Follow the procedure checklist to describe how you would post a charge, a payment and an adjustment. Remember to start with explaining who the patient is, what the charge is for, etc. Pretend your instructor knows nothing...tell everything. You may use fictitious information here. Use the attached Patient Account Ledger to document your patient's account. the written description of your patient account and the patient account ledger

1.Create a ledger card (patient account) for each new patient, and maintain a ledger card for each existing patient. Include the following information on each ledger:*1

2a. Patient nameb. Patient addressc. Patient home and work phone numbersd. Insurance carrier with policy number and guarantor information122.Update the ledger card every time the patient incurs a charge or makes a payment. Be sure to adjust the account balance after every transaction. In a computerized system, a patient record contains the same information as a ledger card. This record also must be maintained and updated.

3.Use a new log (day) sheet each day. For each patient seen that day

4a. Record the following: patient name, relevant charges, and any payments received.b. Calculate any necessary adjustments and new balances.c. When using a computerized system, enter the patients name or account number, the relevant charges, along with any payments received and adjustments made in the appropriate areas. The computer program will calculate the new balances.*

4.Record all deposits accurately in the check register.

5.File the deposit receiptwith a detailed listing of checks, cash, and money orders depositedfor later use in reconciling the bank statement.

6.The deposit amount should match the amount of money collected by the practice for that day.

7.Prepare, or if using a computerized program, print a summary of charges, receipts, and disbursements every month, quarter, or year, as directed. Double-check all entries and calculations from the monthly summary before posting them to the quarterly summary. Also, double-check the entries and calculations from the quarterly summary before posting them to the yearly

1.Locate the patients account in the computer, or pull the patients ledger card for paper-based systems.

2.Post the total amount of the payment received to the patients account by writing (or keying) the remittance amount in the paid column.

3.Subtract the payment amount from the previous balance and insert the new balance in the balance column. If the balance created is a credit balance, insert the figure in the current balance column within parentheses.

4.Review the account thoroughly, checking to see if any more receipts are expected on the patients account.

5.If a credit balance is verified, adjust the credit balance off the patients account by issuing a refund (see Procedure 20-5).

1.Calculate and determine the amount to be refunded (from Procedure 20-4). If the amount to be refunded is determined by the EOB or RA, verify the amount listed.

2.Record the check number and amount in the disbursements journal or checkbook and write a check to the patient for the amount to be refunded.

3.Ask the practitioner or business manager to sign the check so that it can be given or mailed to the patient.

4.Post the refund as a negative payment (credit) to the patients ledger card or to the patients account if a computerized system is being used. Using parentheses around the figure is a common way to record the credit.

5.Make a copy of the check, retaining a copy in the patients financial record. Give or mail the check to the patient. If the check is being mailed, be sure to verify the patients address prior to mailing and utilize certified return receipt mail to be sure the patient receives the check.

1.Divide the bills, coins, checks, and money orders into separate piles.

2.Sort the bills by denomination, from largest to smallest. Then, stack themportrait side upin the same direction. Total the amount of the bills, and write this amount on the deposit slip on the line marked currency or cash.

3.If you have enough coins to fill coin wrappers, put them in wrappers of the proper denomination. If not, count the coins, and put them in the deposit bag. Total the amount of coins, and write this amount on the deposit slip on the line marked Coin.

4.Review all checks and money orders to be sure they are properly endorsed with a restrictive endorsement. List each check on the deposit slip, including the check number and amount.

5.List each money order on the deposit slip. Include the notation money order or MO and the name of the writer.

6.Calculate the total deposit (total of amounts or currency, coin, checks, and money orders). Write this amount on the deposit slip on the line marked Total. If you do not use deposit slips that record a copy for the office, photocopy the deposit slip for your office records.

7.Record the total amount of the deposit in the office checkbook register.

8.If you plan to make the deposit in person, place the currency, coins, checks, and money orders in a deposit bag. If you cannot make the deposit in person, put the checks and money orders in a special bank-by-mail envelope, or put all deposit items in an envelope and send it via registered mail.

9.Make the deposit in person or by mail.

10.Obtain a deposit receipt from the bank. File it with the copy of the deposit slip in the office for later use when reconciling the bank statement.

Patient Account Ledger

Patient Name: Home Phone: Patient Address: Work Phone: Patient email address: Patient#

Charge Credit Current Balance

Payment Adjustments

Date Ref# Description