There are multiple ways to change or remove a Transaction after it has been entered. The most common way is to ‘Modify’ the Transaction. There are two areas to access the Transaction modify window (1) the Transaction Ledger (as seen above) and (2) the Patient Account History screen (covered in next section). We recommend using the Modify function through the Transaction Ledger as it is easier to discern which Transaction needs to be modified.
Access the Modify screen by clicking the button located on the far right column in the Transaction Ledger screen.
There are specific details of the Transaction that can be edited and other details that cannot be edited.
You can edit:
- Transaction Date: change the date the Transaction was entered – new Transaction dates will post a 12:00:00 AM timestamp To make the change - click on the current date and choose the new date from the calendar
- Provider: change which Provider is associated with the Transaction using the dropdown menu
- Paid By: (method) change the method used for Payment (Ex: change from Visa to Mastercard) This should only be changed on Transactions with Payments
- Service / Inventory Item: change the specific Service or Inventory Item being charged for in the Transaction
- Quantity (for Inventory Items) and total Amount Charged: change these numbers on each line, if necessary. Atlas will not automatically calculate in the Modify screen
- Plans: you can retroactively add a Transaction to a Patient Financial Plan – this may occur when a Financial Plan is created after a Patient has had Transactions posted (section Financial Plan section for details on setting up Plans) Click on the ADD button for the Plan you would like to add the Transaction
- Insurance: retroactively add a Transaction to Insurance – this may be necessary if a Transaction was posted prior to Insurance being added to a Patients’ file or if a Service is newly added to coverage Click on the ADD button (not visible in example image) for the specific Insurance record to add the Transaction to OR click on the ‘Add Transaction to Insurance’ button to let Atlas decide which Insurance record to add the Transaction to based on your current configuration
- Diagnosis: change Diagnosis codes or mapping retroactively (US Insurance)
- Save: be sure to SAVE the Modified Transaction to properly Exit the screen
NOTES ABOUT MODIFY:
If you modify a Service or Inventory Items or Inventory quantities; remember to update the AMOUNT field accordingly.
You cannot add or remove Services from the modify screen – you can only change lines currently on the Transaction.
To add a Service, simply create another Transaction.
To remove a Service it will be necessary to VOID the Transaction; you will have to re-create the Transaction, with the correct Services or Inventory Items.
If you are attempting to add a transaction to a Financial Plan or Insurance and Atlas shows a warning ‘Cannot add Transaction to Plan (or Insurance)’ you will need to refer to the Financial Plans screen troubleshoot. Usually the problem occurs when attempting to enter a Service (or Inventory Item) that is not setup to be covered or the Transaction dates don’t coincide with the Plan or Insurance coverage dates.