All payments in Therabill should eventually be assigned to a specific service. However, you do have the ability to enter client payments as unassigned. An unassigned payment is a payment that is not associated with a specific charge. Instead, it is being held in a special account for the client, like a piggy bank. This is beneficial if a client is paying co-pays or making bulk payments upfront.
Note: All payments marked as paid in WebPT will flow over as unassigned.
You may have applied a client payment to a service line and now have the need to unassign that payment. This could be for a variety of reasons, such as an insurance re-adjudicating a claim.
If you already know what session(s) you want to apply the payment to, you can reassign the payment instead. For information on reassigning client payments, please read: Reassign Client Payment in Therabill.
How to unassign a client payment
- Navigate to Payments > Search Payments.
- Use the search filters to locate the payment you want to unassign. You will typically enter the client's name, a specified date range, and to only show client payments.
- Select the icon to bring up the Delete Client Payment screen.
- Select Unassign Pmt.
- The payment will now be listed as CLIENT_OVER_PMT. This indicates the payment is unassigned. You should also notice that the Session Info area is blank, as the payment is no longer tied to that service/session.
All payment information like post date, check date, and check number is retained with the unassigned payment.
What if I unassigned it and now I want to assign it to other sessions?
You can now assign it to other sessions through the batch client payment entry form located at Payments > Enter Payment > Batch Client. These payments can also be assigned using an ERA or manually posting an insurance payment using the Insurance w/ COB payment screen.
Is there another way to get to the Delete Client Payment screen?
Yes, there are several different ways to access this screen in order to unassign, reassign, or delete client payments. Throughout Therabill, you will often see a icon. Clicking on this icon will open the Single Session screen in which you would then complete steps 3 & 4 listed above.