Billing›Overpayments in Ankota

Overpayments in Ankota

Overview

Some agencies regularly deal with overpayments. In that case, you will want to make use of our overpayments feature, which must be turned on by an Ankota specialist. Please note, Medicaid clients do not have this function typically turned on. It is not Medicaid practice to overbill/overpay. 

The overall process of overpayments in Ankota is simple.

  • Overpayments functionality is turned on in Ankota. (You must request this.)
  • Create an overpayment by overpaying any invoice.
  • The overpayment is saved as an adjustment.
  • The adjustment is applied to the next invoice, and will show as a line item noting "Advance Payment."

See below for further information on the processing of creating and applying overpayments in Ankota.

Creating Overpayments

To create an overpayment, simply overpay any invoice. Once this overpayment occurs, the overpayment will automatically be saved in the form of an adjustment. 

Applying Overpayments

Applying overpayments can be done automatically if desired. Speak to your Ankota specialist if you wish for your overpayments to be applied automatically.

To apply an overpayment manually, go to Billing/Payroll, then click Adjustments. Filter for all adjustments in the time period you are looking for. 

The Adjustments page shows filter fields for Description, Adjustment for, Status (set to "Available"), Service Type, Date From (11/01/2020), and Date To (11/08/2020), with Search and Add New Adjustment buttons. Below is a table displaying adjustment records with columns for Type, Name, Service Type, Description, Date, Adjustment, Amount, and Status, containing one example entry for a client discount adjustment of ($39.00).

Open the desired adjustment, then check the box next to "Available" to ensure it is applied to the next invoice, then click Save Adjustment.

The Edit Adjustment dialog displays fields for creating a financial adjustment, including Adjustment Type (Discount/Deduct from Pay selected), Adjustment For (Client selected), Date (11/03/2020), Service Type, Description ("Advanced Payment"), Finance Service Name, Type, and Amount (39), with an Available checkbox highlighted in red at the bottom and a Save Adjustment button.

The next time you run Calculate Billing, the adjustment will be listed on the page and be applied when you create an invoice.

The Calculate Billing/Payroll screen displays a search form with filters for operation type, agency, client details, and date ranges, followed by a table of billable visits for "Test, Patient" with visit IDs, types, charges, and amounts, and below that an Adjustments section showing a $39.00 discount applied on 11/3/2020 with a total amount of $153.00 and total hours of 7.

Viewing Overpayments

Applied adjustments (advance overpayments) show on the client's invoice as Advance Payment.

A billing summary table showing two service entries: a completed Assurance service on 11/1/2020 totaling $92.00, and an Advanced Payment transaction (highlighted in red) showing a negative $39.00 adjustment, resulting in a net total of $53.00. The table displays columns for Date, Service, Caregiver, Rate, Time IN-OUT, Total hrs, and Amount.

Once the invoice is completed, this billing update (including the adjusted amount) will be visible on your AR screen as a regular balance.

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