Why are my ledger balances inaccurate?
Posted by Cari Callan on 11 July 2013 08:50 AM

This article will address some common issues for inaccurate ledger balances.

The patient still has a patient balance even though all service lines have been paid by insurance and/or the patient.

  • The running balance is $0.00 but the balance in the ledger total bar is $10.00.

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  • Use the ledger filter to select ‘All Dates’ and make sure you select the check box to see ‘Payment Application’

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  • Verify that there are no credits posted that have a future posting date
  • If there are no credits that are posted with a future date then look at the application date of the credits.  A credit could have been unapplied and when applied to a service line, the date could have been mis-keyed to a date in the future.  When this occurs, the line item balance will be zero but the ledger total balance will not reflect the credit.

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  • To correct the application date, right click and unapply the credit then reapply it using the correct date.

 

Negative Line Item balances  

This is usually done inadvertently since by default in PracticeStudio, you cannot have a negative line item balance (any credits applied that are over the charge amount are automatically put to an unapplied credit).  The most common occurrence of this is a claim being duplicated in a remittance batch.

  • Use the ledger filter to select ‘All Dates’, ‘Payment Application’, and the remaining balance as ‘Patient’

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  • Look through the remaining column to find any negative line item balances.
  • To correct this, review the insurance payments and write-offs to determine if they are duplicates or if you have been overpaid by the insurance carrier. 
  • If the payment is a duplicate, delete or void the payment (any any duplicated write-offs)
  • If the payment is an overpayment by the insurance carrier, then follow the necessary steps for refunding the payment (delete or void any duplicated write-offs)

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