1. Enter Charge Account Transaction
- Anthony Campana
- jorge.mandujano
- 1 Overview
- 1.1 To Enter a Charge Account Transaction, click on Acct Receivables 1. Enter Charge Account Transaction
- 1.1.1 Charge Account Settings
- 1.2 Activate Charge Account
- 1.3 Patient File - Family
- 1.4 Family/Billing Organization File
- 1.5 Credit Limits
- 1.6 File L. Pharmacy Setup Acct Receivables
- 1.6.1 Pharmacy Setup A/R Settings
- 1.6.1.1 Allow Cash for Charge Account Patients
- 1.6.1.2 Default for Charge Copay
- 1.6.1 Pharmacy Setup A/R Settings
- 1.1 To Enter a Charge Account Transaction, click on Acct Receivables 1. Enter Charge Account Transaction
Overview
The Enter Charge Account Transaction screen allows the user to enter in any transaction for a patient who has a charge account in the system by manual means.
The system can be tailored to enter transactions automatically by submitting a copay directly to the charge account from the processing screen if the option is selected under File L. Pharmacy Setup Account Receivables, or if the user charges the tender amount to the charge account through the BestPOS system.
To Enter a Charge Account Transaction, click on Acct Receivables 1. Enter Charge Account Transaction
Charge Account Settings
Family Name: Enter in the whole name (Last Name, First Name) of a patient to bring up the family’s information or enter in part of the patient’s name and press the "Enter" key to bring up a list of patients. To choose the patient click anywhere on the row of the patient or type in the line number of the patient in the field below the list and press the "Enter" key. Once a patient is chosen, the family info will come up automatically. The family record number will display in the top right section and is grayed out as it cannot be edited.
Balance From Last Statement: This field is non-editable and displays the balance from the last statement. This information is useful for quickly seeing what the most recent statement balance was.
Current Balance: This field is non-editable and displays the current balance for the selected account.
Transaction Date: Enter in the date of the transaction. This field can be backdated if for an example the user forgot to enter a transaction previously.
Transaction Amount: Enter in the transaction amount.
Transaction Code: Select the appropriate transaction code using the dropdown list.
1- Purchase: for entering an account debit based on prescription(s) purchased.
2- Payment for entering a proper payment on the account.
3- Credit Adjustment for crediting the account in an instance of an error or for any other reason.
4- Debit Adjustment for debiting the account in an instance of an error or for any other reason.
Remark: Enter in any remarks for this transaction. It's a good idea to notate transactions entered through this feature as they're all manually entered transactions and there's no automatic gathering of information during transactions entered through this menu; for automatic copay transactions to the charge account or transactions done through the BestPOS system (if the pharmacy currently utilizes BestPOS), the system automatically pulls details and then enters appropriate remarks and manual remarks are unnecessary.
Click the "Save" button or press the "Enter" key when the "Save" button is highlighted to save the information.
Click the "Save & Exit" button or press the "Enter" key when the "Save & Exit" button is highlighted to save the information and go to the Rx Processing screen.
The user may also clear all the data displayed on the screen by clicking the "Cancel" button or by pressing the "Enter" key when the "Cancel" button is highlighted.
Activate Charge Account
To activate a patient's charge account, go to their patient profile and select ‘Yes’ for charge account. This will enable the charge account option for the patient.
Charge accounts can also be activated when you input the first manual transaction. When prompted to confirm the family selection, select ‘Yes’ to activate the charge account for the patient within that family in the patient profile.
If ‘Add charge account for new patient' is set to 'Yes’ in Pharmacy Setup, the charge account will automatically activate when creating a patient profile. To locate this setting, see Pharmacy Setup A/R Settings.
Patient File - Family
In BestRx, when a patient profile is created, a family name is automatically assigned based on the patient's last name and first name. Clicking "Edit Family Name" allows you to change how the family is named and searched for in BestRx. To change the family the patient is linked to, you must select "Remove Family Link" and then assign the patient to the desired family.
The desired family name is usually the primary account holder.
For example, to link Wilson, Slade to Wilson, Martha as the primary account holder, ensure the accounts are connected. This allows prescriptions to be processed in BestPOS using Wilson, Martha’s saved credit card information.
This also applies to linking additional family members, such as children, to the same print statement or BestPOS transactions.
When a family is selected, its name will appear in the Family box linked to the patient.
You can check the "Family Members" section in the Patient File to see all family members linked to the same family as Wilson, Martha.
Family/Billing Organization File
A pharmacy can create a Family/Billing Organization to group multiple patient families under the same organization. This allows them to print a single statement in Print Statements to send to the Billing Organization.
In File 6. Family/Billing Organization File ‘Add New’
You can search for multiple organizations or families created in the BestRx system by filtering for "All," "Families Only," or "Organizations Only."
Link Family Into Billing Organization
When a charge account is activated, you can click the ‘+’ button to modify the A/R-linked accounts. By clicking the pencil icon, you can select a billing organization to group the family into one organization.
If transactions exist in the patient’s family charge account, you can transfer the balance to the billing organization after selecting it.
To complete the transfer, click "Transfer," select "Yes," and the change will be applied.
Remove Family Link From Billing Organization
To remove a patient family linked to a billing organization, the pharmacy can open the patient’s file and click the ‘+’ icon next to the charge account. Then, select "Remove A/R Linked" next to the pencil icon. This will prompt a balance transfer from the organization back to the patient’s original family in the patient file.
Credit Limits
In the patient profile, select a patient and navigate to their file to adjust charge account credit limit settings. Click the '+' button to modify the A/R-linked account's credit limit. Here, you can set the credit limit, view available and used amounts, and add a short code. Short codes are created in File K. Short Code File and will be available in the A/R Short Code after restarting the software. For more information on short codes see Charge Account Listings.
If a patient exceeds their charge account credit limit during a purchase, BestRx will prompt you to confirm whether to proceed.
If a pharmacy prefers not to receive prompts when a patient's credit limit is exceeded, they can navigate to Pharmacy Setup and set "Action when Credit Limit is Exceeded" to "Never Allow." With this setting, any transaction that exceeds the credit limit will be blocked unless the setting is changed.
File L. Pharmacy Setup Acct Receivables
Click the Account Receivables button from the Pharmacy Setup Info screen to modify default Account Receivables options.
Pharmacy Setup A/R Settings
Allow Cash for Charge Account Patients: Use this option ‘Yes’ or ‘No’ to control whether patients with active charge accounts can choose to pay with cash for prescriptions. When enabled, the pharmacy will have the option to select cash as a payment method in addition to their charge account. If disabled, only the charge account option will be available, preventing cash from being selected.
Default for Charge Copay: This option selects the Charge Account Copay function when getting a response for a paid claim with a copay.
The blank value will ask for entry from the user on the claim response screen. You'll be prompted to enter a "Y" or a "N".
The NO value will default the field to an "N" and will not bill the copay on the customer's charge account when hitting Enter on the response screen.
The YES value will default the field to a "Y" and will bill the copay on the customer's charge account when hitting Enter on the response screen.
The Don't Allow value will disable the field and will not allow copay to be billed to the customer's charge account on the response screen.
A/R Finance Charge (%): Indicate if you'd like a finance charge to be calculated and added to your statement balances.
Print Balance for Current Period on A/R Statements: If you'd like the current balance to be printed on the charge account statement, make sure this option is set to "Yes".
Action when Credit Limit will be Exceeded: Select if you'd like the software to Prompt User to Allow a patient's A/R credit to go over its limit, or Never Allow.
Default “Charge Account” setting for New Patients: if this option is selected ‘Yes’ when a new patient is created in BestRx it will automatically default ‘Yes’ for Charge Account to be selected, if ‘No’ it will not be selected when creating the patient profile.