Once the payroll has been processed, you cannot undo it. If you notice an error afterwards, however, you can fix any credits that caused a problem and SOS will create correcting entries in the current payroll report.
Let’s say, for example, that a $50 payment from patient Jimmy Johnson is applied to a service rendered by Dr. Smith. The credit entry is saved, the daysheet is posted, and a line indicating a payment for Dr. Smith appears in the pending payroll list. At the end of the payroll period, the payroll is processed and checks are distributed to the providers in accordance with the report.
In reviewing the payroll report, Dr. Jones notices that it does not include a payment from Jimmy Johnson, even though he is sure that one was made. The front office investigates and finds that the $50 payment was applied in error to Dr. Smith’s service rather than to Dr. Jones’ service.
The correction is pretty straightforward:
Open the credit in which Jimmy’s payment was recorded, and located the split at the bottom showing that it was applied to the service by Dr. Smith.
Modify that split, changing the amount paid in the split from $50 to $0 and save it. The credit will now show that $50 now shows as unapplied.
Find the appropriate service by Dr. Jones among the outstanding charges, and apply the now available $50 to it.
Save the credit entry.
After making and saving the change, take a look at the pending payroll list. You will see a line subtracting a payment from Dr. Smith, and another line adding a payment for Dr. Jones. When the payroll is run and checks are generated at the end of the period, Dr. Smith will receive less in his check to make up for the previous over-payment, and Dr. Jones will receive the back pay owed to him.
The bottom line is that you can just go ahead and fix errors in the patient ledgers and SOS will automatically create the appropriate payroll adjustments in the current pending payroll list.
SOS recommends that you reconcile your actual cash and checks with the receipts entered in the system prior to creating your bank deposit slip and making your deposit. Doing so is a simple matter. The system keeps a running list of your payment vouchers as you enter them, whether or not they are actually applied to outstanding patient account balances. View them by navigating to Billing > Deposit.
Notice that the Deposit list shows only physical payments (cash and checks) that you would include on a bank deposit slip.
First, keep in mind that the Deposit screen is a list like most others in SOS, so you can easily filter the list by specifying values in one or more columns at the top of the list. For example, you can specify a particular Payer name at the top of the Payer column, a particular date or date range at the top of the Date column, or a particular payment type at the top of the Type column. Doing so will immediately hide all rows that do not match your filter conditions. You can then selectively highlight the desired payments using the following techniques.
If you want to print or post everything in the Deposit list, use the Tag All button (third button of the four shown in the image above). If you want to print or post a group of consecutive payments, click the first one to highlight that one, then hold down the <SHIFT> key and click the last one in the group to highlight everything in between. If you want to print or post more than half of the payments, first highlight the whole list using the Tag All icon, then hold down the <CTRL> key and click each of the rows you want to un-tag. If you want to print or post less than half the list, you can reverse the above technique. Start by using the Un-tag All button (button four) then hold down the <CTRL> key and click the payments you want to tag.
Preview and print the Deposit
Once you have the desired payments tagged, SOS suggests that you preview and optionally print a hard copy or generate a PDF of the Deposit before posting. Click the Print Deposit button (the second of the Deposit buttons on the toolbar).
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Posting the Deposit
Once you have checked over your Deposit preview and printed a hard copy or saved a copy as a PDF to a secure location (remember that this report may contain HIPAA protected data), you are ready to post the Deposit, archiving the tagged payments and removing them from the list. You might even want to wait until you have confirmation that the bank deposit has actually been made.
To post, simply click the Post Deposit button on the toolbar. The tagged rows will disappear from the Deposit list. They then can be viewed and modified if necessary from the individual patient ledgers.
IMPORTANT: Your payroll results include only payments that have been applied to specific charge entries. Unapplied payments will be ignored.
Running payroll consists of selecting desired payment entries, generating a report, and, if the report is correct, processing the report to your SOS accounting records:
Click Payroll under Billing in the Navigation panel. A list will appear containing all the payroll-eligible credits that have not yet been processed. Only credits that have been posted to patient ledgers will appear in this list. Those remaining in the Daysheet cannot be processed and therefore do not appear on the Payroll list.
You can, and should, apply appropriate list filters so that only those providers and credits you want to process appear in the list. For example, if you want to include only payments made during a particular date range for this payroll, create the appropriate filter for the Transaction Date column of the list. There are many options for date filtering available to you. Filtering for just certain providers is even easier. Just move your mouse pointer to the upper right corner of the Provider Name column heading (which, by default appears in the “Group By” area at the top of the list), then click the funnel icon that will appear there. A list of providers will appear and you can check the boxes next to the ones you want to keep in the list.
If you do not see the individual credits listed onscreen, double click each Provider Name line in the list (or the little plus sign to the left of each provider group heading) to toggle the details display.
You must now tag (highlight) the content you want to include in your payroll. If your Payroll list contains exactly what you want to report and process, press <CTRL><A> or click the double map pin icon in the tool bar to instantly tag everything in the list.
Once you have tagged one or more payroll items, the print and process icons in the toolbar will be enabled. SOS recommends that you use the Review/Print Preview button to review the results before going on to the Process Payroll button. There is no way to undo payroll processing, so carefully check the Preview before proceeding!!
Generate the payroll preview report, using the first button on the toolbar.
Review the report carefully.
Use the second button on the toolbar to process the payroll as displayed. You cannot reverse this operation, which is why the review step is so important.
Check your system options to be sure you have indicated whether to report payroll by rendering or primary provider. In SOS G5, the primary provider is specified on the patient’s Care Episode, and each Charge entry includes a drop list to assign it to the desired Care Episode. The rendering provider, by contrast, is the provider selected on each Charge entry.
To put it another way, select the Primary Provider option if the patient’s primary provider on her Care Episode is the one who should receive payment. See below for the location of the Primary Provider field on the Care Episode details page:
On the other hand, if you want to pay the provider indicated on each Charge, regardless of the named PrimaryProvider, then be sure to select Rendering Provider in the payroll report’s options. Doing so will cause the report to filter based on the provider indicated on your Charge entry screen: