Understanding transaction revisions and dates

This article defines the terms that are relevant to transaction revisions and the various dates that pertain to transactions and claims. Understanding these terms can help you understand ledgers and reports.

Transaction Revisions - The revision type, history, and order of a payment, credit adjustment, charge adjustment, or procedure that was posted, modified, or deleted:

• Revision Types:

  • Original - The original, unchanged transaction.

  • Revision - A revised transaction. A revision pertains to either the current version or an obsolete version of a transaction (if the transaction was modified multiple times). A modified transaction may have multiple revisions. A deleted transaction has revisions only if the transaction was modified and then deleted.

  • Cancellation - A reversing transaction. A cancellation is posted automatically when a transaction is modified or deleted.

• Revision History:

  • Current - Either the latest version of a modified transaction or the original transaction (if the transaction has never been modified). A deleted transaction does not have a current version. Only the current transaction is shown on the ledger if you are using the normal, simplified view.

  • Obsolete - A revised transaction that was either deleted or modified and is no longer the current version. A transaction cancellation is always an obsolete transaction. An obsolete transaction can be shown on the ledger only if you are viewing transaction revisions.

• Revision Order - The order in which original, cancellation, and revised transactions were posted as part of a transaction's revision history. An unchanged transaction is always the original and the current version. The numbering starts at 1 with the original version. Then, if the transaction was modified or deleted, the number increases until either the current version is reached (for a modified transaction) or the cancellation transaction is reached (for a deleted transaction).

Dates - Dentrix Ascend uses the following dates for transactions and claims:

• Transaction Date - The date entered when a transaction was posted or modified. A transaction Cancellation uses the transaction date of the corresponding transaction that was modified or deleted. For a claim, the Transaction Date is the Service Date.

• Modified Date - The date when a transaction was created initially or modified. A transaction Cancellation uses the modified date when the reversing transaction was created. For a claim, the Modified Date is the Created On Date.

• Applied Date - The date when a payment (or any portion thereof), a credit adjustment (or any portion thereof), or an unapplied credit was applied to a charge. For a procedure or charge adjustment, the Applied Date is the Transaction Date.

  Note: A transaction's Applied Date can be the same date as a revised transaction's Modified Date.

• Service Date - The Transaction Date of the procedures that are associated with a claim.

• Created On Date - The date when a claim was created.

• Claim Sent Date - The date when a claim was sent.

• Claim Status Date - The date when a claim's status was changed.

Recommendations:

• For financial reports:

  • The Modified Date is recommended to show revisions and deletions in the month they were made and is most appropriate for paying providers on production. Past reports are not affected.

  • The Applied Date is most appropriate for paying providers on collections.

  • The Transaction Date is most relevant for a deposit slip and for assessing profitability.

• For clinical reports:

  • The Transaction Date is recommended to show when services were rendered.