Appointment level billing changes

If you need to make billing changes to a client’s appointment, you can manually adjust the appointment’s details from the client's Billing page. In this guide, we’ll cover:

• Updating the billing details for individual appointments
• Managing invoices and payments after client responsibility is updated

Updating the billing details for individual appointments

If you need to change the billing details for an individual appointment, you can edit the appointment. To do this:

1. Navigate to the client's Overview > Billing 
2. Locate the appointment in question
   • If it’s a future appointment, adjust the date range filter to include the appointment date
3. Click Manage > Edit details

Note: If a superbill is attached to the appointment, you won't be able to edit the appointment until the superbill is deleted.

You can adjust the following fields: Fee, Type (along with Write-Off or Client owes), and Service and modifiers.

Important: After making your changes, make sure to click Save. 

Fee

The total fee of the appointment can be updated to a new amount.

Type

An appointment’s billing type can either be set as Self-pay or Insurance.

If an appointment is set to Self-pay, the client will be responsible for the total appointment fee. If they shouldn't be responsible for a portion of that fee, you can enter the portion they won't pay in the Write-Off section.

If an appointment is set to Insurance, the client will be responsible for a portion of the appointment fee, which will be listed as the Client owes amount. You can adjust the Client owes amount to determine the client's responsibility for the appointment, such as their co-pay.

The remainder between the total fee and the Client owes amount will be recorded as the insurance responsibility.

Note: To make sure that appointments are set with a certain billing type moving forward, you can adjust the client's billing type in their Overview > Edit > Billing and Insurance. For more information, see Editing a client's information. 

Service and modifiers

The service for the appointment can be adjusted to any of the services associated with your practice.

Note: The fee will automatically update to the default fee for the updated service. Make sure to change the fee after updating the service, if necessary.

If modifiers are enabled, you can adjust these for the appointment as well.

If unit billing is enabled, you'll also be able to adjust the units and rate per unit for the appointment.

Note: To avoid claim rejections, we don't recommend entering leading zeros (0.5) or trailing zeros (1.0). We recommend reaching out to your insurance payer(s) to check their unit billing and modifier requirements before submitting a claim.

Managing invoices and payments after client responsibility is updated

Note: These steps also apply to appointments where the client responsibility has been updated by an electronic Payment Report (ERA).

If there isn't a payment for the appointment, we recommend creating a new one.

If an appointment's fee has been increased after being invoiced and paid, you can create a new invoice for the remaining amount.

If the client's responsibility has been reduced after being invoiced and paid, click Uninvoiced Credit in the Client billing summary to create a new invoice. The new invoice will reflect the difference between what was paid and the reduced amount.

Next, you can:

• Refund the overcharged amount
  • This will mark the original invoice as Unpaid
• Allocate the credit invoice to the original invoice to mark it Paid