Reverse a Miscellaneous Charge or Payment

Use the Reversal feature of the patient ledger to correct an error if you post a charge or payment for the wrong amount, or post a transaction unintentionally, or need to completely remove a transaction for any reason.

Transfer vs Refund vs Reversal - If you accidentally post a payment to the wrong account, use the Transfer tool to move the payment to the correct account. In contrast, if someone has paid too much on an account, use the Refund tool to either refund the money to the responsible party, or transfer the funds to another account. Finally, if you post a miscellaneous charge or payment for the wrong amount, or post a transaction unintentionally, or otherwise need to completely remove a charge or payment transaction, use the Reversal tool.

Get Started

Create Transaction Reversal List - Use the Transaction Reversal table to categorize the reasons for reversing transactions you have posted to patient accounts, such as transactions posted for the wrong amount, and transactions posted accidentally.See "Set Up Transaction Reversal Table" for details.

Use This Feature

Open the Patient Ledger - Open the ledger of the patient with the incorrect transaction. You can open this feature in multiple ways: Use the method that's most convenient for you. If a patient record is already active, that patient's information will be loaded automatically. Otherwise, you use Fast Find (either typing information or swiping a registered reward card) to search for the patient to work with.

ViewPoint toolbar - Ledger.

ViewPoint shortcut menu - View > Ledger. (Or, press Alt+V on your keyboard to open the View menu options.)

Post Transaction Window - Click the Ledger button at the bottom of the Post Transaction window, or press Alt+L on your keyboard, to go to the patient's financial ledger.

Patient Fingerprint - You can enable patients to open the ledger when they touch the fingerprint sensor installed at your workstation. See "ViewPointProperties" for details.
Initiate Reversal - Right-click the incorrect transaction, and select Reverse Transaction.

Reversing Bulk Payments - If you reverse any transaction that was originally part of a bulk payment, all transactions in that bulk payment will be reversed.

Reversing Charge Groups - If you reverse a miscellaneous charge that was posted as part of a charge group, a window appears that lists all related charges. You can then choose "Yes" to reverse all charges that were posted as a group, or choose "No" to reverse just the charge you right-clicked.
Select Reversal Reason - Select the reason for the reversal from the drop-down list, or type a unique reason. (See "Set Up Transaction Reversal Table" for details about maintaining the list. Typed reasons will not be added to the list.) This reason will appear on your Reversals & Fixes report and in the transaction audit.
Finish - Click Adjust to confirm your action, or click Cancel to exit without completing the reversal.

More Information

Offset Transaction - ViewPoint posts an offsetting transaction for accounting purposes. Both the original transaction and the offsetting transaction will appear red in the ledger.

Posting the Correct Transaction - If you are correcting a transaction you posted for the wrong amount, or a charge that you posted to the wrong account, be sure to post the correct transaction to the correct account as needed.

One-Time Reversal - Once you have reversed a transaction, you cannot undo the reversal.

Posting Fix Option - In rare instances, you may need to repost a payment that has already appeared on a deposit slip. If this occurs, flag the correct transaction as a Posting Fix before clicking Post to maintain the integrity of today's deposit slip. If you catch a mistake before it appears on a deposit slip, do not flag the correcting payment as a posting fix, or it will not appear on a deposit slip at all.

Reversing Contract Charges - You can reverse only manually-posted transactions: Contract charges can only be changed by editing the contract. (See "Edit a Patient Contract" for details.)

Patient Forms - Reversed transactions do not appear on patient statements or financial histories.

Print Report - Run a Reversals and Fixes report to review transactions that have been reversed and flagged as Posting Fix, for any range of Transaction reports or dates. See "Reversals & Fixes Reports" for details.