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Posting Self Pay Charges and Patient Adjustments

Version 14.19

Overview

Prior to posting charges for a patient, it is important to verify their insurance. If a patient is a true self-pay (SP) patient, follow the instructions below to post their charges and apply adjustments (if appropriate). It is not necessary to add the SP payer to the patient's insurance record, as this payer functions behind the scenes. The instructions below apply to posting charges manually and posting electronic superbills. If an active insurance is not ranked in the patient's insurance record, the patient will appear to be SP.

Note: In order to seamlessly post SP charges for all providers, ensure that all providers have been associated to the SP payer in the Insurance Payer list. Visit Connect Providers to Insurance Payers for step-by-step instructions on this process.

Post Self Pay Charges

  1. Navigate to the charges:
  • Click Charges in the Account section of the Window Navigation Panel
  • Sched button > Tracking tab
  1. Click the Post All or Post Selected button depending upon what charges exist. The Add/Edit Charges window is displayed.
  2. Notice that there is no insurance listed in the Payer(s) fields. Also, the Pat Resp fields display the full charge amount as dictated by the fee schedule. If you have an SP fee schedule, those charge amounts are displayed.

If it is necessary to post patient adjustments to these charges, see the section below.

  1. Click the Save or Save + Queue button depending on your preferred workflow.

Post Patient Adjustments While Posting Self Pay Charges

  1. Before clicking the Save or Save + Queue button, click the Apply Payments button. The Add Payments and Adjustments window is displayed.
If the patient has balances for other dates of service, all dates with balances owed are displayed. Be sure to navigate to the line with the correct service date.
  1. Select AD ADJUSTMENT ONLY from the Pay Method drop-down menu.
  2. Enter the amount you would like to write off in the Adjust column.
  3. Select an Adj Reason field from the drop-down menu. The Unpaid column displays the new patient responsibility.
  4. Click the Save + Close button.
  5. Click the Save or Save + Queue button in the Add/Edit Charges window.  

Version 14.10

Overview

Prior to posting charges for a patient, it is important to verify their insurance. If a patient is a true self-pay (SP) patient, follow the instructions below to post their charges and apply adjustments (if appropriate). It is not necessary to add the SP payer to the patient's insurance record, as this payer functions behind the scenes. The instructions below apply to posting charges manually and posting electronic superbills. It should be noted that if an active insurance is not ranked in the patient's insurance record, the patient will appear to be SP.

Note: In order to seamlessly post SP charges for all providers, you will need to ensure that all providers have been associated to the SP payer in the Insurance Payer list. Visit Connect Providers to Insurance Payers for step-by-step instructions on this process.

Post Self Pay Charges

  1. Navigate to the charges:
  • Acct button > Charges tab
  • Sched button > Tracking tab
  1. Click the Post All or Post Selected button depending upon what charges exist. The Add/Edit Charges window will open.
  2. Notice that there is no insurance listed in the Payer(s) fields. Also, the Pat Resp fields show the full charge amount as dictated by the fee schedule. If you have an SP fee schedule, those charge amounts will show.

  1. If it is necessary to post patient adjustments to these charges, see the section below.
  2. Click the Save or Save + Queue button depending on your preferred workflow.

Post Patient Adjustments While Posting Self Pay Charges

  1. Before clicking the Save or Save + Queue button, click the Apply Payments button. The Add Payments and Adjustments window will open.
If the patient has balances for other dates of service, all dates with balances owed will show. Be sure to navigate to the line with the correct service date.
  1. In the Pay Method dropdown, select AD ADJUSTMENT ONLY.
  2. Enter the amount you would like to write off in the Adjust column.
  3. In the Adj Reason field, select the reason for adjustment.
  4. The Unpaid column will display the new patient responsibility.
  5. Click the Save + Close button.
  6. Click the Save or Save + Queue button in the Add/Edit Charges window.