Print article

Claim Transactions

Most claim transactions are entered using the Payments and Refunds tasks; however transactions can also be entered directly from the Find Claim task (or browser). This topic explains how to use the new Action menu or keyboard shortcuts to perform various transactions within claims browser.

To enter transactions or to perform other actions within the claims browser, do the following:

1.  On the Encounters menu, click Track Claim Status. This opens the Find Claim task (or browser).

2.  In the first field of the search bar, select the claims you wish to view, and then click the Find Now button.

Note that there is an Action button on the Task Button Bar at the bottom of the claims browser. When clicked, this button displays a list of actions that can be performed on a selected claim. You can also right-click in the list area of the screen to display the Action menu. And, lastly, once you become familiar with the new keyboard shortcuts specific to the claims browser, you can select an item and then use the keyboard shortcut corresponding to that action. In most cases, selecting an item within the Action memo or using the keyboard shortcut opens the Transaction panel for a specific action.

The new keyboard shortcuts specific to the claims browser include the following:

3.  To locate one or more claims, refer to the relevant steps in Find Claims.

4.  Once you locate and select the claim, use the Action menu or the keyboard shortcut to select the action you wish to perform.

The actions that can be performed are explained in more detail below:

Print paper claim:

• Entering the keyboard shortcut (Ctrl+F) or selecting "Print paper claim" from the Action menu opens the standard Windows Print dialog. Click OK to print the claim. (For more information on printing a single claim or printing a group of claims, see Print Paper Claims).

Rebill a Claim:

• Entering the keyboard shortcut (Ctrl+R) or selecting "Rebill" from the Action menu opens the Transaction panel specific to rebilling claims.

• Memo: Enter any notes you wish to store with the transaction record.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction. If more than one claim is associated with an encounter record, the system will display a message asking if you wish to rebill all claims associated with the encounter. Clicking Yes will reset all claims associated with the encounter to Ready status. Note that this function is typically used when a claim has been previously rejected. After the appropriate edits have been made, you would use this function to rebill the claim. (See Edit Claims for more information.)

Transfer the balance on a claim:

• Entering the keyboard shortcut (Ctrl+T) or selecting "Transfer" from the Action menu opens the Transaction panel specific to transferring a balance.

• Memo: Enter any notes you wish to store with the transaction record.

• Change Status: Select the status change.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Add a note to a claim:

• Entering the keyboard shortcut (Ctrl+N) or selecting "Note" from the Action menu opens the Transaction panel specific to adding a note.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Memo: Enter any notes you wish to store with the transaction record.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Settle a claim:

• Entering the keyboard shortcut (Ctrl+S) or selecting "Settle" from the Action menu opens the Transaction panel specific to settling a claim.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Adjustment: Select the adjustment code that applies to this transaction.

• Memo: Enter any notes you wish to store with the transaction record.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Void a transaction:

• Entering the keyboard shortcut (Ctrl+O) or selecting "Void" from the Action menu opens the Transaction panel specific to voiding a transaction.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Memo: Enter any notes you wish to store with the transaction record.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Apply a payment to a claim:

• Entering the keyboard shortcut (Ctrl+Shift+A) or selecting "Apply a payment" from the Action menu opens the Transaction panel specific to applying a payment.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Payment: Click the Payment button to display the Select Payment task. Once you locate the payment; double-click on the payment, or click once on the payment and then click the OK button on the Task Button Bar.

• Unapplied: This box will automatically populate based on the unapplied amount shown in the Select Payment screen.

• Post Amount: Enter the amount of the payment.

• Memo: Enter any notes you wish to store with the transaction record.

• Change Status: Select the status change.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Apply an adjustment to a claim:

• Entering the keyboard shortcut (Ctrl+J) or selecting "Adjustment" from the Action menu opens the Transaction panel specific to applying an adjustment.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Adjustment: Select the adjustment code.

• Payment: Click the Payment button to display the Select Payment task. Once you locate the payment; double-click on the payment, or click once on the payment and then click the OK button on the Task Button Bar.

• Amount: Enter the amount of the adjustment.

• Reason: Select the reason for the adjustment.

• Memo: Enter any notes you wish to store with the transaction record.

• Change Status: Select the status change.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Apply and adjust a payment on a claim:

• Entering the keyboard shortcut (Ctrl+Shift+J) or selecting "Apply And Adjust" from the Action menu opens the Transaction panel specific to applying and adjusting a payment.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Payment: Click the Payment button to display the Select Payment task. Once you locate the payment; double-click on the payment, or click once on the payment and then click the OK button on the Task Button Bar.

• Memo: Enter any notes you wish to store with the transaction record.

• Unapplied: This box will automatically populate based on the payment selected from the list of payments.

• Pay: Enter the payment amount.

• Adjust: Enter the adjustment amount.

• Adjustment: Select the adjustment code.

• Reason: Select the reason for the adjustment.

• Change Status: Select the status change.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

Transfer a patient copay:

• Entering the keyboard shortcut (Ctrl+Shift+T) or selecting "Transfer" from the Action menu opens the Transaction panel specific to transferring a patient copay.

• Posting Date: Leave this box set to the current date, or change the date if needed.

• Payment: Click the Payment button to display the Select Payment task. Once you locate the payment, double-click on the payment; or click once on the payment and then click the OK button on the Task Button Bar.

• Amount: Enter the amount to transfer.

• Memo: Enter any notes you wish to store with the transaction record.

• Apply: Click the Apply button on the right of the transaction panel to apply the transaction.

5. To close the claims browser, press the Esc key on your keyboard.

See Also:

Edit Claims

Print Paper Claims

Submit Electronic Claims

Show all how-to articles