Void Transaction

1. Display the Manage Payment Batches page: On the Main Menu, click Financials. Under MONEY MANAGEMENT, click Payment Batches.
2. On the Manage Payment Batches page, use the filter fields to locate the payment batch that contains the payment to void and then click the update link for the payment batch.
   The Edit Payment Batch page appears.
3. On the Edit Payment Batch page, click the view detail for batch # link at the bottom of the page.
   The Payment Batch Detail page appears.
4. On the Payment Batch Detail page, click void for the payment you want to void.
   The Void Transaction page appears.
5. Note the transaction type and amount that appear at the top of the page. This is the type of transaction you are about to void.
6. Enter the Post Date for the void. The post date defaults to today's date, but you can edit the date as long as it is still within the current (open) period. athenaOne does not allow you to enter a post date that is in a closed period.
7. If the original transaction was a payment or unapplied payment, select the appropriate payment batch from the list:
• If the original transaction was in a time-of-service batch, you must select a TOS batch.
• If the original transaction was in a payment batch, you must select a payment batch.
• If you do not have a time-of-service payment batch open, athenaOne prompts you to create one.
8. Click Void this transaction; or click Void this Payment and Credit Patient With This Amount to void a patient payment and credit the patient's account. The confirmation page appears.
9. Click Continue to return to the workflow.

1. Display the Claim Edit page: Click the edit claim link on the Claim Review or Post Payment page (the link is on the line item's advanced view).
2. Scroll down to the charge lines. Under the Type column, locate the TRANSFERIN information.
3. On the Claim Edit page, click Void this transaction for the transaction.
   The Void Transaction page appears.
4. Click Void This Transaction.
5. Click Continue. The Claim Edit page reappears showing the updated balance under the Ins1 column.

Medicaid not the secondary payer

If the balance is under the Ins1 column on the Claim Edit page and Medicaid is not the secondary payer, display the Claim Edit page for the claim:

1. Secondary Payer — Select the secondary payer for the charge.
2. Kick Reason — Enter the kick code that correlates with the EOB (COINSURANCE, DEDUCT, COPAY).
3. Click Save Claim.

Medicaid is the secondary payer

If the balance is under the Ins1 column on the Claim Edit page and Medicaid is the secondary payer, display the Post Payment page for the patient:

1. Locate the charge, highlight it, and click to expand the fields.
2. Patient Insurance — Select the Medicaid payer.
3. Other Transfer — Select the reason for the transfer. (Medicaid requires a reason that the charges are transferred to Medicaid.)
4. $ — Enter the amount of the transfer.
5. Click Save.

• The post dates defaults to the current date.
• You can edit the post date (the date that the void takes effect) as long as the date is still within the current (open) period. athenaOne will not allow you to enter a post date that is in a closed period.
• Report counts are altered to reflect the void. This can result in positive adjustment totals (for voided adjustments) and negative charge counts and amounts (for voided charges).

In athenaOne, you cannot delete a transaction. The system requires that you void a transaction to preserve the transaction's history, which is necessary for financial reporting. When you void a transaction, athenaOne must ensure that previous financial records still balance properly:

• For any period of time that begins before a transaction was posted and ends after the transaction was voided, both the original transaction and its void are completely invisible and have a net effect of zero dollars.
• For any period of time that includes the post date of the original transaction but ends prior to the void date, the original transaction appears just as it did before it was voided.

If you click a link to void this transaction, either from the Claim Edit page or from the Patient Activity page, and you do not already have a payment batch open, athenaOne offers two options. You can select Create New Batch or Create Correction Batch (the Void Transaction page provides guidance on which option to select).

 

Create New Batch is a function that is available whenever you decide to post a payment, void a payment, or edit an unpostable record. This function allows you to simultaneously create a new deposit batch and payment batch to process the transaction.

Note: To back out of the void transaction, click Cancel on the Create a Batch page.

 

Create Correction Batch is a function that is available when you post a correction based on an existing transaction within athenaOne. This function allows you to open a new $0 payment batch within the deposit batch automatically, in which the transaction that serves as the basis for the correction was originally processed. (For example, if you decide to post an unpostable, you have the option to "create correction batch," whereby you could automatically open a zero-dollar payment batch within the deposit batch in which the unpostable record was originally processed. You could then zero the unpostable and post the money to a selected account — maintaining a net zero impact on the target amount of the batch.)

 

Refer to Voids for more information about how athenaOne handles voided transactions.