In situations where you would like to adjust an unpaid invoice balance that your hospital does not want to collect, but the client is still welcome, your team will want to follow the below steps:
Navigate to the patient’s invoice screen (patient does not need to be checked in)
Click +New Invoice at the top of the Invoices column
Enter the Reason for Invoice and select Provider
Add a line item for the account adjustment. If your hospital does not have a product titled ‘Account Adjustment,’ you may use a miscellaneous product and rename it ‘Account Adjustment’
Add the dollar amount being adjusted with a negative price and the correct provider’s initials. If you do not want credit taken from the provider, you can use staff initials created in admin for these types of situations
5. Navigate to the Payment Panel and issue a refund on the current invoice using Payment Type ‘Refund’ and Payment Method ‘Other’ for the negative invoice balance. It is always best to record payment notes explaining the situation (we recommend including the invoice ID)
6. From the Payments panel, select the previous visit invoice from the drop down
7. Apply a payment to this visit using Payment Type “Payment” and Payment Method “Other” for the amount of the refund just processed on the adjustment invoice and make a note regarding the discount adjustment
8. Close the invoice. The account balance should now be $0