• This action will create a Credit Memo (Invoice) to send to the Employer/Attorney with the credit that was invoiced inaccurately.
• The Credit Memo will be batched in the next Invoice/Statement run but can also be printed On-Demand.
• Do not reverse an Invoice to correct the Charges on an existing Encounter.

• Creating a Credit Memo eliminates the need to reverse an Invoice.

Credit Memo vs. Reversal

On the Encounter Dashboard, the System determines which button (Credit Memo or Reverse) to show based on the Mailed status of the Invoice.

• Encounter has a Mailed Invoice: The Encounter must have an Invoice Batch Item with a Mailed status (a previously created Credit Memo batch does not count), so the Credit Memo should be used.

• This preserves the billing integrity of the Encounter.

• Encounter does NOT have a Mailed Invoice: The Encounter does not have an Invoice Batch Item with a Mailed status, so the Encounter should be Reversed.

Reverse an Encounter

The Reverse button appears on the Encounter Dashboard when the Credit Memo button does not, specifically when the Encounter has not mailed an Invoice.

Learn More: Reverse an Encounter for Modification or Deletion

Create a Credit Memo

Encounter Dashboard

1. From the Encounter Dashboard, select the Credit Memo button.
   

      

2. Select the Action:

• Remove Employer
• Select New Employer
• Self Pay
• Delete Encounter

3. Enter the required fields (these change depending on the selected Action).
4. After reading I Understand items, select the checkbox for I understand the above.
5. Select Save [F2].

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. 

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

4. 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.

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

• This activates the Credit Memo button.

6. Select the Credit Memo button.

6. 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 an Invoice Credit

Remove Employer

• The Employer was billed in error, but the Responsible Party has not been identified yet.

Steps to Remove Employer

1. Action: Select Remove Employer.
2. Tags: Add a Tag(s).

• If a the Worklist has been assigned to a Tag, a Worklist Item will be created automatically.

3. Tag Attach Reason: Enter a Reason for removing an Employer from an Invoice Charge.
4. After reading I Understand items, select the checkbox for I understand the above.
5. Select Save [F2].

6. A Credit Memo Batch will be created on the Statement/Invoice Management Dashboard, which you can send immediately or send with the next Cycle Run.

Worklist Item

The Worklist Item is created from the Tag that was selected on the Credit Memo Screen.

Cloned Encounter Dashboard

A new Encounter will be created as a clone of the Selected Encounter(s).

• The Encounter will be created as an Incomplete Encounter.
• The Task Item and Tag will be displayed as a banner.
• The Note panel will display the details of the Credit Memo Process.

Select New Employer

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

• Remove the Encounter from the Original Employer
• Send an Invoice to the correct Employer

Steps to Select a New Employer

1. Action: Choose Select New Employer on the Credit Memo screen.
2. New Employer: Select the New Employer ID using the Lookup icon or enter the ID.
3. Tags (Optional): Select a Tag if applicable.
4. Tag Attach Reason (Optional): Enter a Reason for attaching a Tag if applicable.
5. After reading I Understand items, select the checkbox for I understand the above.
6. Select Save [F2].

7. 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 it is negative)
• Total Amount: -$100.00

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

8. 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 as an Incomplete Charge.

• The Original Encounter, 8396, was linked to the first Employer.
• The Encounter was Reversed for Modification.

• The cloned Encounter has the same Encounter number as the Original Encounter (8396).

• The New Cloned Encounter is linked to the new Employer, who will be billed on the next Invoice run.

• The Notes Panel displays the Credit Memo actions taken.

Self-Pay

Action: Select Self-Pay on the Credit Memo screen to make the Guarantor the Responsible Party.

Steps to make the Encounter Self-Pay

1. Action: Select Self-Pay.
2. Tags (Optional): Add a Tag.

• If a the Worklist has been assigned to a Tag, a Worklist Item will be created automatically.

3. Tag Attach Reason (Optional): Enter a Reason for removing an Employer from an Invoice Charge.
4. After reading I Understand items, select the checkbox for I understand the above.
5. Select Save [F2].

6. A Credit Memo Batch will be created on the Statement/Invoice Management Dashboard, which you can send immediately or send with the next Cycle Run.

7. A Cloned Encounter and two Reversal Encounters will be created.

8. The Balance Responsibility will be moved to the Guarantor.

9. 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.

Delete Encounter

Create a Credit Memo to delete an Encounter that was entered in error.

1. Action: Select Delete Encounter.
2. After reading I Understand items, select the checkbox for I understand the above.
3. Select Save [F2].

4. A Credit Memo Batch will be created on the Statement/Invoice Management Dashboard, which you can send immediately or send with the next Cycle Run.

5. The Encounter is Reversed for Deletion.

A Credit Memo Cannot be Created If:

• 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.

3. Select the Statement Batch number.

4. Select the Preview/Print button.

5. Select the checkbox for Mark as Mailed.
6. Select the Run button.

Credit Memo Output

Learn More

Attorney and Employer Direct Invoices Overview

Employer/Attorney Dashboard

Employer/Attorney Ledger

Employer/Attorney Library

Invoice Profile Setup

Invoice System Settings

Send an Employer to Collections

Workers Comp and Jopari Electronic Attachments

Auto-Post Multiple Refunds and Print Refund Checks