Adding a “Balance Forward” from a Previous EHR or Billing System

If you are just transitioning to BreezyNotes, what do you do with client balances from your previous system? Transferring a balance involves creating a Fee Sheet and applying the appropriate Balance Forward (BALFWD) code to it.

There are a few key factors involved:

• Are they active or inactive?
• Are the balances due from insurance or from the client?
• Does the client have insurance information in BreezyNotes?

Let’s break it down.

When a form is created, it is applied to an encounter. Every encounter has a Fee Sheet connected to it to handle how to bill the encounter. It’s this Fee Sheet that needs to be updated to reflect the existing balance. There is no way to create an encounter without a form of some kind.

Follow this link for instructions on manually adding a code to a blank fee sheet.

Active vs. Inactive Clients

If the client is active, she or he will likely need a Pre-BreezyNotes Diagnostic Assessment done. This generates an Encounter & Fee Sheet with no balance. A BALFWD code can be quickly added to this fee sheet so it reflects in the client’s billing.

If the client is inactive, she or he will need an “Other” appointment created via the calendar. When the appointment has been created, click the notepad icon and save the note to generate the fee sheet. Then the BALFWD code can be added to the Fee Sheet on that encounter.

Insurance vs. Client Balances

If there is an insurance balance, the client needs to be set up in BreezyNotes with her/his insurance info. Then the BALFWD code can be added to a Fee Sheet from the CPT code list. As the insurance company pays out, use our Payments tool under the Insurance tab to reduce the balance.

To enter a client balance, it depends on whether the client’s insurance is in the system or not.

Client Insurance Info in BreezyNotes

If the client does not have insurance info entered in BreezyNotes, she or he will need an “Other” appointment created via the calendar. When the appointment has been created, click the notepad icon and save the note to generate the fee sheet. Then the BALFWD code can be added on that encounter. BreezyNotes automatically assumes it’s a client balance.

If the client does have insurance info in BreezyNotes, there’s an extra step. Once you’ve created the Fee Sheet:

• Go to the client’s Demographic Summary.
• Click “Invoicing.”
• Click on the BALFWD invoice.
• Change “Done with:” to Ins1 if they have one insurance, Ins2 if they have two insurances, etc.
• Click Save