Credit Memo: Invoice Corrections

Credit Memo: Invoice Corrections


On the Invoice Batch Items screen, the Credit Memo button can be used to correct inaccurately invoiced Encounters.

  • This action will create a Credit Memo (Invoice) to send to the Employer/Attorney with the credit that was invoiced inaccurately.
  • It will be batched in the next Invoice/Statement run.
  • The Credit Memo Invoice can also be printed On-Demand.


Create a Credit Memo

Statements on the Left Side Menu > History link on the Statements/Invoices Management Dashboard

Attach to a Reference Batch before proceeding. If you are not attached to a Reference Batch, the Credit Memo button will not be available.

  1. Select Statements on the Left Side Menu,
  2. Select the History link on the Statements/Invoices Management Dashboard. 

  1. On the Invoice Batch that contains the Encounter(s) that was previously sent, select the number in the Statements column.

  1. In the Filter Criteria for Separate by: Select Encounter.
  • Do not skip this step.
  • The Credit Memo button will not be active if Separate By: Encounter is not chosen.

  1. Select the checkbox(es) for the Encounter(s) that you want to make changes to  a previous Invoice.
  • This activates the Credit Memo button.
  1. Select the Credit Memo button.

  1. Actions: Choose one of the Options in the dropdown. (Mandatory)
  • Select Remove Employer
  • Choose Select New Employer
  • Select Self-Pay
  • Select Delete Encounter.


Results of the Creation of a Credit Memo (Invoice)

Remove Employer

  • The Employer was billed in error, but the Responsible Party has not been identified yet.
  • If you have a Worklist attached to the Tag, it will auto-create a Worklist item for the Encounter to work later.

Worklist Item

This is from the Tag that was selected on the Credit Memo Screen.


Cloned Encounter Dashboard


Self-Pay

Action: Select Self-Pay on the Credit Memo screen.


  • A Credit Memo will be created.
  • A Cloned Encounter and two Reversal Encounters will be created.

  • The Balance Responsibility will be moved to the Guarantor.

  • The Invoice Profile will shift to the Default Statement Profile and will be billed to the Guarantor in the next Cycle or an On Demand Statement can be created.


Select New Employer

An Employer was Invoiced, but it was later discovered that the Employer was incorrectly billed.

  • Remove from the Original Employer and Invoice the correct Employer.

Action: Choose Select New Employer on the Credit Memo screen.

  • When the Credit Memo screen is saved, a Credit Memo is auto-created to send as a credit to the Original Employer.
  • Balance Forward: -$100.00 (note that is negative)
  • Total Amount: -$100.00
  • Items Link: Use the link to see the Batch Items.
  • Use the Print/Preview button to print the Credit Memo Invoice to send to the original Employer.


Invoice the New Employer

  • The Original Encounter is cloned.
  • The Original Encounter, 8396, was linked to the first Employer.
  • The Encounter was Reversed for Modification by the actions above (e9418 & e9412 & 9413)
  • The cloned Encounter has the same Encounter number as the Original Encounter (8396).
  • The New Cloned Encounter is linked to the other Employer.
  • The Balance Responsibility is the new Employer, who will be billed on the next Invoice run.
  • The Notes Panel displays the Credit Memo actions taken.


Reasons a Credit Memo cannot be Created

  • A Credit Memo cannot be created on an Encounter that has a posted Payment.
  • A Validation Warning will display.
  • Select the Cancel button.
  • The Credit Memo button will not be active if Separate By: Encounter is not chosen in the Filter Criteria on the Invoice Batch Items screen.


Print an On-Demand Credit Memo Invoice

  1. Select Statements on the Left Side Menu.
  2. Select the Create On-Demand Batch button.

  1. Select the Statement Batch number.

  1. Select the Preview/Print button.

  1. Select the checkbox for Mark as Mailed.
  2. Select the Run button.

Credit Memo Output


Learn More

Attorney and Employer Direct Invoices Overview

Employer/Attorney Dashboard

Employer/Attorney Ledger

Employer/Attorney Library

Send an Employer to Collections

Workers Comp and Jopari Electronic Attachments

Auto-Post Multiple Refunds and Print Refund Checks




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