All payments in Therabill should eventually be assigned to a specific service. This article will go over how you can change the session that a client payment has been assigned to.
Reassigning a client payment
Reassigning a client payment can be done through the payment search page.
- Put your mouse over Payments in the top green navigation bar.
- In the sub-menu, click on Search Payments.
You will now be at the payment search page. From this page, you can find any payment that you have entered into Therabill. You will need to find the payment that you want to unassign on this page. Use the variety of search filters at the top of the page to help you find the payment. Once you have located the payment, click the delete icon associated with that payment. If the payment that you clicked the delete icon for was a client payment then you will now see a dialog box as shown in the image to the right. This dialog box gives you the ability to either unassign the payment (please see: Unassigning Client Payments), reassign the payment , or to delete the payment. For the purpose of this article, you will click the Reassign Pmt button.
Once you click the Reassign Pmt button, you should now see a dialog box as shown in the image to the right (bottom). This dialog box is showing you other sessions (charges) for the client that have a balance due.
NOTE: If no sessions are listed, then you cannot reassign this payment, instead you may want to unassign the payment (please see: Unassigning Client Payments).
Each service listed displays information such as the date of service, the service code, the charge amount on the session, the total of all client payments already assigned to the session, the total of all other payments and adjustments applied to the session, and the current balance due on this session. In addition, each session will have an Amount text box at the far right (see image to the right, red arrow). Enter the amount that you would like to assign to the therapy sessions in the Amount text box.
Entering the new assignments
Enter the amount that you want to assign to each therapy session in the Amount text box associated with the session in the session list. It is best practice not to make a session's balance (charge minus all payments and adjustments) be less than zero. Therabill will allow you to do this, however, having sessions with a negative balance can throw off your accounts receivable and claim aging reports in Therabill.
- Multiple Reassignments: You can reassign the payment to a single session or break it up and reassign it to multiple sessions at once. Just make sure the total amount that you are reassigning is not greater than the original payment amount.
- Partial Reassignment: You can reassign the total amount of the original payment or you can partially reassign it. For example, if the original payment amount was $50.00, you can reassign $30.00 worth of the original amount. The original payment will then be edited to a $20.00 payment.
At the top of the dialog box, you will see information about the reassignment. You will see the original amount of the payment that you are reassigning and you will see the total amount that you are reassigning. The amount that you are reassigning is the sum of the amounts that you have entered in the Amount text boxes for each session.
Once you have entered the amounts that you want to reassign, click the Apply button at the bottom of the dialog box.
Therabill will make the reassignments. All payment meta information such as post date, check date, and check number..etc is retained with the reassignment.