In Instinct EMR, when a client's check is returned by their bank, you can record the returned amount and any associated fee using a new invoice. This keeps your financial records accurate and creates a clear paper trail for the client's outstanding balance. Do not void the original check. Instead, record the returned amount on a new invoice.
Before you begin
You must have a “Returned Check” product set up in Instinct EMR. If this product does not exist, create it before following the steps below.
You must have a “Returned Check Fee” product set up as a product in Instinct EMR if your practice charges a returned check fee.
Configure the Returned Check product
If the Returned Check product has not yet been created in Instinct EMR, set it up as follows.
Navigate to Admin → Inventory → Products.
Set the Name to Returned Check (or something similar) and the PIMS ID to ReturnCheck.
Set the Class to Product and the Tx Category to Administrative Tasks.
Set the Formulation Unit to ea (each).
Toggle Active and Billable on.
Under Invoicing, set Selling Price to $0 and toggle Fixed off. The price will be set manually for each returned check.
Toggle Excluded from Commissions on.
Select Save.
Record a returned check on a standalone invoice
Once the Returned Check product exists, use a standalone invoice to record the returned amount and collect payment.
Open the patient's invoice screen (the patient does not need to be checked in).
Select + New Invoice at the top of the invoices column to create a standalone invoice.
Set the Reason for Invoice to Returned Check.
Set the provider to one that is not commission-tracked, such as Hospital Use. Choosing a different provider is important, as the provider on the original invoice was already credited for the revenue that the check paid.
Add the Returned Check product to the invoice.
If your practice charges a fee, add the Returned Check Fee product as a second line item.
Set the price of the Returned Check line item to the original check amount as a positive value.
Select Close Invoice.
When the client pays using a new payment method, apply the payment to this new Returned Check invoice.
Note: Enter the returned check amount as a positive value, ensuring the outstanding balance is correctly reflected on the client's account. |
Frequently asked questions
Should I void the original check?
No. Do not void the original, returned check. Record the returned amount on a new standalone invoice instead.
Why do I set a provider that is not commission-tracked?
The provider on the original invoice was already credited for revenue when the check paid that invoice. A provider that is not commission-tracked prevents the revenue from being credited a second time.
Why do I create a standalone invoice instead of adding to an existing visit invoice?
A standalone invoice keeps the returned check transaction separate from visit charges, making it easier to track and reconcile.
What if my practice does not charge a returned check fee?
Skip adding the Returned Check Fee line item. Only add the Returned Check product for the original check amount.
Can I apply a payment to this invoice before the client pays?
No. Close the invoice first, then apply the client's new payment.
Still need help?
Contact the Instinct support team via live chat or email [email protected].