-payment, the payer requests a refund or the over-payment is applied to another patient account. Also, when you are balancing out your current payments for the day, ook under Current Credits, when you are adding in insurance credits to patient's accounts.