Statement Exception Batches

Statement Exception Batches

For the System to create Exception Batches, the System Setting must be set to Yes, which is the Default. (To change: Admin > System Settings > Statements > EXCEPTIONSBATCH)



The Exception split option provides easy accessibility to Statements that need attention before they are sent. The ability to review Exceptions in a Statement Batch allows you to Remove a Guarantor or an Encounter from the Batch or to Modify an item or Guarantor before sending the Statements.

  • Exception Batches will be created per Statement Profile for the following:

    • A Patient has money in Escrow or has a credit balance.

    • More than one Patient is connected to the same Guarantor, and one or more of those Patients have money in Escrow or a credit balance. All Patients of that Guarantor will be included in the Exception batch even if only one has the issue.

    • A Patient is deceased.

      • ​If you want to continue sending Statements to the Guarantor of the deceased or the Estate, an Exception Batch for Deceased Patients can still be uploaded manually without any further action being taken.


Info
Note that these actions are only available for statement batches that have not been uploaded.



Remove or Modify Selected Items in the Exception Batches

Select the number in the Statements column on the Exception Batch.



Remove Selected Items

  1. Choose the checkbox(es) of the items to be removed.
  • If the filter option "Separate by Encounter" is selected, each Encounter will display on a separate line, allowing you to remove individual Encounters from a Statement Batch.
  1. Select the Remove Selected Items button.
  2. Select the OK button.


Modify Selected Items

  1. Modify Selected Items: This allows you to write off the balance easily or reset the Dunning Count for Guarantors or Encounters.
  2. Select the Guarantor (or in the example, Encounter if "Separate by Encounters" option was selected) checkbox(es) to activate the Modify Select Items button.

  1. Select one of the two options:
  • Write-off Balance
  • Reset Dunning Count

Write-off Balance

  • Action: Select Write off Balance.
  • Select an Adjustment Code
  • A new Adjustment Code can be added using the Add button.
  • Change Status: Select a status from the dropdown menu.
  • Select the checkbox to Remove from Batch.
  • Enter a Note explaining why the balance is being written-off.
  • Select Save [F2].

  Reset Dunning Count

  • Action: Select Reset Dunning Count.
  • Select the Dunning Count from the dropdown menu.
  • Enter a Note.
  • Select Save [F2]. 

 


Move a Credit Balance

A Patient Credit Balance can be moved to another Encounter that has a Patient Balance for the same Guarantor.



Apply Receipts in Escrow

  • Select the Patient ID or Encounter ID.
  • Choose the Receipts link.

    


Resolved Exceptions

When the Exceptions are resolved or removed, the Batch can be uploaded as is.
  • The Batch does not need to be recreated or rerun.
  • When the Exceptions Batch is uploaded, the Statement balances will reflect any Payments/Credits that were applied.
  • The removed and the written-off Statements/Encounters will not be included in the Batch.

Job Scheduler Change

  • Batch: Choose one of these Options:
  • Statements/Invoices: Batches both Statements and Invoices
  • Statements: Batches Statements Only
  • Invoices: Batches Invoices Only
  • Upload after Batching: Select one of the following Options:
  • None
  • Clean Batch
  • Clean and Exception Batch.





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