Editing Fee Slips

Use the Edit Slip function to add line items to a fee slip, remove line items from a fee slip, add insurance to a fee slip, change fees, or change the staff member recorded on it. After you edit a fee slip, you must re-record it. If you simply need to change the date of service, provider, diagnosis code, or line additional data items on a fee slip, you can make the change on the fee slip and then click Update Claim & Notes Info without re-recording the fee slip.

If you receive error 94 while editing fee slips, see these knowledge base articles:

This section tells you how

  • You cannot edit fee slips that contain returned products or to which you have already applied line item insurance payments.
  • When you edit a fee slip, any adjustments, insurance selections, packages, discounts, and open insurance claims are deleted; all patient payments that were applied to charges on the fee slip are changed to unapplied amounts; the charges are reopened (including charges that you previously closed); and the lab order status is returned to “Order Not Billed.” An alternative option to editing a fee slip is to void the fee slip and create a new fee slip with the correct items. For more information, see Voiding Fee Slips.
  • If you edit fee slips, the information on the Insurance Remittance Advice Entry window may not match the ERA file. Also, if an insurance claim associated with an edited fee slip is already sent, the insurance claim may not match the fee slip; you will need to reopen and refresh the claim to ensure that it correctly matches the fee slip. In addition, if a purchase order associated with a fee slip is committed, the purchase order may not match the fee slip and so a new purchase order will be created.
  • If you choose to edit fee slips after completing the end-of-day process, you will be unable to complete the end-of-day process while fee slips are being edited; you must re-record edited fee slips before completing the end-of-day process. If you choose to edit fee slips after completing the end-of-day process, the re-recorded fee slips' line items and payments will use the original fee slips' dates.
  • If you enable the General Ledger, it is advised that you do not edit fee slips because editing them may result in inaccurate reporting.
  • You can change the provider in a fee slip that has been recorded and then click Update Claim & Notes Info to also update the provider in the Patient Ledger window and insurance claim (box 31 on the CMS 1500 claim form). You can change the provider or staff member on fee slip line items (box 24J on the CMS 1500 claim form) by editing the fee slip.
  1. Set up the following information:
    • From OfficeMate Administration, click Setup, select Preferences, click the Finance tab, select the Yes radio button next to the Allow fee slips to be changed BEFORE and AFTER End of Day preference, and click OK.
    • From OfficeMate Administration, click Setup, select Security, and ensure that the user has a role assigned to him or her that allows him or her to edit fee slips.
  2. Open a patient’s ledger, select a fee slip, click View Slip, and then click Edit Slip on the fee slip. For more information, see Opening a Patient’s Ledger.

    OR

    Open a fee slip that you want to edit and click Edit Slip. For more information, see Creating and Opening Fee Slips.

  3. Read the warning and click Yes.
  4. Double-click on line items to edit them in the Rx Order window or edit information in the Fee Slip window. For more information, see Viewing & Refilling Prescriptions and Recording Information on Fee Slips.

  5. If you increased a fee slip charge and the fee amount is higher than the original payment, the fee slip will have an open balance.

    • If an insurance claim was associated with the fee slip and it was already billed, the insurance claim will not be updated with the edited fee slip information.
    • To view an audit of changes to fee slips, create the Daily Transaction Audit report. For more information, see Daily Transaction Audit. If you print financial reports on one day, edit fee slips after completing the end-of-day process, and then print financial reports on another day, the data on the reports will differ.
    • If you reduced a fee slip charge with a previously recorded payment that causes the original payment to be more than the amount of the fee slip, the excess amount is transferred to the patient’s unapplied balance. When the patient has new charges, depending on your preferences, the unapplied amount can be used to pay the new charges or the unapplied amount can be refunded to the patient.
    • If you increased a fee slip charge and the fee amount is higher than the original payment, the fee slip will have an open balance.
    • If the edited fee slip has a credit, and you selected the Yes radio button next to the Apply patient unapplied amount from fee slip financial system preference, select one of the following options to apply the credit and process the original payment after you re-record it:
      • Create Unapplied Amount to leave the payment as a credit
      • Reapply Payment with Today’s Date to reapply the payment with today’s posting date
      • Reapply Payment with Original Day to reapply the payment with the fee slip’s original posting date
  6. Open the CMS 1500 claim form and refresh the claim so that the updated claim information is visible on the claim. For more information, see Correcting Errors in Insurance Claims.

For more information on editing fee slips, watch these videos.

If the service(s) that you are recording on the fee slip are set up to display an automatic recall reminder when you record a fee slip, a Recall Reminder window opens asking if you want to update or set the patient’s recall information. For more information, see Recording Service Information.

  1. Create or open a fee slip. For more information, see Creating and Opening Fee Slips.
  2. Click Recall.

    The Recall window opens.

  3. Select recall types from the Recall Type drop-down menus.
  4. Type or select the number of months until the next recall in the Months to Recall text box or type or select the next recall date in the Next Recall text box.
  5. Select a store from the Location drop-down menu.
  6. Click OK.