Assign Charges to Insurance from a Paid Patient Invoice

When a patient has paid for services or optical charges and the practice later needs to file the charges to insurance (e.g. billing error, insurance after-the-fact), the charges can be removed from the patient's invoice(s) and reassigned from the corresponding encounter or optical order. The patient's charges can be transferred again, as needed.

Instructions

Patient Invoice

1. Access Patient > search for and open a patient > Account.
2. Highlight the appropriate invoice and click 'Open.'
3. Click the icon beside Paid in the Status field; click the green check mark to change to Active. 
4. Click the green check mark beside Authorized to change to Pending.
5. Highlight the line item(s) that need to be assigned to insurance, and click the (-) icon. 

Create Insurance Invoice

Exam Charges

1. After completing step #5 from above, click the Svc Date field to open the encounter. 
2. Click the Check-Out workflow step > Billing.
3. Click Refresh.
4. Drag and drop the charges from the Unassigned tab to the appropriate insurance payer. 
5. Click the invoice number for the insurance invoice to open the invoice.
6. Transfer can be sent to the patient's invoice as needed. 
   1. Click 'Transfer Items.'
   2. In the Transfer Items modal, select a Transfer Reason in the dropdown menu.
   3. Input transfer amount in the Transfer column.
   4. Click 'Apply.'

Optical Charges

1. After completing step #5 from above, Optical charges need to be refreshed by closing and opening the patient's file.
2. Access Orders - Optical.
3. Highlight the appropriate order and click 'Open.'
4. Access the Billing.
5. Click Refresh.
6. Drag and drop the charges from the Unassigned tab to the appropriate insurance payer. 
7. Transfer can be sent to the patient's invoice as needed. 
   1. Click 'Transfer Items.'
   2. In the Transfer Items modal, select a Transfer Reason in the dropdown menu.
   3. Input transfer amount in the Transfer column.
   4. Click 'Apply.'