Add Patient Balance from Another Billing System

If a patient has a balance in your old billing system, you may need to move that balance into Insight Billing. Use the instructions below to add a balance forward code to the system and use that code to move the patient balance from your old system to Insight Billing.

Note: You can only move balances that will be billed out to the patient (not insurance).

Create a Balance Forward Code and Add it to the Fee Schedule(s)

Create the Balance Forward Code

1. Log in to either Insight Billing or Insight EMR.
2. From the Billing menu, select Rules and Charge Codes.
   
   The Edit Billing Rules and Charge dialog displays.
3. Select the Charge Codes tab.
4. Click Add to add a new row at the bottom of the Charge Codes table.
5. Enter a new character alphanumeric code (up to 5 characters). For example, if you are creating a balance forward code, enter BLFWD for the code and Balance Forward for the description.)

Add the BLWFD Fee to the Applicable Schedule (s) Your Clinic May Use

1. From the Billing menu, select Fee Schedules.
   
   The Fee Schedule Editor dialog displays.
2. Click Add to add a line at the bottom of the list of charge codes.
3. Enter all the information for the charge code:
   1. In the Charge Code column, enter BLFWD.
   2. In the Charge Amount column, enter 0.00.
   3. In the Is Variable column, select the check box.
      
4. Click Save and then Close.

Add the Balance Forward Code to Supplies and Fees

1. From the Billing menu, select Supplies and Fees.
   
2. From the Supplies and Fees dialog, click Add.
3. Complete information for the columns below.
   1. In the Category column, choose a category or enter a new one.
   2. Enter a description.
   3. Click the Charge Code column and begin typing the balance forward code (BLFWD). The system automatically displays the list of valid charge code options as you type.
   4. Select the Variable? check box.

      The system enters a default $0.00 value for the Amount column. Leave this alone since every balance forward charge will be different.

      

4. Click OK.

Note: Once you have created a the balance forward charge code each time you need to move a patient balance over from Insight, you will only need to perform the steps below. You do not need to add a new balance forward charge code each time you move a patient balance.

Move the Patient Balance to Insight

You must confirm that the patient from your legacy billing system has been added to Clinicient and a case has been added, before you can complete this final step.

1. From the Actions menu, select Open Cash Register or click . The Collect Payment dialog displays.
2. Use the Name field drop down arrow to locate the patient.
   
3. In the Fees and Supplies area, click Add.
4. Select the balance forward fee you added from the previous section from the Description list.
5. Enter the amount you are transferring to Insight in the Amount column.
   
6. In the Payment Type field, select No Payment.
   
7. Click Save & Close.
8. Optional: Repeat steps 1 through 7 if you need to move another patient balance to Insight.

Related Links:

Add a New Charge Code to Insight