This document will explain how to enter a balance forward for your patients. This is generally only used when transferring to MacPractice from a different management software. Entering insurance balance forwards will also be covered, though MacPractice strongly recommends that only patient balances be transferred during a conversion. All Insurance Balances should be closed out before moving them into MacPractice, to keep the integrity of the claim intact.
Balance Forward - Configuring the Fee Schedule
To create a balance forward you will need to go to the References ability, and select Fee Schedules in the sidebar. You can create a new Fee Schedule or use the Fee Schedule you have already created for your office. With the Fee Schedule selected, create a new code called "BF," or a non-CPT numerical code, like "999". MacPractice recommends using a code that is simple and easy to remember since you may be using this code many times. When you create your code, leave the Unit Fee set to $0.00. When finished, your code should look something like the picture below.
Check the Patient Responsible checkbox to prevent this code from accidentally appearing on insurance claims.
With the Unit Fee entered, save your charge by clicking the Save button to the bottom right. This will add a line item on your ledger with the name and description of your balance forward. The Unit Fee will be added to the Balance column and the Patient Portion in your ledger, allowing you to collect this amount from your patient. You can also now start using MacPractice to track the patient's ledger activity.
With the Positive Adjustment entered and saved, a line item will be added to your ledger associated to the Balance Forward. This process will add the patient's balance to the ledger and your Accounts Receivable, however the amount will not be added to your production totals.
For more information on a positive adjustment please review the documentation on Positive Adjustments.
Balance Forward - Entering an Insurance Balance & Applying An Insurance Payment
Entering an Insurance Balance Forward
First, enter the balance forward as you would if it were a patient balance forward.
Note: If you need to resend your claim to insurance it will need to be sent from your previous software. If you wish MacPractice to send the claims out again you will need to recreate ALL charges associated to the original claim. MacPractice strongly recommends not doing this. It may cause confusion with the insurance company, preventing your office from getting paid.
You can post an insurance payment to a claim on a balance forward just like you would for a normal insurance payment. Click here for more information on posting insurance payments.