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We are currently updating the OP Help Center content for the release of OP 20. OP 20 (official version 20.0.x) is the certified, 2015 Edition, version of the Office Practicum software. This is displayed in your software (Help tab > About) and in the Help Center tab labeled Version 20.0. We appreciate your patience as we continue to update all of our content.

Transferring a Full or Partial Balance to a Patient

Version 14.19

Overview

When posting an Explanation of Benefits, there may be instances where you need to apply either a full balance or a portion of a balance to patient responsibility. Follow the steps below to transfer balances.

  • Date - Defaults to the current date of adding in a new payment. 
  • payment method - Method of payment that the payer is sending back to you. Use the drop-down menu to select a different method of payment, such as EFT, Credit Card, etc.
  • Check/Ref# - Payment identification or reference number that you want to add to balance your payments at the end of the day.
  • M - Memorizes the check number that is entered.
  • Ck- Reuses the last memorized check number.
  • Memo (optional) Used in offices to identify a specific remark on an EOB (example: patient's responsibility is applied to deductible and co-payment, or Coordination of Benefits update). This Memo Field is displayed on the patient's individual claim in which you are posting payment to. It is not displayed on an correspondence sent to the patient.
  • Amount - Populates as you add payments into the payment fields.
  • To the far right of your screen, there are insurance details from the patient's insurance record(s).
  • If you are posting a payment and there is a patient responsibility as you are posting, you have the ability to create a statement for the patient after your save your insurance payment. There is the ability to select a statement type. You may select a statement to print of any outstanding Insurance and Patient responsibility, or just strictly Patient responsibility only.
  • There is a note field to view a claim note on the claim that you are ready to post against.
  • If your office would like to create a follow up task for the billing office to follow up on a claim at a later date, click the Task buttonThe Task button can be used to create claim follow up reminders for today or a future date.

Transfer to Patient Balance From the Patient Account

Path: Billing tab > Patient Chart button > Payments

Full Balance to the Patient:

  1. Click the Billing tab and select Patient Chart.
  2. Search for the Patient in the patient search field.
  3. Click Payments in the Account section of the Window Navigation Panel.
  4. Click the New Payment button. The Add Payments & Adjustments window is displayed.
  5. If the Insurance Payer does not send a check, just a remittance with adjudication details, to bill the patient, input in the Payment Method, Adjustment Only.

  1. If you need to transfer a full balance to the patient, click the Patient Responsibility button  on each CPT code line, where applicable.
  2. Select a Patient Adjustment Reason from the drop-down menu. Note: This is printed on the patient's statement. 
  3. Select a Patient Action from the drop-down menu.
  4. Click the Save + Close button.

Partial Balance Bill to Patient

If there are partial payments or adjustments associated to a patient's claim, and you need to bill part of the allowed amount to the patient, follow these steps:

  1. Click the Billing tab and select Patient Chart.
  2. Search for the Patient in the patient search field.
  3. Click Payments in the Account section of the Window Navigation PAnel.
  4. Click the New Payment button. The Add Payments & Adjustments window is displayed.
  5. Enter the Allowed Amount or click the Accept Allowed Amount button  and manually enter in the patient responsibility. If there is no payment associated, delete the payment amount. 

  1. Click the Save + Close button.

Transfer to Patient Balance From Bulk Payment Center

Path: Billing tab > Bulk Payments button

The above steps are followed in the Post Bulk Payments window. After all of the adjudication details have been entered, click the Save + New button to continue to a new patient or click the Save + Close button to close the window.

Version 14.10

Overview

When posting an Explanation of Benefits, there may be instances where you need to apply either a full balance or a portion of a balance to patient responsibility. Follow the steps below to transfer balances. 

  • Date - Defaults to the current date of adding in a new payment. 
  • Pay Method - Method of payment that the payer is sending back to you. Use the drop-down menu to select a different method of payment, such as EFT, Credit Card, etc.
  • Check/Ref# - Payment identification or reference number that you want to add to balance your payments at the end of the day.
  • M - Memorizes the check number that is entered.
  • Ck - Reuses the last memorized check number.
  • Memo (optional) - Used in offices to identify a specific remark on an EOB (example: patient's responsibility is applied to deductible and co-payment, or Coordination of Benefits update). The Memo Field is displayed on the patient's individual claim in which you are posting payment to. It is not displayed on an correspondence sent to the patient.
  • Amount - Populates as you add payments into the payment fields.
  • To the far right of your screen, there are insurance details from the patient's insurance record(s).
  • If you are posting a payment and there is a patient responsibility as you are posting, you have the ability to create a statement for the patient after your save your insurance payment. There is the ability to select a statement type. You may select a statement to print of any outstanding Insurance and Patient responsibility, or just strictly Patient responsibility only.
  • Note - Use to view a claim note on the claim that you are ready to post against.
  • If your office would like to create a follow up task for the billing office to follow up on a claim at a later date, click on the Task buttonThe Task button can be used to create claim follow up reminders for today or a future date.

Transfering to Patient Balance From the Patient Account

Full Balance to the Patient:

  1. On the OP toolbar, click the Patient Account button.
Keyboard Shortcut
The F12 key on your keyboard can also be used to access the Patient's Account.
  1. Search for the Patient in the search box.
  2. Click the Payment tab.
  3. Click the Plus Payment button. The Add Payments & Adjustments window is displayed.
  4. If the Insurance Payer does not send a check, just a remittance with adjudication details, to bill the patient, select Adjustment Only from the Pay method drop-down menu.

  1. To transfer a full balance to the patient, click  on each CPT code line, where applicable.
  2. Select a Patient Adjustment reason fro the drop-down menu. Note: This will print on the patient's statement. 
  3. Select a Patient Action from the drop-down menu. 
  4. Click the Save + Close button.

Partial Balance Bill to Patient

If there are partial payments or adjustments associated to a patient's claim, and you need to bill part of the allowed amount to the patient, see below.

  1. On the OP toolbar, click the Patient Account button.
Keyboard Shortcut
Use the F12 key on your keyboard to access the Patient's Account.
  1. Search for the Patient in the search box.
  2. Click Payment button.
  3. Click the Plus Payment button. The Add Payments & Adjustments window is displayed.
  4. Enter the Amount or click the green checkmark to accept your allowed amount, and manually enter in the patient responsibility. If there is no payment associated,  delete the payment amount. 


  1. After all of the adjudication details have been entered, click the Save + Close button.

Transfering to Patient Balance From Bulk Payment Center

Path: Activities Menu > Post Bulk Payments (Keyboard Shortcut keys: Shift + F12)

The above steps can also be taken in the Post Bulk Payments window. After all of the adjudication details have been entered, click the Save + New button to continue to a new patient or click the Save + Close button o close the window.