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Changing the owner of a patient, and transferring the patient's account charges too.

Submitted by Guest on Sat, 16/11/2013 - 19:30
in

Hello,

  Yesterday I accidentally entered the wrong owner for four patients.  I would like to change the patient owner, and also transfer all charges for those patients to the new owner's record.

 

I checked Context Sensitive Help - and one way to do this seems to be to terminate the date of the current owner, and add a new owner with yesterday's date.  However, this did not seem to transfer the account charges to the new owner.

 

Anyone know the best / correct way to do this?

 

Thanks,

 

Cahir

‹ Legal compliance of medical records Colour coding in Appt Scheduler ›

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Re: Changing the owner of a patient, and transferring the ...

Submitted by tgething (not verified) on Sun, 17/11/2013 - 06:59.

Cahir - I assume that the situation is:

  1. have existing owner OA with patients PA1,PA2,...
  2. wrongly added patients PB1,PB2,PB3... to OA and entered and finalised visits and charges for them
  3. discover screw up - should have been owner OB

As you have discovered, the system allows for the change in ownership, and the medical records will move with the patient. However, the financial charges remain with the previous owner.

Hence the only way to fix the error (apart from writing some SQL) is to reverse the invoices against owner OA and and apply them against owner OB.  However, as per previous discussions, this will NOT remove the stock changes and medical records entries.

I would be very tempted to do as follows:

  1. enter the data the way it should have been, - ie create owner OB with patients PB1, PB2, PB3.... and enter the visits and charges
  2. call up owner OA and reverse the wrongly entered invoices. This fixes OA's account.
  3. we now have in the system two patients for each name PB1, PB2, PB3,... - one with owner OA and one with owner OB. Hence we need to 'kill off' the ones with owner OA.  I would be tempted to a) deactivate these; and b) to change their names to 'wrong owner-PBn' where n=1,2,3... If you want to be really complete, set their colour (being a field that is not validated) to 'correct owner = OB'.

Hope this helps,

Regards, Tim G

Re: Changing the owner of a patient, and transferring the ...

Submitted by ck234 (not verified) on Sun, 17/11/2013 - 18:30.

OK, Cheers Tim.

I did this.  Seems like a lot of "manual" work to switch patients between owners.  I hope the option to transfer (some) charges with patients to new owners is included in the next release.

Cahir

Re: Changing the owner of a patient, and transferring the ...

Submitted by tgething (not verified) on Mon, 18/11/2013 - 06:16.

Cahir - changing ownership is easy - just edit the patient record to add a new owner.  However, in the normal case, the accounting records for the patient need to stay with the previous owner.

What you needed to do was to move accounting records from one customer to another, and here we get into the area of what the system should allow you to do. For the same reason that the system should not allow you to simply delete an invoice (but rather have to reverse it so as to leave a trail of what happened), I do not think that it would be wise to be able to simply move invoices from one customer to another. Some sort of tracking is needed.

The underlying problem is that reversing an invoice does not reverse the stock and medical records entries. If it did then the correction of your mistake would have been to a) reverse the invoice(S); b) add the correct owner to the patients [which would have automatically terminated the previous ownership]; c) enter the invoices against the new/correct owner.

Regards, Tim G

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