Alyssa Lane
SoftDent is a dental software that helps with tasks such as posting insurance payments and calculating insurance estimations. When entering an insurance check that is split between multiple doctors, users may accidentally enter the wrong amount. This paragraph aims to provide an overview of the steps required to correct a bulk insurance check in SoftDent, ensuring accurate financial records and patient accounts.
| Characteristics | Values |
|---|---|
| How to correct a bulk insurance check in SoftDent | To correct a bulk insurance check in SoftDent, select Insurance > Insurance Payments > Bulk Insurance Payments. The Insurance Check Info window will be displayed in EDIT mode. Select the insurance company, insurance plan, and transaction code from the drop-down lists. Enter the plan, plan fee, plan doctor information, check number, bank number, and correct date. If you need to edit the amount, click Edit Distributions and select the amount to change. Click OK and then Close. |
| Common issues | Entering the wrong amount on a bulk check that is split between two doctors can mess up the deposit amount on the daysheet. If the insurance is not estimating correctly, the insurance estimation checkbox may be unchecked. Click System > Change System Settings > Select Insurance and make sure "Enable Insurance Estimation" is on. |
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What You'll Learn
Removing payments from a bulk check
To remove payments from a bulk check, you must first remove all payments within the bulk check. Once all payments have been removed, close the check and click 'Yes' when prompted with the "bulk check not complete" message. Then click 'Yes' again when prompted with the "no entries on the bulk check" message. At this point, the check will be deleted and you can begin to repost it. If the check is older than 90 days, you may not be able to delete it completely. In this case, you can try removing the payments from it and then making the check amount .01. Post a penny payment to the doctor to close it and then use a collection adjustment to offset it on the doctor's ledger.
To remove claims that are not included on the Explanation of Benefits (EOB), highlight the claim and select 'Remove' from the Options section of the Express bar or Options menu. To edit the payment amount, click 'Edit'. Type the amount in the 'Payment' column and click 'OK'. If this is not the final payment for the claim, select 'Mark As Final Payment' from the Options section of the Express bar or Options menu. The asterisk (*) will be removed from the 'Patient Name' column. Click 'Post'. The Insurance Payments window will then be displayed. The remaining amount must be 0.00 to post the payment.
When posting bulk insurance payments, select the insurance company, insurance plan, and transaction code from the drop-down lists. If the payment includes a DMO/capitation plan service fee, enter the plan, plan fee, and plan doctor information to display the plan fee in the correct Plan Transactions window. The plan fee is subtracted from the check amount. You can distribute any remaining amount to patients with outstanding claims. Type the amount of the insurance payment, the check number, and the bank number in the fields and ensure that the correct date is selected from the Date drop-down list. Select the billing and plan doctors from the drop-down lists. To submit completed claims covered by a secondary plan to the insurance batch file, select 'Print Secondary Claims'.
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Reposting a bulk check
To repost a bulk check, you must first remove all payments from within the bulk check. Once all payments have been removed, close the check and click yes when prompted with the "bulk check not complete" message. Then click yes to the "no entries on the bulk check" prompt. At this point, the check will be deleted and you can begin to repost it.
To repost the check, select Insurance > Insurance Payments > Bulk Insurance Payments. The Insurance Check Info window will be displayed in EDIT mode. Select the insurance company, insurance plan, and transaction code from the drop-down lists. If the payment includes a DMO/capitation plan service fee, enter the plan, plan fee, and plan doctor information to display the plan fee in the correct plan Transactions window. The plan fee is subtracted from the check amount. Type the amount of the insurance payment, the check number, and the bank number in the appropriate fields. Ensure the correct date is selected from the Date drop-down list. Select the billing and plan doctors from the drop-down lists.
Click OK. The Insurance Payments window is displayed. The insurance check information is displayed at the top of the window. Select Load Claims from the Options section of the Express bar or Options menu. Edit and remove claims as necessary. If the payment amounts and estimates in the Payment column are not the same, select Write-Off Mode from the Options section of the Express bar or Options menu to post the write-off.
The Remaining amount must be 0.00 to post the payment. If Update bluebook... in the Insurance System Settings window is selected: The Bluebook Update Method window is displayed. If any claims selected for final payment have secondary coverage and Print Secondary Claims in the Insurance Check Info window is selected: The secondary claim is printed. If any secondary claims are submitted: A query box prompting you to print all batched billing statements is displayed. Click Yes to print the statements and No to send the statements to a batch file. Click Close.
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Selecting the right insurance company
When choosing an insurance company, it is essential to consider several factors to ensure you are getting the best coverage for your needs. Here are some guidelines to help you select the right insurance company:
Understand your needs
Before selecting an insurance company, it is crucial to identify your specific needs. Consider whether you require personal or business insurance and the level of coverage you need. Different insurance companies offer various plans with different coverage options, so understanding your requirements will help you choose a company that aligns with your needs.
Research and compare companies
Take the time to research and compare multiple insurance companies. Visit their websites, read reviews, and understand their financial stability. Independent rating agencies provide ratings that can help assess a company's financial health. You can also check with your state insurance department to see if the company has a high number of consumer complaints relative to the policies it sells.
Assess coverage and costs
While price is an important consideration, it should not be the sole deciding factor. Cheaper options may offer less coverage, leading to higher out-of-pocket expenses in the event of a loss. Understand the coverage provided by each company and how it aligns with your needs. Ask about discounts and explore the options available to get the most suitable coverage for your budget.
Understand the claims process
Choose an insurance company that handles claims fairly and efficiently. Talk to other customers or check a national claims database to understand how the company has handled claims in the past. Ensure the company and its representatives are responsive and provide clear guidance on the claims process.
Work with independent agents
Consider working with independent insurance agents who can help you navigate the complexities of insurance. They work with multiple companies, including competitors, to find the best fit for your insurance needs. Independent agents can provide valuable insights and help you understand how different policies can cover future losses.
Review the policy details
Remember that an insurance policy is a contract. Read the policy carefully to understand what is covered and what is not. Don't hesitate to ask questions and clarify any uncertainties. This will help you make an informed decision and ensure you are comfortable with the coverage provided.
Now, for your question about correcting a bulk insurance check in SoftDent:
If you have entered the wrong amount on a bulk check in SoftDent, as described in the query ("When entering an insurance check that is split between 2 doctors and you enter the wrong amount on one of the doctors and it posts, how do you fix this?"), you can correct it by following these steps:
- Navigate to the Insurance Payments window: Select Insurance > Insurance Payments.
- Edit the claim: Review the claims listed in the Insurance Payments window. If the amount received from the insurance company is different from what is expected, click "Edit Distributions."
- Modify the amount: Select the incorrect amount and type in the new, accurate amount.
- Proceed with caution: A warning message may appear, indicating that changing the amount could affect the deposit amount. Proceed with caution, as this may impact the day sheet and patient account.
- Verify the correction: After making the changes, verify that the amount on the patient account is correct.
Remember to carefully review the amounts and claims before finalizing any corrections to avoid further discrepancies.
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Editing the check amount
Step 1: Access the Insurance Check Info Window
Select "Insurance" from the menu, then choose “Insurance Payments” and finally, “Bulk Insurance Payments”. This will open the Insurance Check Info window in EDIT mode.
Step 2: Select the Relevant Information
From the drop-down lists, select the insurance company, insurance plan, and transaction code. If there is a DMO/capitation plan service fee involved, enter the plan, plan fee, and plan doctor information. This will ensure the correct display of the plan fee in the Plan Transactions window.
Step 3: Enter the Check Amount
In the designated fields, type the amount of the insurance payment, along with the check number and bank number. Ensure that the date is correct, selecting it from the Date drop-down list.
Step 4: Edit the Check Amount
If you need to edit the check amount, for instance, if the amount received from the insurance company differs from what is expected, click on "Edit Distributions". This will enable you to modify the amount.
Step 5: Make the Necessary Changes
With the window now in Edit mode, you can select the amount you need to change and type in the new, correct amount. This will ensure that the check amount is adjusted as needed.
It is important to exercise caution when editing the check amount, as making changes after the initial posting can lead to issues with the deposit amount, as indicated by the warning message that appears. While this may correct the amount on the patient's account, it can cause discrepancies in the accounts receivable. Therefore, it is recommended to double-check all information before finalising any bulk insurance check entries in SoftDent.
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Fixing the deposit to field
To correct a bulk insurance check in SoftDent, you must first remove all payments from within the bulk check. Once all payments have been removed, close the check and click 'yes' when prompted with the "bulk check not complete" message. Then, click 'yes' again to the "no entries on the bulk check" prompt. At this point, the check will be deleted, and you can begin to repost it.
If the check is older than 90 days, it may not be possible to remove it completely. In this case, you can attempt to remove the payments from the check, but you will be unable to delete it. One suggested method is to change the check amount to $0.01 and post a penny payment to the doctor to close it. You can then use a collection adjustment to offset it on the doctor's ledger.
When re-entering the bulk insurance check, ensure that you select the correct insurance company, insurance plan, and transaction code from the drop-down lists. If the payment includes a DMO/capitation plan service fee, enter the plan, plan fee, and plan doctor information to display the plan fee in the correct Plan Transactions window. The plan fee is then subtracted from the check amount. Type the amount of the insurance payment, the check number, and the bank number in the fields provided, ensuring that the date is correct. Select the billing and plan doctors from the drop-down lists.
If the amount received from the insurance company is different from what was expected, click Edit Distributions to modify the amount. Select the amount to be changed, and type the new amount.
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Frequently asked questions
First, select Insurance > Insurance Payments > Bulk Insurance Payments. The Insurance Check Info window will be displayed in EDIT mode. Then, select the insurance company, insurance plan, and transaction code from the drop-down lists. Next, enter the plan, plan fee, and plan doctor information to display the plan fee in the correct Plan Transactions window. The plan fee is subtracted from the check amount. Finally, type the amount of the insurance payment, the check number, and the bank number in the appropriate fields. Make sure the correct date is selected from the Date drop-down list.
Click System, then select Change System Settings, and select Insurance. Make sure "Enable Insurance Estimation" is on. If this issue is happening for only certain accounts, make sure that the user code "X" is not entered within the account's information. The "X" user code will keep insurance from estimating within an account.
To start, you would need to remove all payments from within the bulk check. Once all payments have been removed, close the check and click yes when prompted with the "bulk check not complete" prompt. Then click yes to the "no entries on the bulk check" prompt. At that point, the check will be gone and you can begin to repost it.
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