Moving Patient Payments Between Billing Systems

When transitioning from your old billing system to RevFlow, there may be a brief period of time where patient payments are being posted in the wrong system. These payments can be moved between the two billing systems to ensure proper balancing, but one thing must remain the same: the integrity of the payment. The method in which you use to transfer payments depends on the open or closed status of the month and which system the payment was posted in.

Posted in RevFlow During an Open Month

For example, if a patient payment is posted to RevFlow in August, then you have until August 31st to use this process to move the payment to your old billing system.

  1. Locate and open the patient’s record in RevFlow.
  2. With the patient selected, navigate to Payment > Unassigned Payments.

  3. Find the desired payment and scroll to right. Make note of important details, such as the Orig Amt, Deposit Date, and Check/CC Number.

  4. Click Delete to remove the payment from the system.
  5. Next, post the payment in your old billing system. Remember to keep the integrity of the payment information. This includes using the same Orig Amt, Deposit Date, and Check/CC Number.

Posted in RevFlow and the Month is Closed

For example, if a patient payment is posted to RevFlow in August and it is now September, then you have to use this process to move the payment to your old billing system.

  1. Locate and open the patient’s record in RevFlow.
  2. With the patient selected, navigate to Payment > Unassigned Payments.
  3. Find the desired payment and make note of important details, such as the Orig Amt and Check/CC Number.
  4. Using the payment form at the top of the page, Add a negative payment in the amount of the patient payment that needs to be moved. For the “Trans. Type”, always select Copay.
  5. Next, post the payment in your old billing system. Remember to keep the integrity of the payment information. This includes using the same Orig Amt and Check/CC Number. Use the date of the negative payment you just posted as the Deposit Date.

Posted in Old Billing System

If the patient payment is located in your old billing system and needs to be moved:

  1. Navigate to the patient’s Records in the WebPT EMR.
  2. Verify that you have the correct case selected and click Patient Payments.
  3. Use the Add Payment button to enter the payment and associated details. Be sure to keep the integrity of the payment information and mark the payment as Paid.
  4. After the payment is saved, the information will be transmitted into RevFlow for you.
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