Transferring Patient Balances

You can transfer a balance from one patient to another through a series of adjustments. For example, if a parent has overpaid and has a positive balance of $100.00, they can distribute these funds to their child/guarantee. To transfer the patient's positive balance, you must first adjust the balance through a refund.

To refund the patient who is transferring their funds:

From the Patient tab, select Financials > Ledger.
Under Actions, select Adjust Balance. The Adjust Balance window is displayed.

Select Refund as the type of adjustment. The appropriate entry fields are displayed.
Select the Location, and enter the Refund Amount; for example $100.00.
Use the Date field to enter the service date for which the refund is being applied. The Ledger reflects the service date and the transaction date that the refund was entered into the system.
Use the Comments field to enter the reason for the refund; for example, Balance Transfer to [Patient Name].
Click Save Changes.

When the patient is refunded, you can then adjust the balance of the patient receiving the funds by posting a write-off to their account.

To adjust the receiving patient's balance:

From the Patient tab, select Financials > Ledger.
Under Actions, select Adjust Balance. The Adjust Balance window is displayed.

Select Write-Off as the type of adjustment. The appropriate entry fields are displayed.
Select the Provider for the procedure being discounted, and the Location to apply the adjustment.
Use the Date field to enter the service date for the write-off. This defaults to the current date; however, you can enter a previous service date. The Ledger reflects both the service date and the transaction date that the adjustment was entered into the system.
Select the Write-Off Type from the list, or click Edit to create a new type.
Enter the Write-Off Amount. The Adjusted Balance is calculated.
Use the Comments field to enter the reason for the write-off; for example, Balance Transfer from [Patient Name].
Click Save Changes.