Making a Payment Adjustment

Payment adjustments are used to correct payments posted to the ledger. This process reverses the transaction and indicates on the ledger that the payment was adjusted. More...

Use this adjustment when:

A payment is posted for the wrong amount.
A payment is posted to the incorrect patient, responsible party, or insurance.
A check is returned from the bank due to insufficient funds.
A credit card payment is posted in error.
A payment posting error is found after the daysheet has been closed and the deposit has been made. To avoid affecting today’s deposit, re-post the correct payment as a miscellaneous payment (Misc. Pymt 1). This properly credits the account but is not tracked on the deposit slip.
The software displays a list of all payments that have been posted to the selected patient. Previously adjusted payments are disabled.

To make a payment adjustment:

Select the Payment Adjustment option button in the Financial Functions — Adjustments window. The payments available for adjustment are displayed in the center of the Financial Functions — Adjustment window.

Select the payment you want to adjust. A default comment is displayed in the Comment section, and the cursor moves to the end of this comment automatically. Add your own comment at the end of this comment, or select the comment and replace it with another comment.

Click Posted in Error. The Posted in Error window is displayed, showing a description of the payment and all accounts that are affected by the adjustment.

Click OK to post the adjustment and update all accounts indicated in the window.

After a payment is reversed, it is grayed out on the Financial Functions window, as well as in the ledger.

If you select Cancel, the software does not post the adjustment and returns you to the Payment Adjustment input section.

If a payment is adjusted before a statement is generated for the account, neither the payment nor the adjustment is displayed in the ledger section of the statement.

Bulk insurance payments are not reversible using the payment adjustment feature. You must use the balance adjustment to reverse bulk payments.

An alternative to using the payment adjustment is to transfer the amount posted in error to the correct responsible party/insurance/patient (in the same family), unless you are using Promises, in which case you need to post against a promise.