Open/Close, Attach/Detach, and Archive a Reference Batch

Open/Close, Attach/Detach, and Archive a Reference Batch

Notes You may not be able to see all Reference Batches depending on the User's Permissions.


A Reference Batch remains OPENED until you change the Status button to CLOSED.

  1. When finished reviewing the charges and payments, the Reference Batch should be Closed.
  2. The Chain link icon that is highlighted in green indicates that you are linked to the Reference Batch.
  1. If it is not highlighted in green, it is unlinked.
  1. If you are linked to a Reference Batch, the Batch number will show on the upper right of the screen.
  2. You can only be linked to one Reference Batch at a time.


Reference Batches are marked as Open by default when the Reference Batch is added.

  • A Reference Batch remains Open until you change the Status to Closed unless the Reference Batch is a POPS Reference Batch.
  • When finished reviewing the charges and payments, the Reference Batch should be Closed.
  • A Reference Batch can be re-opened after it has been closed.

Alert
The Chain Link will be green when attached and the Reference Batch Number will show on the upper right of the screen.

If you are doing any of the following, you need to be linked to a Reference Batch.

  1. Creating, Deleting, or Modifying a Receipt
  2. Voiding or Refunding a Receipt
  3. Posting Payments (Manual, ERAs, and Copays)
  4. Posting Adjustments
  5. Entering Charges
  6. Doing Write-offs

If there is a Linked Reference Batch, it will display on the upper right of your screen.

  1. Select the Reference Batch number.

  1. To Close the Reference Batch: On the Batch Details banner, select the Green Globe beside the Status, Opened.

  1. The Reference Batch will be Closed and Unlinked.
  2. The Reference Batch will no longer be available on the upper right.


  1. Select the Reference Batch number.

  1. Select the Chain Link on the banner to unlink the Reference Batch without closing it.


Close/Open an Unlinked Reference Batch

  1. On the top right, select the Reference Batch link.

  1. On the Reference Batch, select the Green button to Close or the Red button to Open.
  • Close: The Green button will change to a Red button with the Status of Closed.
  • Open: The Red button will change to a Green button with the Status of Opened


Close/Open an Unlinked Reference Batch

Close an Unlinked Reference Batch

  1. On the top right, select the Reference Batch link.

  1. On the Reference Batch, select the Green button to Close,
  1. The Green button will change to a Red button with the Status of Closed.
  1. If the Reference Batch was linked, it will be unlinked automatically.


  1. Select the Reference Batch link on the upper right.

  1. Select the Red button to reopen a Closed Reference Batch.

  1. Select the Chain to link to the Reference Batch.

Close or Open a Reference Batch from the Reference Batch List

  1. On the top right, select the Reference Batch link.

  1. On the Reference Batch, select the Green button to Close or the Red button to Open.
  • Close: The Green button will change to a Red button with the Status of Closed.
  • Open: The Red button will change to a Green button with the Status of Opened


Archive a Reference Batch

Archive a Closed Reference Batch

Only a Closed Reference Batch can be Archived.

  1. Close the Reference Batch.
  2. Select the Reference Batch number.

  1. On the Add/Modify Reference Batch screen, choose Archived for Batch Status and Save.
  2. View the Archived Reference Batch by choosing Archived for Status in the Filter Criteria.

Find an Archived Reference Batch

  1. Select the Reference Batch link on the top right.

  1. On the Reference Batch List screen, choose Archived from the Status dropdown.

  1. A list of Archived Reference Batches will be listed on the Reference Batch List screen.

Learn More

Add/Modify a Reference Batch

Reference Batch Overview

Reference Batch List and Details

Reconcile Reference Batch Receipts

Move an Encounter or Receipt

Validation Error: You must be attached to a reference batch...

Reference Batch System Settings

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