Adjust Payments Directly

When necessary, you can adjust a payment using one of four adjustment methods directly from the Payment tab:

NSF payments: This option is used when a check is returned due to insufficient funds.
Partial refunds: This option is used to refund the unallocated or held portion of a payment.
Full refunds: This option is used to provide a full refund to patient. Any allocations to payments will be unallocated automatically.

Examples: The patient requests their money back because of failed treatment or because their insurance company covered the treatment costs.

Payment reversals: This option is used when the payment was entered in error by a staff member. Any allocations to payments will be unallocated automatically and the LastPmtDate and LastPaymentAmounts are recalculated to not include the selected payment.

Important: If any adjustments are added, at the end of each day, you'll need to run the Bank Deposit report.

Set Payments as NSF

Select a patient and open the Transactions module.
Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
Select a listed payment, right-click and select NSF Payment to display the NSF Payment window.

Complete the fields as necessary and click OK.

Field	Description
Date	This defaults to the current date. If necessary, select another date from the calendar drop-down.
Code	Enter the adjustment code or click the ellipsis to select from the Adjustment Codes window. Note: Once selected, the Type field displays Debit (+) or Credit (-).
Description	This field displays the description of the selected code. If necessary, you can modify the description manually.
Amount	This field displays the payment amount.

The payment displays in red text to identify that there is an adjustment on the payment record.

Tip: If applicable at your institution, you should enter an NSF charge fee. You'll now need to take payment for the original treatment(s) and the NSF charge fee, if applicable.

Partially Refund Payments

Select a patient and open the Transactions module.
Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
Select a listed payment, right-click and select Refund Payment to display the Refund Payment window.

Complete the fields as necessary and click OK.

Field	Description
Date	This defaults to the current date. If necessary, select another date from the calendar drop-down.
Code	Enter the adjustment code or click the ellipsis to select from the Adjustment Codes window. Note: Once selected, the Type field displays Debit (+) or Credit (-).
Description	This field displays the description of the selected code. If necessary, you can modify the description manually.
Amount	This field displays the payment amount that will be adjusted. It populates based on the amount that is still unallocated.
Affect Bank Deposit	Select the checkbox if this adjustment affects the bank deposit and will display on the next bank deposit report opposite the record(s) being adjusted.
Bank	Note: This field is only enabled if the Affect Bank Deposit checkbox is selected. Enter the bank code for the cash drawer where the payment was made or click the ellipsis to select from the Bank Codes window.

The payment displays in red text to identify that there is an adjustment on the payment record.

Fully Refund Payments

Select a patient and open the Transactions module.
Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
Select a listed payment, right-click and select Full Payment to display the Full Refund Payment window.

Complete the fields as necessary and click OK.

Field	Description
Date	This defaults to the current date. If necessary, select another date from the calendar drop-down.
Code	Enter the adjustment code or click the ellipsis to select from the Adjustment Codes window. Note: Once selected, the Type field displays Debit (+) or Credit (-).
Description	This field displays the description of the selected code. If necessary, you can modify the description manually.
Amount	This field displays the payment amount.
Affect Bank Deposit	Select the checkbox if this adjustment affects the bank deposit and will display on the next bank deposit report opposite the record(s) being adjusted.
Bank	Note: This field is only enabled if the Affect Bank Deposit checkbox is selected. Enter the bank code for the cash drawer where the payment was made or click the ellipsis to select from the Bank Codes window.

The payment displays in red text to identify that there is an adjustment on the payment record.

Reverse Payments

Select a patient and open the Transactions module.
Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
Select a listed payment, right-click, and select Reverse Payment to display the Reverse Payment window.

Complete the fields as necessary and click OK.

Field	Description
Date	This defaults to the current date. If necessary, select another date from the calendar drop-down.
Code	Enter the adjustment code or click the ellipsis to select from the Adjustment Codes window. Note: Once selected, the Type field displays Debit (+) or Credit (-).
Description	This field displays the description of the selected code. If necessary, you can modify the description manually.
Amount	This field displays the payment amount.
Affect Bank Deposit	Select the checkbox if this adjustment affects the bank deposit and will display on the next bank deposit report opposite the record(s) being adjusted.
Bank	Note: This field is only enabled if the Affect Bank Deposit checkbox is selected. Enter the bank code for the cash drawer where the payment was made or click the ellipsis to select from the Bank Codes window.

The payment displays in red text to identify that there is an adjustment on the payment record.

Tip:You'll now need to enter the payment correctly.