Create a Credit Memo

Attach to a Reference Batch.

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

1. Find the Invoice Batch.
2. Select the number in the Statements column.

3. In the Filter Criteria, select Encounter for Separate by.

• Do not skip this step. The Credit Memo button will not be active if Separate By: Encounter is not chosen.

4. Select the checkbox(es) for the Encounter(s) that you want to make changes to a previous Invoice.
5. Select the Credit Memo button.

6. Actions: Choose one of the Options in the dropdown.

• Remove Employer

• Select a Tag for the Encounter(s).
• Enter a Tag Attach Reason: Enter a Reason, if applicable

• Self-Pay: Moves the Encounter Responsibility to the Patient.
• Select another Employer from the dropdown list which will create a new Invoice.

7. Tags: Optional for all except for Remove Employer.
8. Tag Attach Reason: Optional
9. I understand

• A new Encounter will be created with opposing Procedure Fees.
• A new Encounter will be created as a clone of the Selected Encounter(s).
• The Post Date and Reference Batch will be updated for the Selected Encounter(s).
• The Encounter(s) cannot be "Un-reversed".

10. Select the checkbox for I Understand the above to affirm that you know the consequences of selecting the Save button.
11. Select Save[F2].

Results of the Creation of a Credit Memo (Invoice)

Actions:

• Remove Employer
• Self-Pay
• Another Employer is chosen

Remove Employer

Action: Remove Employer was selected on the Credit Memo screen.

• 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.

• Send the created Credit Memo to the credited Employer.

Worklist Item created from Tag on the Credit Memo Screen

Cloned Encounter Dashboard

Self-Pay

Action: Self-Pay was selected on the Credit Memo screen.

• A Credit Memo will be created.
• A Cloned Encounter and two Reversal Encounters will be created (as seen above).
• The Balance Responsibility will be moved to the Guarantor.
• Invoice will shift to Statement and will be billed to the Guarantor in the next Cycle or an On Demand Statement can be run.

Remove from the Original Employer and Invoice another Employer

• An Employer was Invoiced, but it was later discovered that the Employer was incorrectly billed.
• Action: "Another Employer" was selected on the Credit Memo screen.

After the steps above have been completed, the Invoice Batch Dashboard displays.

• A Credit Memo is auto-created to send as a credit to the Original Employer, Grapevine.

• Balance Forward: -$292.00 (note that is negative)
• Total Amount: -$292.00

• View Batch Items: Use the link to see the Batch Items.

Invoice the New Employer

• The Original Encounter 8213 is cloned.

• The Original Encounter was linked to Employer, Grapevine.
• The Encounter was Reversed for Modification by the actions above.

• The cloned Encounter has the same Encounter number as the Original Encounter, 8213.

• The New Cloned Encounter is linked to the other Employer, Merchant Marines.
• The Balance Responsibility is Merchant Marines.
• Merchant Marines will be billed on the next Invoice.

• 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.