In the Unapplied Credit Management feature, there are system-defined filters (default filters) available to select patient criteria that are specific to your desired action. Using the system defined filters is an easy way to get you started with UCM using best practices.
To obtain an overview of the Unapplied Credit Management feature, check out the article 'Overview of Unapplied Credit Management'.
Watch this video for a comprehensive walkthrough.
Topics Covered
Manage Filters
Let's delve deeper into System Defined Filters of UCM.
- Navigate to the System Menu > select Patient Payments.
- Select the Unapplied Credit Management tab.
- Here, you can find the Applied Filter on the right side of the page.
| Note: The default Applied Filter when navigating to this screen is the last added filter. |
- Based on your needs, you can switch between the filters by clicking the drop-down menu on the top right.
- Click Manage Filters to Edit, Delete, and Create Custom filters.
To know more on 'Setup and Manage your Unapplied Credits via UCM', click here.
Different types of System Defined Filters
On the Manage Filters modal, you have four System Defined Filters located at the bottom left.
Let's go over each of the four System Defined Filters.
- Credits with active Pat. Bal is for patients with both credits and a patient balance.
- This is an easy filter that provides a quick way to post credits.
- Credits with no Pat Bal filter is for patients with credits but no patient balance.
- It helps identify potential true credits, patient overpayments, and patients with pending claims or future appointments.
| Note: When you select the Credits with no Pat Bal option, advanced payment receipts are excluded. |
- Advance Payments filter provides a list to ensure that these payments are being applied in a timely manner since we are also including patients with a balance.
- Migrated/Special Payments are credits that are generally classified as a special credit payment type.
- Select this filter if you have migrated credits from a previous software to CareStack.
| Note: This filter provides a list of potentially the oldest unapplied patient credits, which may need to be refunded sooner to comply with your state laws. |
| Tip: Create your own filter like the one above, but mark Patients with NO balance in your filter settings, to obtain a list of patients WITH advanced payments so you can follow up with those patients to ensure treatment is scheduled. |
To learn more about your state laws and unapplied credits: visit the National Association of Unclaimed Property Administrators website and further select your state, as each state has a rule of how long you can keep a credit on file before returning it to the patient (refund) or turning it over to the state as unclaimed property/funds.
| Note: The example below shows that Alabama's law is to keep a credit on file for up to 1 year before returning it to the patient or the state. |
Practices can use this simple guide to understand the purpose of using System Defined Filters for UCM.