Invalidating Completed Procedures from the Accounts Module

by | Oct 14, 2019 | Revenue Cycle Management

Occasionally you may find procedures that were posted incorrectly, such as a composite that was posted to the wrong tooth number or a crown that was posted as the wrong type of crown. You cannot edit or delete procedures in history, but you can correct the information. To correct a procedure in history, you must invalidate the incorrect procedure and then post a corrected, backdated procedure.

To correct a procedure in history:

  1. In the Accounts module, select a patient.
  2. Find the procedure that needs to be corrected. Note the details of the procedure (procedure code, tooth number, surfaces, provider, etc.) as you will need this information when you post the corrected procedure.
  3. Double-click the procedure and mark the Invalidate Procedure option in the Validate/Invalidate Procedure in History dialog box.
  4. Click OK to return to the Accounts module. The procedure will now have a + symbol next to the Description column of the Accounts module to indicate that it was invalidated.
  5. To continue with the correction, click the Enter Procedure button.
  6. Enter the corrected procedure information. Be sure to backdate the procedure to the date the original procedure was completed.
  7. Click OK to post the corrected procedure. The procedure will have a ^ symbol next to it indicating that it was backdated.

When you invalidate a procedure in the Accounts module, the procedure is marked with a + symbol, but nothing happens to any associated financial information for the procedure, such as payments.  When you re-post a corrected procedure, if there is a difference in the amount charged for the invalidated procedure, and the corrected procedure, you must enter an adjustment to make your financial records accurate.

To post an adjustment:

  1. In the Accounts module, select the patient.
  2. Select the Enter Adjustment button (or enter ALT + A on your keyboard).
  3. Enter the amount of the adjustment in the Amount field.
  4. Select the type of adjustment being made in the Type pane.
  5. Select the Provider to whom the adjustment should be applied.
  6. Select the family member to whom the adjustment should be made fro the Patient drop-down list.
  7. Enter any notes about this adjustment in the Note field.
  8. Click OK to post the adjustment.

For the steps to invalidating a procedure from the Chart, see last week’s tip.

For additional information, see the Entering Payment Adjustments to Accounts and Invalidating History Transactions topics in Easy Dental Help.

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