Change the Copay and Responsible Party for Posted Charges

How do you change the responsible party for an encounter’s charges, and how do you change the expected copay (or personal amount due) for a charge?

Contents

1 Update the Patient’s Insurance Policies and Expected Copay
2 Adjust the Copay and Responsible Party as You Post Charges
3 Use “Edit Charges” to Change the Copay and Responsible Party
4 Change the Copay and Next Responsible Party in the Insurance Payments Tool

Update the Patient’s Insurance Policies and Expected Copay

Start by fixing the patient’s policy information. Your practice can update a patient’s policies, including their expected copay, at any time before or after charges are posted. Use the Policies component, which is found in Patient Check-In, in the Demographics section of the chart, in the Post Charges tool, and wherever else your practice decides it should be visible.

When you update policy and copay before you post charges for an encounter, they will pend the correct payer and the correct expected copay will be indicated for the visit charge.

Adjust the Copay and Responsible Party as You Post Charges

As you post charges for an encounter, you can adjust the responsible party for each charge and change the copay or “Personal” amount due for each charge.

Read Post Charges to learn more.

Use “Edit Charges” to Change the Copay and Responsible Party

After charges are posted, you can make changes in from the Billing History in the patient’s chart. Select an encounter and click “Edit Charges” to change encounter details, including the code suffix, responsible party, and amount due personal (typically the copay) for each procedure.

After making changes, you can optionally queue up a new claim. Read Edit Encounter Charges and Resubmit Claims to learn more.

Change the Copay and Next Responsible Party in the Insurance Payments Tool

As you post insurance payments and adjustments, you can change the copay amount if (for example) the payer waives the copay or the ERA indicates a different expected amount.

You can also select the next responsible party for any remaining amounts due on the charges.

You can select from any policy on the patient’s record, and if necessary make changes to the patient’s policies on the same screen.

Later, you can use the History tab to edit any insurance payment and make the same changes, adjusting the copay and next responsible party.

Here are some related articles in Billing and Practice Management > Edit Charges and Encounter Claim Information:

Edit Encounter Charges and Resubmit Claims
Use Billing History in a patient's chart to review an encounter's billing details, edit encounter charges and claim information, and queue up a new claim.
Edit Encounter Charges and Other Claim Information and Resubmit a Claim
Use the Edit Charges feature in the Billing History in a patient's chart if you need to edit diagnoses, procedures, or other encounter or claim information. For example, you can change the place of service, the provider of service, responsible party for each charge, copay amount due, billing provider, and other information. After you make changes, you can queue up a new claim.
Change the Service Provider or Billing Provider After Charges are Posted
You may need to assign a billing provider to an encounter after it has been posted. Use the Edit Charges in the patient's Billing History to make changes.
Unlink and Relink a Payment
If you post a payment and later discover the procedure or payment was a mistake, you may need to "relink" the payment to different procedure.
Enter and Review Encounter Billing Notes
As you bill for an encounter or troubleshoot problems with a claim, you can keep encounter-specific notes that are attached to the billing history of the encounter.
Add an Attachment Code to a Claim
If a secondary insurance requires the EOB from the primary, or any claim requires a certificate of medical necessity, discharge summary, or other clinical documentation, you need to send an attachment to the payor. You can edit the encounter and add an attachment code to an encounter, generate a unique attachment ID, and specify the attachment type and method. Attachment information will then be sent with the electronic claim.
Change an Encounter’s Billing Place of Service After Posting Charges
You can adjust an encounter’s place of service when you post charges. Sometimes you need to change the place of service of an encounter after the charges have already been posted. Select the encounter in the Billing History in the patient’s chart. Then click “Edit Charges”. Next, edit the encounter’s location, or any other information […]
Change the Copay Due on a Charge After Charges are Posted
Learn how to change the copay due on a charge. You may need to do this after charges have been posted and a claim has been filed.

Update the Patient’s Insurance Policies and Expected Copay

Adjust the Copay and Responsible Party as You Post Charges

Use “Edit Charges” to Change the Copay and Responsible Party

Change the Copay and Next Responsible Party in the Insurance Payments Tool

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