Receipts and Adjustments

Receipt and adjustment information is entered on the Check Information screen.

Access this screen under Billing Folder > Receipts/Adjustments Fill in the information that is appropriate to the current transaction. When finished, click the Continue to Invoice Search button.

Each time you return to the Receipts/Adjustments screen, the Payment from and Receipt Fee Code fields display data from the last transaction entered; the system temporarily stores this information until you logout of SYSTOC.

If you make a mistake and apply a receipt to an incorrect invoice, be very careful to use the original Check Received (deposit) date when re-applying the receipt to the correct invoice. For example: you enter a $100 receipt on an invoice for 01/03/04; later you find the receipt should have been applied to a different invoice so you delete the receipt off the first invoice and reapply to a new invoice. When you reapply the receipt dollars to the new invoice, use a check received date of 01/03/04.



Label Description
Payment from Indicates who made the payment (Insurance, Patient, or Company) when the payment is a receipt.
Receipt Fee Code If the transaction is a receipt, enter the applicable receipt code.
Adjustment Fee Code The fee code for any adjustments you plan to make.
Note: If the check amount is less than the invoice balance and no adjustment code is entered, SYSTOC will consider the balance to be unpaid and rebillable.
Check # Enter the number of the incoming check. For cash, leave field blank.
Check Rec'd Date the check or cash was deposited. Using the deposit date makes it possible to run the Analysis Of Invoices report with the Fee Typ e set to R (receipts) and Sort/Group Level 1 set to Date_Serv (service date) and have it correspond to the total deposits for the matching date range.
Adjustment Date Date to use for any adjustments and/or EOMB; defaults to today.
Check Amt Dollar amount of the payment.
Payment Ins Plan ID The insurance plan that paid the bill, if known.
Use Reimb. Amounts Check here if you specified reimbursable amounts in the Fee file and want to use them now; the xe "Reimbursable amount" reimbursable amount will be the amount used for each line item as the check is applied to the invoice. For example, in your state you bill the insurance carrier $100 for an extended office visit but know that the most they will pay is $90. If the Fee file contains $90 as the reimbursable amount, then when you apply the payment to an invoice with this line item detail, SYSTOC will apply $90 and adjust off the rest. Note that if reimbursable amounts are not defined in the Fee file, this checkbox has no effect. See Pay Charges with Reimbursable Amounts.
Comment Optional comments on all transactions for this check.
Continue to Invoice Search Once you have entered all the known data about the check, select this button to move to the next screen where you can select the invoices and apply payments.