Claims will always show in the New Transmission window if they have been addressed to the Medicare or DVA Account Holder AND have an outstanding balance. If these claims no longer need to be sent using the online transmission system, you can stop the claims popping up in the New Transmission window using the instructions below:
Claim is paid
If the claim has already been paid you will simply need to apply the payment to the invoice. This can be done by noting down the invoice number in the Account History, closing the window, and navigating to Billing > Receipt by Invoice Number.
Enter the invoice number into the window that appears and click OK. You will receive a receipting window where you can apply the payment as normal. If the payment was received on another date, please ensure you enter the appropriate date at the top.
You can also receipt using the options in our Receipting article.
Claim will not be paid
If the claim is not going to be paid, you can simply credit off the amount owing. To do this, open the Account History for the patient and select the appropriate invoice. Slow double click in the Credit column and type in the amount you wish to credit. This will need to be done for each of the items on the invoice that you do not wish to transmit. Genie will prompt you to put in a reason for your credit.
For more information on Bad Debts, please refer to our Bad Debts article.
Claim is being paid by patient
If the claim is no longer being sent to Medicare/DVA and the patient is now responsible for the balance, you will need to change the Account Holder for the invoice. To do this, open the patient's Account History and select the invoice on the left hand side. Once highlighted click the Change Account Holder button at the top of the screen.
You will receive a Change Details window as below. Simply select Change Account Holder, and search for the new person you wish to assign the invoice to.
Claim is being sent manually
If the claim is now being sent manually, you will need to include it in a Manual Batch to stop it appearing in the New Transmission window.
To do this, navigate to File > Maintenance and Reports > Daily. Select the Manual Batching icon.
In the new window, select New Batch
You will then receive the following window:
Select Medicare, DVA or Other at the top. Choose your provider, site of service and give the Batch a number. If you need to select only particular items to keep in the claim, use the Remove/Keep Highlighted buttons. When you're happy with the batch select Save.
For more information on Manual Batching, please refer to our Manual Batching article.