In Instinct EMR, balances and credits from your old PIMS will not transfer automatically or through medical record migration. This article explains how to manually move accounts receivable (A/R) balances and credits into the Instinct Ledger for each client.
Tip: Go-live is a great opportunity to review your accounts receivable and decide whether old balances should be sent to collections rather than carried forward into Instinct.
Before you begin
Create a billable product in Instinct called A/R Balance Transfer from [PIMS name].
Create an A/R doctor in Admin → Staff so that balance transfers can be filtered out of commissionable providers if the provider has already been paid commissions on the balance.
How to transfer an A/R balance to the Instinct Ledger
Follow these steps for each client whose balance needs to be transferred:
If the client has been seen before in Instinct, create a Standalone Invoice titled A/R Balance Transfer from [PIMS name]. If the client has never been seen in Instinct, check the client into the OTW board with the reason for visit set to A/R Balance Transfer from [PIMS name].
Reference the client's A/R balance in your old PIMS.
Add the A/R Balance Transfer from [PIMS name] line item to the Instinct invoice. Enter the amount as a positive value if the client owes a balance, or a negative value if the client is owed a credit.
Select the A/R doctor as the provider on the invoice.
Check out and close the invoice in Instinct.
Zero out the balance in your old PIMS.
Applying a payment or refund to a transferred balance
When a client returns to pay or receives a refund on a transferred balance, the payment or refund must be applied to the specific invoice number created during the transfer.
Open the Payments panel.
Select the client in the Patient field.
Select the A/R Balance Transfer invoice number in the Invoice field.
Complete the remaining payment fields and click Record Transaction.
Frequently asked questions
Will balances transfer automatically when we migrate medical records?
No. Balances and credits must be transferred manually using the steps above. Medical record migration does not include financial data.
What if a client has a credit instead of a balance owed?
Enter the A/R Balance Transfer line item as a negative amount to reflect a credit owed to the client.
Why do I need to create a separate A/R doctor?
The A/R doctor allows balance transfers to be filtered out of commissionable provider reports, preventing double-counting commissions that were already paid in your old PIMS.
Still need help?
Contact support via live chat or email [email protected].