On some occasions it may occur that you need to reverse a receipt that Gentu has processed automatically - for example:
- If a claim was accidentally sent in error but it was accepted and paid for by the fund.
- If a single item within a claim was accidentally billed in error and was accepted and paid.
Health funds will normally pay several claims in bulk - for instance if you have sent 5 different claims to the same health fund within a few days or weeks of each other, it is likely that the health fund will pay for all of the claims at the same time. When this happens:
- The fund will pay one lump sum into your bank account, which covers the total cost for multiple separate claims.
- The fund will return an Electronic Payment Advice to your Gentu advising of the payment amount.
- Each of the claims that were paid in the same Electronic Payment Advice will share the same payment reference number:
- Gentu will automatically process a receipt transaction for the entire lump sum amount paid to you by the health fund (rather than processing multiple separate receipts, one for each claim). You can view a record of this receipt in the Banking Report:
If it happens that you need to reverse an automatic receipt for one claim; and the receipt also covers other unrelated claims, then it will be necessary to manually re-receipt the other claims.
Before you begin
Before you reverse an automatic receipt, locate the claim in Claims Control (note that it may be in the Finalised tray).
Click on the payment advice link within the Payment Reference column to open the payment advice window. In here, you'll see details of the payment made to you by the claim, such as the total amount paid, and any claims which were covered by this remittance. Note down the payment date and the payment reference in this window.
In the example above, you can also see that there were two claims paid by this payment advice, for a total of $1,569.85. Therefore, if we were to reverse the transaction created by the automatic receipt - all of the claims listed in this window will have their receipts reversed, and therefore they will all be considered outstanding.
If you only need to reverse the payment for one of the claims paid for by a payment advice which covers multiple claims, then you should note down the Claim IDs for any additional claims - as these will need to be re-receipted manually.
Reversing an automatic receipt
Once you have noted down any additional claims paid in the payment advice, we can proceed with reversing the automatic receipt.
- Open the Banking Report via Financials > Banking Report. Use the drop down menu at the top of the screen to select the date period which covers the date the payment was made, as noted down from the payment advice in the step above.
- Locate the automatic receipt payment in the list using the payment reference.
- To the far right hand side you'll see the Reverse icon. Click this to open the invoice refund window.
- Enter the Reason and Description for this payment reversal, then click Reverse Payment to confirm.
- The payment reversal will be shown in the Banking Report.
Finalising the invoice
The next steps depend on the reason for the payment reversal. For example, was the claim sent entirely in error - such as sent for the wrong patient? In this case we would want to write off the entire invoice. Or it may be that one of the items on the invoice was mistakenly billed, but the other item numbers are accurate.
If the entire invoice was incorrect, the next step is to open the invoice, adjust each item's fee down to $0, and then save out of the invoice. You may also wish to add an Invoice Note to explain the circumstances.
If only one or two items on the invoice were incorrect, you should open the invoice and adjust the incorrect items' fees down to $0, then save out of the invoice. You can then process a manual receipt for the remaining items through Organisational Remittance.
If there were any additional claims which were paid under the same payment advice as the problem claim; you should also manually re-receipt these via Organisational Remittance.