Overview
An ad hoc bill is a bill (invoice) you create, but never gets sent to a payer. You may need to apply a payment to a service but do not have a balance on the applicable service line.
When to Create an Ad Hoc Bill
The three most common instances where you will need to do this are:
- Medicare automatically forwards a patient responsibility to a secondary payer, therefore Procentive did not create a bill for this.
- A payer has taken back money but you expect repayment on the service.
- A payer pays you twice for the same service.
In each of these cases, you will have already balanced the original service line, but will need to create a second bill line to post further (re)payment of that claim.
Create an Ad Hoc Bill
- Go to the Payments Module.
- To open a particular client's payment window, double-click on the client's name.
- Find the Date of Service (DOS) you are working with.
- You may need to change Show to All Dates of Service.
- Click New to the right of the amount.
- This will create a new transaction.
- This will create a new transaction.
- A blue box will appear that begins with Create new payment... click out of that box.
- Under the Transaction Type column, Click on the down arrow to the right of Payment.
- Choose Bill.
- Select Create new invoice.
- A New Invoice window will appear.
- Leave the invoice number (it's the next one in sequence) and type Ad Hoc after it.
- Ad Hoc will indicate this bill was manually created; it was not sent to the payer.
- Note: Do not put any special characters into the reference such (i.e. - ? !)
- Verify the payer is the correct payer that you are creating the new bill for.
- Click Save.
- Enter the amount of the new invoice in the Amount box.
- Click Save.
- You will now have a bill line to post a payment to.