Edit an Encounter

With the Edit an Encounter function, you can quickly and easily edit a charge, payment, or adjustment that has been previously posted. The purpose of this function is to change non-financial information for insurance and statistical purposes. You cannot edit the patient name or number, accounting date, or transaction amount using this function. To correct those items, you must use the Reverse a Transaction function and then re-enter the transaction(s) correctly.

Upon accessing this function, you must first select the patient account that contains the transaction(s) you want to edit. If you try to access a patient's account and it is already in use, CGM webPRACTICE displays the message Patient file in use...Try again later. This prevents workstations from locking up while they wait for the patient's account to become available.

After selecting the patient account, the patient's transaction history displays. If you only want to edit transactions for a particular case, select the case you want from the Case list and the screen refreshes to show only the transactions for that case. To limit the quantity of transactions displayed to a specific date-of-service range, type the From and Thru dates and click Go.

You can edit a single transaction by clicking anywhere in the row containing the transaction information, or you can select multiple transactions or encounters to file, refile, or edit them at one time. Check boxes to the left of the Service Date column header and to the left of each charge line item let you select an individual line item, multiple line items, all line items, or whole encounters. To select items that span multiple pages of the patient's transaction history, select the items on the current page and then paginate to the next page to select additional items. The Actions drop-down (located under the Date of Service From and Thru boxes) becomes active when at least one box is selected; from it, choose File Selected, Refile Selected, or Edit Selected.

Multi-Select Actions

File Selected — The standard File dialog displays so you can select the Insurance Carrier to file the encounter(s) or charge(s) to. A success message displays when the items are filed. If any encounters or line items cannot be filed, a dialog lists them; file those separately to obtain the specific reason they could not be mass-filed.
Refile Selected — The standard Refile dialog displays so you can select the parameters for the items to refile. A success message displays when the items are refiled. If any cannot be refiled, a dialog lists them for separate handling.
Edit Selected — Behavior depends on the selection scope:
- If you select one encounter only, the standard Edit an Encounter screen opens.
- If you select multiple encounters, the Edit Encounters dialog opens so you can edit the encounter-level information for the selected encounters. The Edit Reason field is required. After saving, a message lists the encounters that were successfully edited; if any could not be edited, a message indicates that.
- If you select an individual charge or multiple charges within the same encounter, Edit Selected is not available — click the encounter directly to access the Edit an Encounter screen.
- If you select multiple charges across multiple encounters, Edit Selected is not available; charge-line-level information cannot currently be edited across multiple encounters.

Notes:

If you attempt to edit encounters from within a closed billing period, a message stating the billing period is closed and statistical files should be reset displays.
If you attempt to edit charges where some or all are within a closed billing period, the Billing Group, Per Dr, Ins Dr, Ins Dr Taxonomy, and Location fields are unavailable to be edited.
If the same encounter is being edited by two users simultaneously, the last record changed and saved is the one that is retained.
You can review all edited transactions on the Print Edited Transaction Journal (Reports › Transaction Journals). The journal prints by Accounting Date, not by the date the edits were made.

Action Column Buttons

Notes — Opens the patient notes window.
INotes — Opens the internal notes window.
Refresh — Refreshes the encounter list to reflect any changes.
Hide Rev/Neg/Moved — Hides any reversed, negated, or moved transactions from the display.
Expand All — Expands every encounter to show all line items.
Select All — Toggle button. Selects all encounters or line items currently displayed; click again to Clear All. Use caution with the Select All side of the toggle when followed by an Edit Selected action.
Add/Edit Filter — Opens the filter screen so you can narrow the list to specific transactions.
Remove Filter — Clears the active filter and returns the screen to the full transaction list.

After a transaction has been selected to edit, all of the individual fields for that transaction display.

Edit a Procedure Transaction

You may edit any field except the patient number, patient name, or the transaction amount. Click the field(s) you want to edit and make the necessary change(s). The Editing Reason field is required — type the reason for the edit. The editing reason displays when the patient's transaction history is reviewed in detail, along with the date the transaction was edited.

If you edit anything in the top (Encounter level) section, the line items in the bottom section are unavailable until you apply the Encounter-level changes. Likewise, if you select a line item or multiple line items to edit, the Encounter level section is unavailable until you apply the line-level changes. When editing charges that fall in a closed billing period, the Billing Group, Per Dr, Ins Dr, Ins Dr Taxonomy, and Location fields are unavailable.

A Warning! A Refile must be performed if claim(s) should be generated for the changes made banner displays when edits affect previously filed claims. The Encounter Actions drop-down provides actions including Negate, Reverse, Deny, Demand, File, Refile, Clone Encounter, Pend, and Unpend; only the actions applicable to the selected line item(s) are available. The Show all fields check box expands the form to show additional fields. The No Attachments indicator next to the Attachment (paper clip) icon shows when no attachments exist for the encounter. Action Column buttons for this screen include History, Add a Case, Add Procedure, and Audit Trail.

Two icons appear to the right of the Diagnosis Code magnifying glass: the Delete icon deletes all currently selected diagnosis codes and their associated pointers on each procedure line item; the Sync icon syncs the diagnosis pointers for all procedure line items to match the order of the first four selected diagnosis codes. The Check for Duplicate Transactions function runs automatically when editing a procedure code on a line item or using the Add Procedure function (checks Date of Service, Location, and Performing Doctor).

Notes:

The Doctor and Location code fields can only be edited for a debit adjustment, not a credit adjustment.
When the Always Accept Assignment check box is selected in the Procedure Entry Integration, the field in the Procedure Entry Function is always stored as Y, but the Always Accept Assignment integration does not apply to Edit an Encounter — you can change the Y response to N while editing.
If you attempt to change the modifier on a procedure to NF (to not file to insurance) and there is an insurance balance on that charge, the message Claims have already been created for the line item(s). You cannot use the NF modifier while the balance on the line items(s) is still in the Insurance Balance displays.

Data Field Information for Procedure Fields

Prompt	Response	Len
Procedure Code	Type the code you want or click the magnifying glass to search the table.	8
Modifier	Type the modifier.	6
Amount $	Informational only. Displays the charge amount.	15
Allowed Amt $	Type the allowed amount.	10
Alt. Desc.	Type an alternate description of the procedure code.	40
Per Dr	Type the code you want or select from the Doctor list. Unavailable when editing charges in a closed billing period.	3
Diag 1	Type the code you want or click the magnifying glass to search the table.	10
Diag 2	Type the code you want or click the magnifying glass to search the table.	10
Diag 3	Type the code you want or click the magnifying glass to search the table.	10
Diag 4	Type the code you want or click the magnifying glass to search the table.	10
Service Date	Type the date you want or click the calendar icon to select a date.	10
Claim Hold	Type the date you want or click the calendar icon to select a date.	10
Location Code	Type the code you want or select from the Location list. Unavailable when editing charges in a closed billing period.	3
Department Code	Type the code you want or select from the Department list.	3
Multiplier	Type a multiplier number greater than zero.	4
Billing Group	Type the code you want or click the magnifying glass to search the table. Unavailable when editing charges in a closed billing period.	3
Comment	Type any comment for the encounter.
Accept Assignment	If you want to modify the assignment status, select or clear this check box.	1
Date of Ill/Inj	Type the date you want or click the calendar icon to select a date.	10
Superbill Number	Type the superbill number.	25
Service Script	Select a date from the Service Script list.	10
Referral Source	Type the code you want or click the magnifying glass to search the table.	6
Case Record	Type the code you want or select from the Case Record list.	3
Ins Dr	Type the code you want or select from the Doctor list. Unavailable when editing charges in a closed billing period.	5
Ins Dr Taxonomy	Select the taxonomy code from the list. Unavailable when editing charges in a closed billing period.	40
Sup Dr	Type the supervising doctor code or click the magnifying glass to search the Doctor list.	3
Batch Number	Type the batch number you want or click the magnifying glass to search the table.	17
Coinsurance $	If this charge was not paid for because of coinsurance, enter the amount that went toward the coinsurance.	10
Other $	If a portion of this charge went toward another reason, enter that dollar amount.	10
Deductible $	If a portion or all of this line item went toward the deductible amount, enter the dollar amount that went to deductible.	10
Other Code	Type the code you want or select from the Other Code list.	3
Copay $	If this charge was not paid for because of copay, enter the amount that went toward the copay.	10
Editing Reason	Type the reason for the edit. The editing reason and edit date display when the patient's transaction history is reviewed in detail.	40

Edit Encounters (Multi-Encounter Dialog)
When you select multiple encounters in the encounter list and choose Edit Selected from the Actions drop-down, the Edit Encounters dialog opens. This dialog edits encounter-level information only; line-item fields are not available across multiple encounters. The Edit Reason field is required.

Edit a Payment Transaction

Data Field Information for Payment Fields

Prompt	Response	Len
Payment Code	Informational only. Displays the Payment Code.	5
Amount $	Informational only. Displays the payment amount.	15
Remarks	Type any remarks you want.	40
Payment Date	Type the date you want or click the calendar icon to select a date.	10
Batch Number	Type the batch number or click the magnifying glass to search the table.	17
Check Number	Type the check number.	20
ICN Number	Type the ICN number.	20

Edit an Adjustment Transaction

Data Field Information for Adjustment Fields

Prompt	Response	Len
Adjustment Code	Informational only. Displays the Adjustment Code.	5
Amount $	Informational only. Displays the adjustment amount.	15
Remarks	Type any remarks you want.	40
Adjustment Date	Type the date you want or click the calendar icon to select a date.	10
Batch Number	Type the batch number or click the magnifying glass to search the table.	17