The Recorded status on the transactions page provides insight into whether a payment has been written back to your Practice Management System (PMS) or Electronic Health Record (EHR). This visual indicator helps track payment writebacks and ensures accurate financial record-keeping.
Recorded Status Indicators
1. Not Recorded (Red "X")
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Definition: The payment has not been written back to your PMS/EHR.
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Reason:
- Writeback is enabled for the payment source, but the payment hasn’t yet been processed for writeback.
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Action:
- Ensure the payment is processed or manually update the recorded status.
2. Recorded (Green Checkmark)
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Definition: The payment has been successfully written back to your PMS/EHR.
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Implications:
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Indicates the payment details have been synced with your system.
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No further action is needed for this transaction.
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3. Writeback Not Enabled (Gray Circle with a Line Through It)
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Definition: Writeback is not enabled for this payment source, or the transaction type does not support writeback.
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Possible Scenarios:
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Writeback is disabled for the payment source (e.g., refunds, disputes).
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The payment source, such as a manual adjustment, is not eligible for writeback.
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Action:
- No action required unless you want to enable writeback for the specific source or payment type.
How to Use Recorded Status
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Monitor Writebacks:
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Use the status indicators to ensure payments are being properly recorded in your system.
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Identify payments that require attention (e.g., those marked with a red "X").
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Adjust Writeback Settings:
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If necessary, enable writeback for specific payment sources by updating your integration settings.
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Contact support to review or adjust writeback eligibility for specific sources.
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Track Refunds and Disputes:
- Understand that refunds and disputes are not eligible for writeback and are marked with the gray circle.
Benefits of the Recorded Status Feature
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Improved Accuracy: Quickly identify payments that have been successfully written back versus those requiring manual intervention.
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Streamlined Processes: Ensure that all eligible payments are synced with your system for accurate financial reporting.
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Enhanced Transparency: Easily differentiate between payments written back, not written back, or ineligible for writeback.
The Recorded Status feature helps maintain accurate financial records while providing clarity on writeback activity. For assistance with enabling or troubleshooting writebacks, contact your account manager or support team!