Patient Case: Account Tab

AgileEMR: Patient Case – Account Tab

FEATURE PURPOSE: Allows users to take patient payments, add encounters, adjust patient payments as necessary and view all transaction/charge history within an Encounter. 

Collecting a Patient Payment:

• Navigate to the patient’s case, and click on the “Account Tab”
• If you want to post a patient payment, you would simply click on “Patient Payment” button.

• Once clicked, this will open a new “ Add a Patient Payment” window, where you can add in the necessary details
  • (Payment Amount, Type of Payment, Date that the payment was taken as well as an auth/check # field if you have the applicable information.)

• When all Payment information has been entered and verified, you will then want to select the “Save” button.
• Once this information has been saved, the system should automatically generate a Patient Deposit Receipt (like below):

Moving Deposit Funds:

• Navigate to the Patient’s Account tab
• Click on “ Move Deposit Funds”:

• Clicking on this button will open the “ Move Deposit Funds to Another Case” window that will allow you to enter the specifics:

• Enter the amount that you would like to transfer (NOTE: If there are no deposit balance to move, or if you are trying to remove an amount that is bigger than the balance, the system will not allow it)
• Select the case you would like to transfer the balance to
  • By clicking on the drop-down, the system will list accounts with similar patient names for you to choose from
  • If you would like to search for a specific case and it does not appear in the drop-down, then click on the “Transfer to another patient’s case” checkbox and use the “Select case to transfer balance to:” field to search for a specific case number.
• Once you have entered the amount to transfer and have selected which case to transfer it to, type in a quick note stating why you are wanting to transfer the deposit amount
  • The system will not allow you to continue until this has been filled in completely.

Hold Statements:

• Within the patient’s Account Tab, users have the ability to Hold all Statements
• If you click on this option, then the system will prompt you whether or not you will want to hold statements for this case.
  • If “Yes” is selected, the patient’s statements will not be generated until the hold has been removed from the case
    • This will also cause the “Hold Statements” button to be displayed as: “Release Statements Hold”
      • If you want this patient to start receiving their statements again, select the "Release Statements Hold" button
      • The system will ask you whether you want to stop holding the statement - select “Yes” or “No”
  • If “No” is selected, the patient’s statements will not be held and will continue to go out as planned

Adding an Encounter

• When "Add Encounter" is clicked, a new “ Add An Encounter” window will open, you will want to specify: 
  • Encounter Date
  • Encounter Location
  • Encounter Type

• Once you have entered the information as needed, and you have selected “ Save & Add Encounter” it will then open that encounter and allow you to add the charges.
• To add a charge:
  • Begin typing a number in the Charge field, or click on the drop-down to see a list of all existing charge codes available
  • Once you select the charge code you would like to use, the system should automatically pull in the diagnosis code that was reported (If you need to add a diagnosis code you can do                                  it from here as well.
  • The system will also allow the user to edit the amount of units they would like to assign to that charge code
  • The user will also be able to adjust the Unit Price, depending on the CPT Charge Code rules that are assigned to that specific Procedure (If a charge code does not allow you to                                     edit the unit price, it is because of the settings).                                                         

NOTE: If the patient is going to be responsible for these charges be sure to check the “Self-pay” check box next to the Unit Price

• When you are done adding the information, hit “Submit” to submit the charges you have entered to billing and you should be all set.
• Once submitted the charge should show up in the Charges Summary section within the Encounter.

NOTE: If you notice that a charge has been entered incorrectly and you need to have it fixed, then please submit a support ticket and someone can assist in adjusting the charge amount

Once an encounter has been added to a patient’s account tab, the options will slightly change and allow you to have access to more options:

• Patient Payment: Review Instructions above
• Transfer Deposit: There are two options this will allow you to choose from
• Transfer From Deposit to Procedure: This takes money from the deposit balance and will apply it to whichever procedure code you select
• Transfer From Procedure to the Deposit: If you have accidentally applied money from the balance to a specific charge code, then you can use this option to move the money back to the Deposit Balance
• Hold Claims: Allows you to place all encounters for this patient’s case on hold.
• Rebill Claims: If the claim was originally billed to the wrong place and you must make a change to the insurance plan after the encounter has already been billed,                                                                     you can rebill the claim from here
  • You will want to make sure you select the correct Insurance to rebill, you can select this by accessing the drop-down. If it is a new insurance, you will first need to add it into the insurance tab before being able to rebill.
  • If you do not have access to rebill, send in a support ticket stating which dates of service you would like to rebill and what insurance they should be billed to and someone will make the changes for you. 

• Modify Charges: This option allows you to make changes to the charge codes that were originally selected.
  1. Diagnosis Codes: Allows the ability to edit and add diagnosis codes as necessary.
  2. Unit $: Allows you to have access to adjust the quantity that was reported originally
  3. Quantity: Allows you to change the number of units that were assigned to a specific charge code.
  4. Modifiers: If a charge code requires that a modifier be added, but there was not one automatically added when the charge code was entered, you can add that from this screen as well.
• Once you have made the necessary changes, click “Save Changes” and it will transfer your changes into the Charges Summary section.

Edit Transaction History

• Within an encounter, this allows you to edit charges and payments that have already been applied to a charges for a date of service.
• Navigate to the patient’s case
• Go to the Account Tab
• Click on the magnifying glass next to the Encounter you would like to edit
• Once you have entered into the Encounter screen, you should notice a “Edit Transaction History” click on this

• Once you click on the “Edit Transaction History” button it will open the Charge Details which will display the transaction history associated with each charge code.
• Whichever code is highlighted in green at the top of the screen is the code you are viewing the Transaction history for.

• If there are any adjustments or payments applied, this is the area you would want to be in to reverse these actions.
• To reverse an adjustment or payment, simply hover over the adjustment or payment that you would like to reverse and a reverse option should appear. Click this option to reverse the action.
  • NOTE: Just hitting reverse does not make the change take place, you MUST ALSO click “Apply Changes” before the changes will occur.
• If you reverse a payment, the system will allow you to “Undo” the reversal before you click on “Apply Changes”, this will completely “undo” any changes you have made.

• If you would like to apply an adjustment to a line, then you would simply click on “Apply Adjustment” in the bottom left corner of the Transaction History
• Once this has been clicked a new “Apply Adjustment” window will appear
  • This where you would designate the Payer responsible, the adjustment amount and the adjustment reason.
  • It is important when making an adjustment that you select the proper adjustment code for reporting purposes.

• Once you have entered all of the information, make sure to click Apply Adjustment.
  • Keep in mind: This will not post this change, to have the change occur, you will fist need to hit the “Apply Changes” button.
• Once you have hit the "Apply Changes" button, the changes you have made will be pushed through and you will see your changes within the Transaction History section
  • Another thing to keep in mind, you can also leave a note on this page as well if you would like to leave a detailed note stating why you made the change you made. This helps for tracking purposes as well.
• View Transaction History: Allows you to view all charges and any activity that has occurred within an encounter (Looks like the “Edit Transaction History” window except that you cannot make any changes).
  • Can be useful if you want to see what changes someone made. It will also let you know WHO made the change.
  • There is also a section to place Notes if you would like to notate why you made a specific change.

• Charge History: This is a clickable field located at the bottom of the encounter page
  • Click on the Downward facing arrow to open the details.
  • Once the details open, it will display any changes that were made to the charge codes as well as providing the name of who made the charges, and the date that the charges were added/removed.
  • Charge History allows you to have a running history of every change that is made within an encounter
  • This is to help keep track of all changes made to charges.

• Adjust Balance:
  • Click on the encounter that you would like to have adjusted and click the "Adjust Balance" button
  • This will open the “Apply Balance Adjustment” window and will ask you what you would like the balance to be after the adjustment has taken place.
  • Then you must select your adjustment reason (again, the adjustment code that you would want to apply (same as within the Edit Transaction section)).
  • Once you hit “Apply Adjustment” the system will automatically adjust the ENTIRE encounter to match the amount you entered.