Payment Added/Edited/Deleted When Month is Closed (Billing Exceptions)

The following functionality is exclusive to Self-Service Members. If you are a RevEquip Member, email revequip@webpt.com.

If a patient payment is added, edited, or deleted in WebPT for a month that is already closed, the payment will hit the Billing Exceptions report in WebPT Billing with an Exception Type of Payment and an Exception Reason of Payment added/edited/deleted when month is closed. In order to resolve this Billing Exception, you have to enter a new payment in WebPT Billing with a current “deposit” date. You must first determine if the payment was added, edited, or deleted and then follow the appropriate steps for that payment status. 

Determining if a Payment was Added, Edited or Deleted

  1. From the Billing Exceptions report, click on the exception line for Payment added/edited/deleted when month is closed
  2. For each of the payments listed, you must determine if the payment was added, edited or deleted. Before you  begin researching, make a mental note of the Patient Name, the payment Amount and the Transaction Date. For this example, we will research the $50.00 payment with a 5/13/2020 transaction date for the patient, Jack Beanstock.
  3. In WebPT EMR, open the patient’s account and navigate to the Patient Payments page. 
  4. In WebPT Billing, open the patient’s account and navigate to the Unassigned Payments page (Payments > Unassigned Payments).
  5. Just above the Patient Credits section, click the cursor in the View box and select Non-Editable so you see all transactions including payments that have been posted for closed months.
  6. For the transaction date of the payment that appears on the Billing Exceptions report (e.g. - $50.00 for patient Jack Beanstock on 05/13/2020), compare the payments in WebPT EMR’s Patient Payments to the payments posted in WebPT Billing’s Unassigned Payments.
    1. WebPT EMR Patient Payments
    2. WebPT Billing Unassigned Payments
    3. By comparing these two pages, you should be able to determine which category the payment falls under and proceed accordingly:

Payment Added after close of month

If the payment is posted in WebPT, but does not appear in WebPT Billing, then the payment was added after close of month. Here is an example of that:

Billing Exceptions Report

WebPT Patient Payments

WebPT Billing Unassigned Payments

If you determine that a payment was Added in WebPT after month close, you must post the payment manually in WebPT Billing’s Unassigned Payments using a current deposit date. You should match how the payment was posted in WebPT EMR to keep the integrity of the payment for reporting purposes.

  • Deposit Date: Use a current deposit date.
  • Payment Method: Same payment method as the WebPT EMR payment.
  • Comments: Add an optional note to document your actions.
  • Date of Service:  Enter the date of service to apply payment to.
  • Transaction Type: Same type as the WebPT EMR payment.
  • Payment Code: Same code as the WebPT EMR payment.
  • Insurance: Will default to 0 - Patient 
  • Amount: Enter payment amount. 
  • Provider: Will default to the Provider on case; you have the option to edit as needed.
  • Location: Will default to the Location on case; you have the option to edit as needed.

Click Add to enter the new payment.

The new payment will be reflected in the Patient Credits section below.

Payment Edited after close of month

If a payment appears in both WebPT and in WebPT Billing, but there is a discrepancy in the dollar amount, then the payment was edited in WebPT after close of month.  Here is an example of that:

Billing Exceptions Report

WebPT Patient Payment

WebPT Billing Unassigned Payments

In this example, the original copay payment of $10.00 for the 4/11/2020 date of services was edited to $5.00 after month close.

If you determine that a payment was Edited in WebPT after month close, you must post the edited payment amount manually in WebPT Billing’s Unassigned Payments using a current deposit date. You should match how the payment was posted in WebPT EMR to keep the integrity of the payment for reporting purposes.

  • Deposit Date: Use a current deposit date.
  • Payment Method: Same payment method as the WebPT EMR payment.
  • Comments: Enter a note to document your actions.
  • Date of Service: Leave blank if you’re refunding a payment amount; Enter date of service if you’re adding an additional payment.
  • Transaction Type: For a payment increase, select the appropriate type for the payment amount. For a payment decrease, you must select Patient Refund. 
  • Payment Code: For payment increase, select the same code as the WebPT EMR payment. For payment decrease, select the same code as the WebPT EMR payment or select Payment Correction.
  • Insurance: Will default to 0 - Patient 
  • Amount: Enter the amount of the payment discrepancy. For example, if a copay payment was increased from $10.00 to $20.00, enter the difference of $10.00. If a payment decreased $50.00 to $25.00, enter the refund amount of -$25.00 using a negative sign.  NOTE: If issuing a refund, review section below on Handling Refunds
  • Provider: Will default to the Provider on case; you have the option to edit as needed.
  • Location: Will default to the Location on case; you have the option to edit as needed.

Click Add to enter the new payment.

The new payment will be reflected in the Patient Credits section below.

Payment Deleted after close of month 

If there is no payment shown for the date of transaction in WebPT, but there is a payment shown in WebPT Billing, then the payment was deleted in WebPT after close of month. 

Note: A $0.00 payment on the Billing Exception report for exception type of Payment - Payment added/edited/deleted is a good indication that a payment was deleted in the EMR after close of month. However, you should still compare the payments in WebPT’s Patient Payments to the payments in WebPT Billing’s Unassigned Payments to confirm this for the transaction date. 

Billing Exceptions Report

WebPT Patient Payments

WebPT Billing Unassigned Payments

In this example, a copay payment of $10.00 for 4/11/2020 is only visible in WebPT Billing. Since this payment is missing from WebPT, we can infer that it was DELETED after month close, which explains why it is now appearing on the Billing Exceptions report.

If you determine that a payment was Deleted in WebPT after month close, you must manually post a refund payment in WebPT Billing’s Unassigned Payments using a current deposit date. You should match how the original payment was posted to keep the integrity of the payment for reporting purposes.

  • Deposit Date: Use a current deposit date
  • Payment Method: Same payment method as the WebPT Billing payment
  • Comments: Enter a note to document your actions
  • Date of Service: Leave blank if you’re refunding a payment amount
  • Transaction Type: Select Patient Refund. 
  • Payment Code: Select the same code as the WebPT Billing payment or select Payment Correction.
  • Insurance: Will default to 0 - Patient 
  • Amount: Enter the refund amount using a negative sign. NOTE: If issuing a refund, review section below on Handling Refunds.  
  • Provider: Will default to the Provider on case; you have the option to edit as needed
  • Location: Will default to the Location on case; you have the option to edit as needed

Click Add to enter the new payment.

The new payment will be reflected in the Patient Credits section below.

Handling refunds 

When the Transaction Type is Patient Refund, the value cannot be larger than the patient credit amount. (ss showing the -$10 and highlight the $0.00 in the Unallocated Amount) You must have credit available in unassigned payments in order to post a negative payment. Before you complete your transaction, you must first relocate patient payment funds from Error Corrections to Unassigned Payments. 

  1. Open the Payments menu and select Error Corrections.
  2. Enter the Date of Service range and select Search.
  3. Locate the PIOF - PATIENT PD IN OFFICE transaction(s) related to the original payment. Remember, payments may have been assigned to multiple service lines.
  4. Click the ID associated with the transaction to drill down.
  5. Under the Payments/Adjustments section, find the payment entry.
  6. Select the Delete box. On the pop-up window, select OK.                                                   
  7. Click Save.

The patient payment transaction will be removed from the Error Corrections screen and relocated to the Unassigned Payments page. Follow the Payment Edited or Deleted section above to finish issuing the refund. 

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