Editing transaction

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Hi guys,  I understand the need to maintain integrity of processed transactions from an accounting perspective...but under "Edit Transaction" would it be possible to add a "Notes" section?  

As you know, currently the only way to edit the Description is to delete and re-process the transaction - which stuffs up daily/monthly balances if not done carefully.  Frequently I need to add a clarifying note to the transaction after my admin team have processed it.  It's a huge pain to have to delete & re-enter it.  

If when I hit Edit Transaction I could either a) actually add something to the Description without having to delete the lot first or b) have a Notes section that would allow me to add a comment after the transaction has been processed, that would be most helpful.  Thanks!
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Eyre Sports Physio

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Posted 2 years ago

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Mandi - Sport & Spinal Physio

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yes please, that would be a good addition
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Cath Gomboc

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I also think that anything that can make the end of month balancing easier would be great!
Often the girls edit a transaction, and if it is from the previous month or another month, then that throws all the figures out entirely.
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Mandi - Sport & Spinal Physio

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I just have it that only practice managers can edit transactions - our reception staff don't have that capability, saves a few errors from the back end! 
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Western Region Health

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This would be a brilliant idea.  So many times I just need to change a transaction code and it is such a process when it's for a previous day!
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Sue DuPlessis

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I also have HUGE issues with item codes being incorrect.  So, the Psychologists process their own payments for the client and give the client a receipt from FD.  This works fantastically until the client decides that they can no longer claim from medicare so we have to change the code over to a Private code.  So easy ..... nothing else changes except the code. ....... but I have to delete the transaction and do it again.  This is also an issue if the client receive another lot of sessions under a different item code applicable to medicare and they haven't advised the psychologist for whatever reason, but it needs to be changed again in order to be claimed at medicare.  The amount never changes......  Please allow a change to item codes if there is an amendment to the way the edit function works.........
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Timothy, Business Care Manager

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Hi Eyre Sports. Thank you for your post. You outline two different suggestions, changing the item code description on a billed item and secondly adding a comment to a transaction. 

Changing a transaction once it is billed comes with lots of possible problems, hence the reason this action is restricted somewhat.

In relation to adding a comment to a transaction, most users add general accounting notes in the general notes or warnings area on the patient file. Can you tell us more about your need to specifically add a note to a transaction rather than in the general notes area?
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Eyre Sports Physio

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Hi Timothy.  I agree, changing transactions after the fact is fraught with danger...but I don't see why the ability to add something to the Description (i.e. retain the original entry, but allow extra text to be added later) should be restricted? 

If that can't be done, then my 'add a comment to a transaction' suggestion was Plan B :)

Why I'd like to add comments to transactions:
  • We have a deal with certain patients that every 10th visit is discounted (loyalty thing) but we don't always remember to put "1 of 10" or "2 of 10" in the Description when billing (especially when we've new staff!) so we have to go back & add this later.
  • I don't want this info 'hiding' in general Notes, as my Admin staff look back at past transactions to know what number they're up to.  They don't have access to Clinical Notes for confidentiality reasons.
  • Same for EPC clients - we need to know what number their consult is.  If we forget to add it at the time, it's a pain to delete & re-enter.
  • I'm a Level 2 Physio (Titled Sports Physio) hence my fees are different to my Level 1's.  But if I see a patient for them, I'll often just charge at the Level 1 rate.  I'd like to annote in the Transaction tab why the rate isn't 'regular'.  I have the time to do this at the end of the day, but not the time between consults to explain to my Admin staff to add certain reasons to the Description when billing. 
  • When I back-track billings/transactions, I expect to see patterns. If something differs from what's expected, as the business owner I need to know why.  If I find this isn't properly elucidated in the Description at the time of billing, then I'll investigate and correct/clarify the reasoning at a later date.  Being able to add to the transaction Description (or at least a note) in these instances is far preferable than having to cross-match dates of notes in the general Notes tab with dates of transactions in the Transactions tabs :)
Thanks!

Ally.
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Cath Gomboc

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HI Ally, we use the treatment plan button on the billings tab to keep track of EPC and limited consults.  That should help with that...
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Eyre Sports Physio

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Thanks for the tip Cath!  Confess I didn't realise that button was there.  I'll give it a go.
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Cath Gomboc

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Its very straight forward to use and set up.  But I know smartsoft would be happy to talk you through it.  Or I am always happy to help. 
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Eyre Sports Physio

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Hi Timothy.  I agree, changing transactions after the fact is fraught with danger...but I don't see why the ability to add something to the Description (i.e. retain the original entry, but allow extra text to be added later) should be restricted? 

If that can't be done, then my 'add a comment to a transaction' suggestion was Plan B :)

Why I'd like to add comments to transactions:
  • We have a deal with certain patients that every 10th visit is discounted (loyalty thing) but we don't always remember to put "1 of 10" or "2 of 10" in the Description when billing (especially when we've new staff!) so we have to go back & add this later.
  • I don't want this info 'hiding' in general Notes, as my Admin staff look back at past transactions to know what number they're up to.  They don't have access to Clinical Notes for confidentiality reasons.
  • Same for EPC clients - we need to know what number their consult is.  If we forget to add it at the time, it's a pain to delete & re-enter.
  • I'm a Level 2 Physio (Titled Sports Physio) hence my fees are different to my Level 1's.  But if I see a patient for them, I'll often just charge at the Level 1 rate.  I'd like to annote in the Transaction tab why the rate isn't 'regular'.  I have the time to do this at the end of the day, but not the time between consults to explain to my Admin staff to add certain reasons to the Description when billing. 
  • When I back-track billings/transactions, I expect to see patterns. If something differs from what's expected, as the business owner I need to know why.  If I find this isn't properly elucidated in the Description at the time of billing, then I'll investigate and correct/clarify the reasoning at a later date.  Being able to add to the transaction Description (or at least a note) in these instances is far preferable than having to cross-match dates of notes in the general Notes tab with dates of transactions in the Transactions tabs :)
Thanks!

Ally.
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Hugh Matthews Podiatry- Ballarat

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We have review appointments and epcs appointments that count down, It works well as we usually make the next appt from the current one.  It needs to be set up in the "follow up' appointments but that would probably work for you as the transactions reflect the appt type.
We also set up the primary account as the "private account for HIcaps"  and set up new accounts for each EPC with the date and number of visits on the plan.  This is also good when viewing the transactions as you can then see how many have been used and you can deactivate them when finished.
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Mandi - Sport & Spinal Physio

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That's a great idea - I'm going to initiate that here. We usually set up new accounts for Insurance clients that are separate from their "private" account, but a separate EPC account that would flag when their amount is up would be very helpful 
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Hugh Matthews Podiatry- Ballarat

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We keep the tabs named [EPC date (5) ] as some patients are issued with more than 1 plan per calendar year.  You can check all transactions made from that plan, and if you select all accounts you can count how many they have had for the year.  We have been doing this for 2 years now and it work perfectly. 
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Western Region Health

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I would think as long as it doesn't allow you to play around with the transaction amount, there would be no harm. Editing an item code and description would be no different to changing the Practitioner.  This would make things so much easier in our clinic especially with EPC's that on occasion are entered using just our standard Osteo code.