How To: Create and Apply Unassigned Credit

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An unassigned credit is a payment that has been applied to a client's account but has not been allocated to a specific charge. One of the most common instances of this is when a client prefers to pay for multiple services or copays up front - you are able to collect the full payment, then apply the unassigned credit as the client receives services. Once an unassigned credit is applied to a client's account, the credit may be applied to open charges at any time.

Role Required: Practice Biller or Biller for Assigned Patients Only

To create an unassigned credit:

  • Click Patients > Patient Name > Patient Billing tab > Enter Patient Payment
  • Select the method of payment from the Payment Method dropdown
  • Enter the Payment Date, Payment Amount, and other applicable payment information

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  • The Payment Amount is automatically allocated to the oldest dates of service still pending payments. To generate an unassigned credit, the amounts entered in the Payment Allocation column must equal a value less than the Payment Amount. Edit the amounts in the Payment Allocation column as desired. The unallocated portion of the payment will be recorded as an unassigned credit
  • Click the Save Payment button
  • A warning dialog will appear to alert you that the unallocated payment will become an unassigned credit. Click the Save Payment Anyway button

The unallocated payment is recorded in the client's chart as an unassigned credit. To view a client's unassigned credit balance, click Patients > Patient Name > Patient Billing tab and locate Unassigned Credit in the section labeled Patient Billing.

To apply unassigned credit to a client balance:

  • Click Patients > Patient Name > Patient Billing tab > Apply Credit
  • If there are multiple payments that have an unused balance, a dialog titled Payments with Unassigned Credit will appear. Click Use Credit next to the payment you wish to allocate

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  • The Payment Date, Payment Amount, and other payment information is filled in automatically. If a portion of the payment has been allocated previously, this amount is visible in the Items Paid with this Payment table. Note: Editing these amounts will remove payments that were allocated previously. To allocate the unassigned credit, locate the Open Items Awaiting Payment table and enter the desired amount in the Payment Allocation column
  • Click the Save Payment button
  • If the amount allocated does not match the total amount of the unassigned credit, a warning dialog will appear to alert you that the unallocated payment will become an unassigned credit. Click the Save Payment Anyway button
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Comments

  • Avatar
    Brian Willis

    It appears that when running the revenue report for the pay period, the past payment will not show up on it if it falls outside of that pay period. For instance, I entered a credit one month ago. When applying it to a service that was performed today and ran the revenue report for the past two weeks, it does not show up...so I won't get paid. Additionally, credits themselves don't show up on a revenue report if they are not applied to a service. This is not good as moneys will get lost and only found at the end of the year audit when an annual revenue report is done. Please help.

  • Avatar
    Jordan

    I am so sorry about this, as it will go to the month that the payment was entered originally in your TherapyNotes account. This is something we would like to fix in the future to make it where the revenue will reflect in the month it was applied. If you have any questions we can be reached at 215-658-4550 or via email support@therapynotes.com

  • Avatar
    Joris Lemmens

    I want to echo Linda's comment. This is an absolute must. I have to 'split' old open credits in order for the therapists to get paid: create 'new' payments with the balance etc. Can you just add a field with an 'applied date'?

  • Avatar
    Laura

    Joris,

    This is something we are aware of and will look into fixing this in the future. Thanks for your feedback!

  • Avatar
    Jennifer Doler

    This really is a big problem. I have tried various ways to keep track of what the providers are to get paid when applying unassigned credits. It would be a big help to get this issue resolved.

  • Avatar
    Laura

    Jennifer,

    I apologize for the inconvenience. I will forward your feedback to management for review. Thank you.

  • Avatar
    Monica Smith

    Do we have any idea when this issue will be resolved? This is going to be problematic as we move forward.

  • Avatar
    Laura

    Monica,

    This is something we plan to fix in the future but do not have an ETA at this time.

  • Avatar
    Jay Slovick

    One Client (Client A) would like to pay another client's (Client B) open balance. We have only the card stored for Client A. Having charged Client A's card, Client A has an unassigned credit. Client B's account shows an open balance for the same amount.Can we transfer an unassigned credit from one client to another?

    If a workaround is required, what is the best way to document the debit and credit?

    Thank you!

  • Avatar
    Laura

    Create a Misc Charge for Client A for the amount they want to pay for Client B. Assign the payment to Client B's clinician so that the revenue is applied to the clinician appropriately. In the "Comments" field, write a note that indicates this is the charge for Client B. Save the Misc Charge. Next, assign the unassigned credit to the Misc Charge.

    Go to Client B's chart under the "Patient Billing" tab. Click on the date of service. In the Billing dialog, check the box to write off the patient balance. There is not a way to record a note on this write-off. If you want to record a note you can do so under the "Billing Settings" tab in the "Billing Comments" field, however this will not connect to the date of service.

  • Avatar
    Jeffrey VanMeter

    Since writing my original comment, I have realized it was in error. I have deleted that comment and added a new one below.

    Edited by Jeffrey VanMeter
  • Avatar
    Randy Golly

    Any update on getting how the credit is reported on revenue reports? Big issue and looks like the problem was reported over 2 years ago. At this point in order to properly pay my therapists I have to track all credits or payments outside of a payroll period manually to get an accurate amount due to pay the therapist.

  • Avatar
    Rachael

    Randy,

    We do not currently have any updates for the revenue report. We do plan to update some of our reporting in the future, however, at this time we do not recommend using the revenue report to pay your clinicians. This is due to the fact that payments affect the revenue according to the date the payment was entered rather than the date of service. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Jeffrey VanMeter

    TN Team,

    This is the most glaring and poor feature of an otherwise very good program. This needs to be elevated to the highest of priorities as it has been 2 years now since Brian Willis first brought this issue to your attention. Surely if you can rebuild your entire network in four days, this could be fixed to report revenue credits when they are applied instead of when they are received. Especially since TN already tracks unapplied credits. There would be great rejoicing if we all didn't have to utilize external spreadsheets and tracking to pay our therapists based on revenue received. Thank you.

  • Avatar
    Rachael

    Jeffrey,

    Thank you for your feedback. We do plan to add a payroll report in the future, but we do not have an ETA at this time. The revenue report is meant to track income, so totals are reported based on the date the payment was entered, because that's when the revenue was received.

    If you want to use the report for payroll, you could change the date of the payment to the date it is applied. You could also remove that credit amount from the original payment, then enter a new payment for the date that the payment is applied. If you have any questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.