Payment Entry - Overview

Use Payment Entry to enter payments, adjustments, refunds and transfers of responsibility for a patient.  When you launch Payment Entry for the first time of the day, you must enter the batch parameters.  Then you see the Work Window where you enter the transaction information.  You have the option to print a receipt after completing a transaction.

• About Cash Application methods, click More.

   

  There are three different methods of entry you can set up for a batch.  They are controlled by the Cash Application method that you specify either at the Batch Entry Window or at the Work Window.

  • Method 1:  Transaction Detail Entry By Detail (manual method)
    
    Use this method when you want to specify the payment or adjustment amount for a specific ticket, rather than have INSight calculate it.  
    
    Examples:  This method is used for...

  • Payments from commercial insurances.

  • Payments from patients.

  • Adjustment transactions.
    Tip:  For more information, see the Payment Entry - Entering an Adjustment Transaction procedure.

  • Rebill transactions.
    Tip:  For more information, see the Payment Entry - Entering a Rebill Transaction procedure.

  • Reversal transactions.
    Tip:  For more information, see the Payment Entry - Entering a Reversal Transaction procedure.

  • Refund transactions.
    Tip:  Use a Transaction Code with a R(efund) Adjustment Transaction Type.

  • Applying existing unapplied credits against a specific ticket.
    Tip:  For more information, see the Payment Entry - Creating and Applying Unapplied Credits procedure.
     

  • Method 2:  Transaction Detail Entry By Automatic Oldest First
    
    Use this method to apply payments to patient Private Balances starting from the oldest private balance charge and working forward to the most recent charge until the payment amount is used completely.
    
    Examples:  This method is used for...

  • Paying off patients' oldest charges first.  For example, a patient can pay $500 on account.

  • Payments to accounts associated with family billing.

  • Creating unapplied credits for payments that exceed the patient's current balance.
    Tip:  For more information, see the Payment Entry - Creating and Applying Unapplied Credits procedure.
     

  • Method 3:  Transaction Detail Entry By Ticket (Auto Transfers & Adjustments by %)
    
    Use this method to apply cash to a specific ticket or to multiple tickets.  INSight calculates the payment amount and any adjustment amount based on the Procedure Code's Allowed Amount and the Insurance Code's % of Allowed field or the Procedure Code's Payment % field.  Using the established percentage, INSight calculates the appropriate payment or adjustment amount by using the Approved Amount and the Deductible you enter.  You can transfer any remaining balance to the appropriate responsible party or write it off completely.
    
    Examples:  This method is used for...

  • Payments received from Medicare and other contractual companies.
    Tip:  For more information, see the Payment Entry - Entering a Payment from Medicare or a Contractual Company procedure.

  • Adjustments by percent.
    Tip:  For more information, see the Payment Entry - Entering an Adjustment by Percent procedure.

  • Automatic transfers from the primary insurance to the secondary insurance.
    Tip:  For more information, see the Payment Entry - Entering an Automatic Transfer procedure.

  • Transferring amounts from insurance to patient.
    Tip:  For more information, see the Payment Entry - Entering a Transfer from Insurance to Patient procedure.

   

• Notes, click More.

   

  • After entering the patient payment transactions, confirm your entries by printing the Payment Journal or the Charge/Payment Combo Journal.

  • After committing, the patient payments are no longer available for maintenance during Payment Entry.  You can maintain the patient payments during Patient Transaction Details Inquiry.

  • Entered patient payment transactions update the patients' balances when you commit the payments.  However, summary files are not updated until you perform the Charge/Payment Post Initialize.

  • Another method for entering payments is to use the Charge Entry - Quick Payment Entry Window.

  • For information about the timing and sequence of daily tasks, see Daily Work End of Day.

  • If you find that the patient's Total Balance displayed in the Patient Balances Area is different than the patient's balances maintained during the Patient Inquiries - Transaction Details Window follow the steps below to correct the difference.

  1. At the Patient Inquiries - Transaction Details Window write down the Private, Insurance and Other balances.

  2. Open the Balance Detail Window of Patient Entry for that patient, and edit the balances to match field values for the balance fields during the Patient Inquiries - Transaction Details Window.

  3. Re-open Payment Entry, load the patient Account Number and you should see that the patient balances displayed in the Patient Balances Area are correct.

   

Directions:

To see directions for...

• Entering a payment, click More.

   

  The following topics describe the steps for the various Payment Entry procedures:

  • Payment Entry - Step-By-Step Example:  Includes general examples for using Payment Entry Method 1, Method 2, and Method 3.

  • Payment Entry - Tasks:  Lists specific tasks and the help topics that guide you through the tasks.

  • Payment Entry - Entering an Adjustment Transaction:  Includes steps for entering adjustment using Method 1.

  • Payment Entry - Entering an Adjustment by Percent:  Includes steps for entering payments with adjustments by % using Method 3.

  • Payment Entry - Entering a Reversal Transaction:  Includes steps for reversing transactions.

  • Payment Entry - Entering a Rebill Transaction:  Includes steps for generating claims to rebill insurance.

  • Payment Entry - Entering a Payment from Medicare or a Contractual Company:  Includes steps for entering payments when allowed amounts are on file using Method 3.

  • Payment Entry - Entering an Automatic Transfer Payment:  Includes steps for entering a payment from an insurance company and automatically transferring the remaining balance to another insurance.

  • Payment Entry - Entering a Transfer from Insurance to Patient:  Includes steps for transferring an amount from the Insurance to the Patient using Method 3.

  • Payment Entry - Creating and Applying Unapplied Credits:  Includes steps for applying an unapplied credit amount to a specific ticket.

   

• Opening Payment Entry, click More.

   

  • Basic Method:

  1. Enter the Patient Account Number.

  2. Press [ENTER].

  3. Click Payment Entry in the Menu Tree.
      

  4. Advanced Methods:

  5. Click the Payment Entry button on the INSight Toolbar.

  6. Or, click Daily Work from the Menu Bar, and next click Payment Entry.

  7. Or, use the keyboard shortcut:  [ALT] [k] [Payment Entry]

  8. Or, if you use superbills, retrieve the superbill data by entering the Encounter Number in the Patient Account Number field.

  9. Or, enter the patient's last name in the Account Number and press [ENTER] to launch the patient Search.

  Tips:

  1. You must load a patient before using the Menu Tree to start Payment Entry.

  2. To see several methods and shortcuts for entering the Account Number, see Tips for Entering the Patient Account Number.

   

  Payment Entry - Batch Entry Window Example:

  

  Tip:  The above window displays automatically the first time of the day that you launch Payment Entry or when you click Batch in the Payment Entry - Batch Information Area.

   

  Payment Entry - Work Window Example:

  

   

• Creating a new patient payment transaction, click More.

   

  1. Enter a patient Account Number in the Patient Reference Panel.
     
     Tip:  To see several methods and shortcuts for entering the Account Number, see Tips for Entering the Patient Account Number.
      

  2. Press [ENTER] to activate Patient Load .

  3. Select the Batch Sequence Number, the Cash Application, and confirm the defaults for the batch entries.

  4. Enter the payment detail transactions.

  5. To complete the patient payments, commit the payment transactions.

  Tip:  For more details, see the Payment Entry - Step-By-Step Example.

   

• Editing a patient payment transaction, click More.

   

  The directions in the sections below describe how to edit uncommitted and committed payment transactions.

  Tip:  For information about creating a reversal, see the Payment Entry - Entering a Reversal Transaction procedure.

  Editing Uncommitted Payments

  Follow these steps to edit uncommitted payment transactions.

   CAUTION!  To avoid losing data, you must click Change Line to save the changed payment transactions.

  1. To display the record to be changed in the transaction entry line , click to highlight the desired payment transaction in the Ticket Detail Section.

  2. To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3. Enter the data changes.

  4. To complete the edit process, click Change Line or press [ENTER].
     Tip:  After you click Change Line, you can see the changed payment transaction in the Ticket Detail Section.

  Editing Committed Payments

  There are two methods for editing committed payments.

  • During Payment Entry you can enter a reversal transaction and next enter the correct payment transaction.
    Note:  NDS recommends using this method to provide a complete audit trail.

  • Or, you can edit the incorrect payment during Patient Inquiries - Transaction Details.

   

• Deleting a payment transaction, click More.

   

  Use these steps to delete uncommitted payment transactions.  

  1. To delete the current payment transaction displayed in the Ticket Detail Section, click End Payments .
     Keyboard shortcut:  [Alt + e]

  2. To complete the delete process, click Cancel Payments .
     Keyboard shortcut:  [Alt + c]
     Tip:  The associated payment transaction no longer displays in the Ticket Detail Section.

  Tip:  To delete committed payment transactions, see the Payment Entry - Entering a Reversal Transaction procedure.

   

• Understanding the field values for the following areas, click the section name in the table below: