Changing the item code of a paid transaction

  • 8
  • Idea
  • Updated 5 years ago
  • Not Planned
We would like the ability to change the item code of a service that has been paid, through the edit transaction screen (as long as it does not affect the amount billed or payment received).  Currently to achieve this we have to delete the payment received, amend the item code, re-enter the payment and then change the date of the payment to reflect the date payment originally received.  We have a lot of client's who attend their initial appointment without  their GP referral and we cannot bill a medicare item number without this, therefore we use another item number, once the client produces their GP referral  we can amend the previous item code used  to a medicare item code and client can then claim their medicare rebate. 
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Anna & Val

  • 17 Posts
  • 9 Reply Likes

Posted 5 years ago

  • 8
Photo of Josie Tropeano

Josie Tropeano, Product Manager

  • 64 Posts
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Official Response

Hi Guys

We are actually looking at tightening up editing and deletion of transactions rather than making it easier to do.  Generally this is not allowed in accounting systems to maintain the integrity of the system including reports and the inappropriate use of already issued accounts/receipts.  To do this we will need to introduce some extra entries such as “adjustments”.

With specific reference to 2 of the real world issues mentioned in the thread, we believe the following would be considered best practice.

Patient attends with possible work related claimable issue but Workcover Claim number not available


  • Bill and charge the patient as a private patient and ask them to either recover their costs directly with Workcover or through their health fund until a claim number (and approval for treatment) is available. At that time start billing as a Workcover patient.

  • Or if you are confident a Workcover claim will be approved, start billing as a Workcover client and place the account on hold and add appropriate file warnings until you have the full claim details.


Patient attends with possible Medicare claimable issue and Doctors referral not available.


  • Bill the patient as a private patient until they are approved for treatment claimable on Medicare. Patient can claim with their health fund if available.

  • If you are confident the patient is approved for a Medicare claimable treatment but cannot provide all required details such as Dr’s referral and Medicare card etc, Start charging as Medicare and place account on hold.  Medicare claims can be made up to 2 years from the consult date.

One of the problems with issuing accounts/receipts as a private patient and then changing it to either Workcover or Medicare items by just editing the item code, is that the patient can fraudulently, even if unintentionally, make an additional claim with their health fund.  What would be worse is if the practice made the claim on the patient's behalf with Tyro Health Point or HICAPS on the day and then later also billed Workcover or Medicare for the same item.