This article is for when a patient has a 3rd party credit and it has been confirmed that you are to use it towards a future visit. This means on a previous visit the 3rd party over paid (the paid amount was higher than the submitted amount in ChiroSUITE). Some examples are:
- Wrong visit submitted online/manually (i.e. initial visit vs regular visit)
- The payor pays a percentage of the visit, but the wrong amount was entered so the percentage calculated is wrong
- Submitted the wrong patient online to what was billed out in ChiroSUITE (i.e. husband not wife)
- 3rd party payor just paid more than the invoice submitted
CONFIRM BEFORE PROCEEDING:
Has the 3rd party over payment reversal step been completed? If so, the patient should have a NEGATIVE billing in their 3rd party A/R, which is indicated by numbers in brackets or in their statement of accounts (SOA) > Third Party (Owing) tab, a NEGATIVE value in the submitted column.
HOW IT WORKS:
Exactly like a private patient credit, you do not reduce their future charge the next time they come in, but instead ask for less money when you process that checkout. Using that same concept, we would process their 3rd party credit the same way. On their next visit, the CHECKOUT amount for 3rd party is the FULL amount, BUT what you submit ONLINE to their 3rd party is DIFFERENT. The new total you submit online would be the FULL amount MINUS their CREDIT. Example: You normally submit $40 online for the patient's 3rd party and their credit for 3rd party is $5, (40-5=35), so the NEW TOTAL to submit is $35.
After the 3rd party reversal has been created and you have confirmed from the 3rd party the money is to be used towards a future visit, make comments in their next appointment (if applicable) and/or in patient comments, so you process their next online 3rd party billing correctly.
STEPS ON THE DAY OF THE APPOINTMENT:
Checkout appointment with the full amount to 3rd party ($40), but submit online the new amount of $35 (40-5=35).
The 3rd party A/R & SOA will now have a new $40 billing. Note: if you have already processed the credit through the 3rd party billing wizard, the status of the credit would be 'Sent (waiting to receive)', so your new billing would be separated as it is still at 'Waiting to send'. Both examples are shown below and net out to $35.
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