Use the Payment Distribution window to apply specific dollar amounts from a payment to specific line item charges.
A credit is fully distributed when the Remaining value = $0.00.
The Payment Distribution window is displayed automatically when you click OK from the Check Out Ledger, or whenever you add a payment directly to the Ledger.
You can also access this window from:
Ledger Card - Right-click a credit entry and select View distribution.
Undistributed Payments Expert - Select an entry and click Distribute.
Bulk Payment Entry - Click Add patient payment/adjustment.
The Payment Information section contains details about the credit: Responsible party, Payment code, Entry date, Service date, Total amount of payment, and the Remaining amount to be distributed.
If you have over-distributed a credit, the Remaining amount will be negative. You must edit the distribution in the Amt to apply column to be equal or less than the credit amount in order to continue.
A credit is fully distributed when the Remaining amount is $0.00.
Use the filter options for Account, Producer, Production Owner, Insurance Claims, and Charges (All, or newer than 6 months).
For each of these, select whether to include all (default), or filter by specific criteria for each category.
The Account defaults to the entire account for the Responsible Party. To see only transactions for one patient, select the Specific patient filter.
A line-item list of charges is displayed. For each transaction, you can see:
Service and Distribution Dates
Producer and Production Owner
Transaction Code and Description
Fee and Estimated Insurance
Estimated Write Off amount
Paid - other
Due Now (Fee – Est ins – Est WO – Paid-other = Due now)
Amt to Apply
The Ledger History button enables you to view a read-only version of the ledger.
Transactions are color coded, per the Legend at the bottom of the window.
Green = A distribution from the current credit is applied to the procedure.
Blue = A distribution from the current credit is applied, and the debit to which the distribution is applied falls outside the scope of an applied filter.
You can enter amounts directly into the fields in the Amt to apply column, or you can use the Distribution method feature to distribute a payment across multiple charges.
To distribute the payment across multiple charges:
Use the drop-down list to select a Distribution method, such as whether to pay the oldest charges first, or today's charges and then the oldest, and so forth.
Click Distribute. The payment amount is distributed in the Amt to apply column, per the selected method.
Click Clear Distribution if you want to select a different method, or enter amounts manually.
Use the Amt to apply column to enter additional credits or changes in distribution. This column can be edited to show any value not exceeding the Fee minus Paid-other. It is recommended that you enter no amount exceeding the Due Now amount. Values may be populated by manual entry or by selecting a distribution method from the drop-down list, and then clicking Distribute.
The Amt to apply can be removed by manually entering 0.00 or clicking Clear distribution. You can also increase or decrease the entered amount, but you require a security access level of 10 to reduce a distribution past the Error Correction Time Span (90 day rule).
Click OK. The remaining amount is displayed in red, and a message alerts you when additional distributions are possible.
From the patient's ledger, right-click the entry you want to view, and select View/Edit distributions.
If the entry is a credit, the Payment Distribution window is displayed, where you can edit the Amt to apply.
If the entry is a debit, the Payments Distributed to this Charge window is displayed.