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. You'll want to be sure to work from the top to the screen to the bottom.

  • The date is the date that defaults to the current date of adding in a new payment. 
  • The payment method is the method of payment that the payer is sending back to you. You may use the dropdown arrow to select a different method of payment, such as EFT, Credit Card, etc.
  • The Check/Ref# will be the payment identification or reference number that you want to add to balance your payments at the end of the day.
  • The "M" will memorize the check number that is entered.
  • The "Ck" will reuse the last memorized check number.
  • The Memo field is an optional field. This Memo field is used in offices to identify a specific remark on an EOB. (example: patient's responsibility is applied to deductible and copayment, or Coordination of Benefits update). This Memo Field will appear on the patient's individual claim in which you are posting payment to. It will not appear on an correspondence sent to the patient.
  • The amount field will populate 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're 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 on 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 group.
  4. Click the New Payment button.
  5. The Add Payments & Adjustments window will open.
  6. 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. When needing to transfer a full balance to the patient, click the Patient Responsibility button  on each CPT code line, were applicable.
  2. Click the dropdown arrow in the Patient Adjustment Reason field and select from the list. Note: this will print on the patient's statement. 
  3. Click the dropdown arrow in the Patient Action field and select from the list.
  4. Click the Save + Close button when done.

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 the steps below.

  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 group.
  4. Click the New Payment button.
  5. The Add Payments & Adjustments window will open.
  6. Enter the allowed amount or click the Accept Allowed Amount button  and manually enter in the patient responsibility. If there is no payment associated, remember to delete the payment amount. 

  1. Click the Save + Close button when done.

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 Save + New to continue to a new patient or Save + Close 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. You'll want to be sure to work from the top to the screen to the bottom.

  • The date is the date that defaults to the current date of adding in a new payment. 
  • The payment method is the method of payment that the payer is sending back to you. You may use the dropdown arrow to select a different method of payment, such as EFT, Credit Card, etc.
  • The Check/Ref# will be the payment identification or reference number that you want to add to balance your payments at the end of the day.
  • The "M" will memorize the check number that is entered.
  • The "Ck" will reuse the last memorized check number.
  • The Memo field is an optional field. This Memo field is used in offices to identify a specific remark on an EOB. (example: patient's responsibility is applied to deductible and copayment, or Coordination of Benefits update). This Memo Field will appear on the patient's individual claim in which you are posting payment to. It will not appear on an correspondence sent to the patient.
  • The amount field will populate 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're 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 on 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

Full Balance to the Patient:

  1. On the OP toolbar, click the Patient Account button.
Keyboard Shortcut
You may also use the F12 key on your keyboard 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.
  4. The "Add Payments & Adjustments" window will open.
  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. When needing to transfer a full balance to the patient, click  on each CPT code line, were applicable.
  2. Select a Patient Adjustment reason. Note: this will print on the patient's statement. 
  3. Select a Patient Action.
  4. Click on Save + Close when done

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
You may also 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.
  4. The Add Payments & Adjustments window will open.
  5. Enter in or click the green checkmark to accept your allowed amount, and manually enter in the patient responsibility. If there is no payment associated, remember to delete the payment amount. 


  1. After all of  adjudication details have been entered, click Save + Close in the lower right corner of the window.

Transfer to Patient Balance From Bulk Payment Center

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

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