Overview: This article explains how to handle insurance recoupments in ChiroHD. A recoupment occurs when an insurance company retrieves funds from a previous payment made to your office, typically because of an overpayment or a duplicate payment. Follow the steps below to ensure accurate processing and reporting of recoupments.
Steps to Process a Recoupment:
Verify if the Line Item is Fully Settled:
Before processing a recoupment, check the patient’s ledger to ensure that the line item has been fully settled.
Go to the patient's ledger and click on "Show Billing Info." If the billed amount is fully allocated (with no insurance balance remaining), it will not appear on the EOB posting screen.
Recoupments must be posted through the EOB processing screen, specifically in the "Fee" column.
Adjust Line Item for Posting:
If the line item has been fully settled and does not show up on the EOB posting screen, use the following workaround:
Open a new tab in ChiroHD and navigate to the patient's ledger.
Click "Show Billing Info" and find the line item that needs adjustment.
Click on the edit icon under the "Billed" column (not other edit icons) and remove or adjust the write-off amount to create a balance.
Save your changes by clicking the green check mark.
Refresh the EOB Posting Screen:
Return to the original EOB posting screen.
To refresh the screen without losing your progress, clear the payer and then re-select it. This will refresh the display and show the adjusted patient line item.
Note: This step is required only if you've already begun entering your EOB and notice that a date of service (DOS) is missing from the EOB posting screen because it was previously settled.
Enter Recoupment Details:
Go to Insurance > Process EOB and fill out the payer, date ranges, check number, and memo fields.
Enter the recoupment amount in the "Fee" column (e.g., if the insurance company is recouping $10, type “10” without a negative sign).
Important: Do not manually type a negative number; ChiroHD will automatically treat the amount as a negative value.
If the recoupment is included on an EOB that also has other payments, enter the full check amount but still specify the recoupment in the fee column.
Finalize and Confirm Recoupment:
After entering the details, click "Finalize." The system will alert you that the recoupment will appear in reports, which is correct.
Confirm by clicking “Yes.”
Check Your Reports:
Navigate to Reporting > All Reports Beta > Collections and run a detailed version of the report.
The collections report will display the recoupment amount accurately, reflecting both positive payments and the negative recoupment.
Additional Information:
Visual Inconsistencies on the Patient Ledger:
Recoupments may not update accurately on the patient's ledger’s "Paid" column. For instance, if insurance first paid $20, and then after processing a $10 recoupment, the ledger may still show the original $20 payment.
However, the insurance history and collections reports will reflect the correct amounts. This issue is known, and improvements to the ledger’s visual handling of recoupments are planned for future updates.
Quick Recap:
Verify if the line item is fully settled. Adjust it if necessary to enable posting.
Enter recoupment details in the EOB processing screen and use the "Fee" column for the amount.
Do not manually type negative numbers; the system handles recoupments automatically.
Finalize the EOB and verify that reports accurately reflect the adjustments.
By following these steps, you can ensure that insurance recoupments are processed correctly in ChiroHD, maintaining accurate financial records and reporting.