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Edit an Encounter

With the Edit a Transaction 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 may not 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 go back and 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 will display 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 will be displayed. If you only want to edit transactions for a particular case, select the case you want from the Case list. The screen will refresh and only the transactions for that case will be displayed.

If you want to limit the quantity of transactions displayed to a specific 'date of service' date range, type the From and Thru dates and click Refresh in the Action column.

You can edit the fields for any transaction by selecting it. To select a transaction, click anywhere in the row containing the transaction information.

After a transaction has been selected to edit, all the individual fields for that transaction will be displayed.

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). You will need to type an Editing Reason and then indicate if you want all the transactions for this date of service edited with the same information. The editing reason will be displayed when the patient's transaction history is reviewed in detail along with the date the transaction was edited.

Note: The Doctor and Location code fields can only be edited for a Debit adjustment, not a Credit adjustment.

Data Field Information for Procedure Fields
Prompt Response Req Len
Procedure Code Type the code you want or click the magnifying glass to search the table. 8
Modifier Type the modifier.   6
Amount $ This field is informational only and reflects 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. 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. 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.   3
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.   10
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. 5
Ins Dr Taxonomy Type the batch number you want or click the magnifying glass to search the table.   40
Sup Dr     40
Batch Number Type the batch number you want or click the magnifying glass to search the table.   20
Coinsurance $ If this charge was not paid for because of coinsurance then you must enter the amount that went toward the coinsurance in this field.   10
Other $ Type the date you want or click the calendar icon to select a date.   10
Deductible $ If a portion or all of this line item went toward the deductible amount, then put the dollar amount that went to deductible.   10
Other Code Select a date from the Service Script list.   3
Copay $ If this charge was not paid for because of copay then you must enter the amount that went toward the copay in this field.   10
Editing Reason Type the date you want or click the calendar icon to select a date. 40
Edit All Charges for this Accounting Date If you want to edit all charges for this accounting date, select this check box.   1

Edit a Payment Transaction

Data Field Information for Payment Fields
Prompt Response Req Len
Payment Code This field is informational only and reflects the Payment Code. 5
Amount $ This field is informational only and reflects 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.   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 Req Len
Patient Number This field is informational only and reflects the account number.   5
Patient Name This field is informational only and reflects the patient's name.   15
Adjustment Code This field is informational only and reflects the Adjustment Code. 5
Amount $ This field is informational only and reflects 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.   17