What to do when online batches are unpaid

When a batch returns through Receive Online Payments with no payment recorded, review the Processing Report to understand why services were rejected. You can then either correct the invoices and resubmit, or void the batch and write off the outstanding balances.

Step 1 - Get a list of patients on the batch

Record all patients on the batch before voiding it. You will need this list to review and adjust accounts.

• Right-click the batch in Batch Billing History and select Batch Patients to Worklist; or
• Print the Processing Report for a list of all patients on the batch.

To print the Processing Report, open Receive Online Payments, select the batch, then click Print This Batch or Print ALL Batches.

Step 2 - Void the batch

Voiding the batch releases all items. This is required whether you intend to resubmit or write the batch off.

1. Go to Accounts > Batch Billing.
2. In the Batch Billing History window, highlight the rejected batch.
3. Select the Void button at the bottom of the screen.

4.    Select Yes to confirm.

All items are removed from the batch.

If you will correct and resubmit the batch

1. Complete Steps 1 and 2 above to get  a patient list and void the batch.
2. Using the patient list from Step 1, review and correct each invoice as needed.
3. Once corrected, resubmit the invoices using your normal batching workflow.

If you will not resubmit the batch

1. Complete Steps 1 and 2 above to get  a patient list and void the batch.
2. Using the patient list from Step 1, open the Transaction Listing window for each patient.
3. To remove an invoice entirely, select Reverse Invoice.
4. To write off an outstanding balance, select Credit / Adj / Bad Debt to apply an adjustment.