Reverse a Transaction

It is through the Reverse a Transaction Function that entries may be removed from the patient records, the insurance records, and the statistical files. Although an audit trail is still maintained, reversals will not print on the patient statements or on the insurance forms. Any charge, payment or adjustment may be reversed using this function unless the billing period close date falls after the accounting date of the transaction(s) that you want to reverse (see Close the Billing Period, located in the Billing Menu). If the billing period has been closed, there are alternatives ways to correct accounts other than the reversal. If for example, the transaction you need to correct or remove is a procedure, you can also do a negative charge. (See Entering Negative Charges located in Transactions, Procedure Entry.)

Upon accessing this function, you must first select the patient account that contains the transaction(s) you want to reverse. After selecting the patient account, the patient's transaction history will be displayed. You will need to select the transaction you want to reverse by clicking anywhere in the row containing the transaction.

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. Click OK to acknowledge the message. This prevents workstations from locking up while they wait for the patient's account to become available.

You can select a Case record if you only want to reverse transactions for a particular case. CGM webPRACTICE will refresh the screen and only the transactions for that case will be displayed.

If you want to condense the display to a specific date range, enter From and Thru dates, and click Refresh in the Action column.

After a transaction has been selected to reverse, the specifics for that transaction will be displayed.

Prompt Response Req Len
Procedure Code     10
Date of Service     10
Diagnosis     10
Original Amount     10
Unpaid Amount     10
Check Number     20
Reversal Reason   40
Reverse All Transactions for this Accounting Date Enter 'Y' if you want to reverse all transactions for this accounting date. 1

You will need to enter an Reversal Reason and then indicate if you want all the transactions for this date of service reversed. The reversal reason will be displayed when the patient's transaction history is reviewed in detail along with the date the transaction was reversed.

After the transaction(s) to be reversed have been selected, all of the transactions that are about to be reversed will display. If any procedure that was selected had payments and/or adjustments that were applied against it, those payments/adjustments will also be reversed, even if they were posted with a different accounting date. CGM webPRACTICE will automatically determine those transactions that will be affected by the reversal and will display them on the screen. IT IS VERY IMPORTANT TO MAKE SURE THAT YOU ARE AWARE OF EVERY TRANSACTION ABOUT TO BE REVERSED.

Click Proceed to continue with the reversal process or click Cancel to exit this function.

Once the transactions displayed are reversed, they will be marked with a 'V'. This flag is placed in the insurance field of the transaction history screen. This 'V' is indicating the transaction has been voided. When viewing Transaction History, this information will not normally be displayed unless the user specifically selects the 'All' format. Then all reversals will also be displayed.