Sometimes situations arise where money needs to be moved from one ledger to another. This may be due to a payment posted to the wrong ledger that needs to be moved to the correct one, or an insurance policy could have terminated and the balance needs to move to the responsible party ledger. Whatever the reason, there are times you may need to move balance or payments and this article will walk you through the process.
Please note - Planet DDS does not make adjustments on behalf of offices. Our team is happy to guide users through the adjustment process step by step, but all adjustments must be completed by the office directly.
Before you begin, you'll want to be familiar with accounting and posting adjustments in Cloud 9.
Let's start with the scenario where a payment was posted to the wrong ledger. We'll say it was posted to the insurance ledger rather than the patient ledger. So in order to transfer it, we will follow the below steps.
Step 1 - From the ledger we wish to transfer the payment FROM click the adjustment icon to open a new adjustment.
Step 2 - For the 'Adjustment Type', click 'Transfer'. This will bring up the balance transfer window, which looks slightly different from a normal balance adjustment. The window will show 'Transfer From' on the left hand side and 'Transfer To' on the right hand side. This is correct and we will fill it out now to move the balance.
Step 3 - On the right hand side, click the magnifying glass on patient and select the correct patient. After selecting the correct patient, pick either the responsible party or insurance from the drop down that we want to transfer the balance to. In the example below, we are transferring it from insurance balance to responsible party, so we will pick the responsible party.
Step 4 - Next, move to the 'Adjustment Details' portion of the adjustment window. We will enter this payment as a negative amount ($200.00) and since it is in the due now, we will enter it on the 'Due Now Adjustment' line.
Step 5 - Next, we will move over to the bottom right hand portion of the adjustment window labeled 'Adjustment Details'. This is where we will pick 'Receivables' or 'Contract'. If the balance is being moved in the due now like in this example, we will pick Receivables. We would only pick 'Contract' if we were moving balance from contract to contract. So our finished example of the Transfer Balance Adjustment will look like this.
**Note: We can tell it is correct by checking the 'After Adjustment' boxes on the 'Transfer From' and 'Transfer To' windows. In this example, in the 'After Adjustment' for the 'Transfer From', it shows the due now of 0.00, because the ($200.00) payment will have been moved from Delta to Responsible Party. In the 'After Adjustment' window of the 'Transfer To', we see that it reduces the balance to $800.00 from the original $1,000.00, so it is correct.
Step 6 - Once we leave a comment in the 'Comment' box, we can click the green save button and the Transfer adjustment will be complete.
Lets try a second scenario. In this scenario, the patient's insurance terminated, and we need to move the balance over to the patient or responsible party ledger. In this example, the balance being moved is $1,000.00.
Step 1 - From the ledger we wish to transfer the balance FROM click the adjustment icon to open a new adjustment.
Step 2 - For the 'Adjustment Type', click 'Transfer'. This will bring up the balance transfer window, which looks slightly different from a normal balance adjustment. The window will show 'Transfer From' on the left hand side and 'Transfer To' on the right hand side. This is correct and we will fill it out now to move the balance.
Step 3 - In this particular example we want to make sure that the 'Transfer From' box has the contract selected, since we will be moving a charge in the contract.
Step 4 - On the right hand side, click the magnifying glass on patient and select the correct patient. After selecting the correct patient, pick either the responsible party or insurance from the drop down that we want to transfer the balance to. In the example below, we are picking the Responsible party, as that is where we are transferring the balance to.
Step 5 - Next, move to the 'Adjustment Details' portion of the adjustment window. We will enter this on the 'Contract Adjustment' line, since the charge we are transferring is in the contract. Here is where we will enter the $1,000.00.
Step 6 - Next, we will move over to the bottom right hand portion of the adjustment window labeled 'Adjustment Details'. This is where we will pick 'Receivables' or 'Contract'. Since it is a charge in the Contract we will pick 'Contract.'
**Note: We can tell it is correct by checking the 'After Adjustment' boxes on the 'Transfer From' and 'Transfer To' windows. In this example, in the 'After Adjustment' for the 'Transfer From', it shows the 'Contract Future Due' as $0.00. The 'After Adjustment' portion of the Responsible party tab shows a new 'Contract Future Due' of $2075.00, which has that $1,000.00 added.
Step 7 - Once we leave a comment in the 'Comment' box, we can click the green save button and the Transfer adjustment will be complete.
Step 8 - After saving this adjustment, a box will pop up that says: 'Since you have adjusted a contract balance, you may need to revisit the contract to make appropriate changes.' Click Ok. Then navigate to the correct contract.
It will automatically add the balance to the end of the contract, matching the amounts already in the contract but it can be manually adjusted if you need it to be charged out at a different time. Once you have edited or checked the contract after applying this Contract Transfer, you are finished.
If you try to apply a balance transfer adjustment to a contract and get an error, please see this article. Contract Adjustment Error.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.