Balance Query (Advanced Settings)

*Please read the Balance Query (Basic Settings) article previous to using these features*

Once you have set your search criteria and columns for the Balance Query selected, you can use some of the advanced functionality to see the details of what is outstanding:

1. Highlight the line item that you want to find more information about
2. Use the quick keys  at the top right hand corner of the Balance Query to:

• Print: the selected line item or the full Balance Query
• Print Preview: the selected line item or the full Balance Query
• View Client Folder: this will take you to the Client Folder on the last tab that was previously opened
• Go to Open Payer Accounts: this will take you to Open Payer Accounts and the search will be limited to the Insurance Company in question, the Status “Pending”, and the Types “Claim, Payment, Tax Transfer, Transfer”

• Or right click to get those same options and two additional ones: View Balance Details and Notice of Outstanding Accounts.

1. View Balance Details: will open a summary of the outstanding balance. Here you can see:

• The client’s name, date of birth, address and phone number in the top left corner
• If the outstanding balance is with the insurance company, you can see the Payer, Policy #, Claim #, Insurer ID#, Policy Holder, and Policy Holder’s date of birth in the top right corner
• The columns that appear are: 

• Posted: the date that the Charge was recorded on InnoCare Software

• Provided: the date that the Charge (appointment, product, or procedure) was provided

• Charge: the code that was charged

• Description: the description of the charged code

• Provided By: the name of the therapist who provided the appointment, product or procedure

• Amount: the amount charged, before tax

• Tax: the tax amount that was charged (if applicable)

• Due: the total amount that is still outstanding by the patient or the insurance company

• Invoice #: the invoice number. This will be blank if it is a patient outstanding amount, or has not yet been invoiced to the insurance company

• Invoiced: the date that the invoice/claim was created. This will be blank if it is a patient outstanding amount, or has not yet been invoiced to the insurance company

• Highlight the line in question and use the quick keys in the top right corner, or right click and select either:

View AR Details: This window outlines the details of the outstanding amounts, including cancellations and partial payments. This window displays the following information:

• Posted: the date that the Charge or Transfer was recorded in InnoCare Software
• Provided: the date that the Charge (appointment, product, or procedure) was provided
• Posted By: the user that posted the Charge and associated Transfers (if applicable)
• Charge: the code that was charged or transferred
• S: the status of the Charge, Tax, Transfer and Tax Transfer
• Type: the type of transaction that occurred
• Gross: the full amount of the Charge or Transfer
• Net: the amount that has already been paid, when looking at an outstanding amount for an insurance company, or the full amount that is still outstanding when looking at an outstanding amount for a patient

• Invoice View: This window allows you to Print, or Print Preview the invoice. This feature will only be available if the Transfer to an insurance company has already been invoiced.

2. Notice of Outstanding Accounts: will open a window that allows you to create a customizable letter to the patient about collecting their outstanding account. In this window, you can change the following:

• Date: the date that you want the letter to create from
• Due Date: the date that you want to appear on the letter as the due date of payment

• Send the letter from: choose the address and information that you want to appear on the letter:

Clinic: the clinic that is set up as the “Location” of that patient’s Profile Tab
Head Office: the “Head Office” clinic as set up in the Organizational Details part of InnoCare Software
Other Location: select any clinic where that patient attended from the drop down, even if it is not patient’s primary location

• Representative Name: select any Resource with the “Billing” option checked off in their Resource Set up
• Phone Number: select the appropriate phone number of the Representative Name you’ve selected
• Email Address: select the appropriate email address of the Representative Name you’ve selected

• Address this outstanding letter to: choose who you would like the letter to be addressed to:

Patient: the patient
Guardian: the patient’s guardian. This option is only available if a Guardian has been entered on the patient’s Profile Tab

• Use this outstanding amount: the total outstanding amount automatically populates from the Balance Query, but can be edited to a different amount if desired

• Notice of outstanding account: select the template you would like to use:

First Notice of Outstanding Account
Second Notice of Outstanding Account
Final Notice of Outstanding Account

• Print: the letter will open in a Print Preview window. You can print it here, or save it as another file type