Making a Location Change Adjustment

The location change adjustment enables you to transfer a patient balance from one location to another. Locations are generally set up to identify different offices for a practice. More...More...

There are times, even in a single-office practice, when you may want to set up multiple locations. For example, many practices set up a collections location so that accounts sent to a collection agency can be tracked separately and not distort the aged receivable balance for active accounts. ExampleExample

Your practice has several locations. A patient typically comes to one location for appointments and makes contract payments at that location. Then the patient moves and starts going to one of your other locations for appointments.

To transfer the patient balance to the new location, click the Location Change adjustment. Choose the location to change to, and click Transfer Balance to new Location.

The patient location is changed in the Patient Information window.

If a patient from another location is seen in this office for a single appointment, change the location in the Charges and Payments window before posting any transactions. This is a temporary change that affects only today’s production and deposits.

To make a location change adjustment:

Select the Location Change option button in the Financial Functions — Adjustments window. The patient’s current location is displayed, along with a drop-down list that enables you to select the location to which you want to transfer the patient balance.
In the To New Location field, click the drop-down list to select the new location.
Click Transfer Balance to new Location. A message is displayed, reminding you that this adjustment will transfer the entire patient balance to the new location, change the location shown in the Patient Information window, and post all future transactions to the new location. Another message is displayed, enabling you to cancel the adjustment. Click OK to update the account.

A message is displayed, stating that the location change has been performed and that all future transactions will be credited to the new location.

If you select a new location for a patient using the Location drop-down list in the Financial Functions — Charges and Payments window, a location change adjustment is automatically posted. When the software posts these automatic location changes, the amount connected to the location change reflects only the amount of the transaction posted, and the location shown in the Patient Information window remains unchanged.

You can view the location in the Patient Information window, but you cannot change the location if a balance or ledger history exists.