Enter Patient Payment

You can easily record or swipe a card to enter patient payments for copays and outstanding patient balances.

Depending on your practice's processes and enabled features, there are several workflows for creating a new Payment record for a patient payment:

• To create a Payment record via the patient's record or appointment, review Collect Patient Payment.
  Note: This recommended workflow displays the patient’s balance for review, has the option to save or use a credit card on file, and print or email a payment receipt.
• To create a Payment record via the patient's record or appointment for Patient Collect (Stripe) activated practices, review Patient Collect (Stripe): Collect Patient Payment.
• To directly create a Payment record for the patient payment, follow the New Patient Payment steps below.
• To create a Payment record by entering the patient payment information on a new encounter, follow the New Encounter Patient Payment steps below.

New Patient Payment To prevent duplication, find the payment and verify the patient payment is not in the system. Then, click New. The General tab of the New Payment window opens. Note: To ensure the payment is not in the system, select the All tab and click to clear "Show unapplied only" when searching for the record. Enter the following information as necessary. Batch #: If applicable, the batch number for the payment. Tip: Entering a batch number is helpful for running reports when there is a consistent naming convention such as the posting date with the user's initials (e.g., MMDDYYYYAB). Then, when running a report (e.g. Payments Detail), customize and filter by that specific batch number. Post Date: Defaults to the current date. If necessary, enter a different posting date for the payment. Type: Click the drop-down arrow and select Patient. Patient: Click Patient to search and select the appropriate patient. Appointment: Click Appointment to search and select the appropriate patient appointment if applicable. Category: If the practice uses categories for certain payment reports, click the drop-down arrow and select the appropriate category. Method: Click the drop-down arrow to select how the payment is being made. Reference #: The reference number for the payment if applicable (e.g., check number). Amount: The total amount of the payment. Notes: If applicable, enter internal notes related to the payment. When finished, do one of the following. To apply the payment, click Apply Now. To save the Payment record and apply the payment at a later time, click Save. A confirmation pop-up appears. Click Yes to continue without applying the payment. To save the Payment record and print a receipt, click Save & Print Receipt. A confirmation pop-up appears. Click Yes to continue without applying the payment then print the receipt using computer’s print function.

New Encounter Patient Payment Create a new encounter with the following information. If applicable, enter the Batch # under the Dates section. Tip: Entering a batch number is helpful for running reports when there is a consistent naming convention such as the posting date with the user's initials (e.g., MMDDYYYYAB). Then, when running a report (e.g. Payments Detail), customize and filter by that specific batch number. Payment section: Enter the following information as necessary. Copay Due: Displays the Copay amount from the primary insurance policy within the associated case. Payment Amount: The total amount of the payment. Once entered, additional fields become available. Method: Click to select how the payment is being made from the drop-down menu. Category: Click to select the appropriate category from the drop-down menu if the practice uses categories for certain payment reports. Reference #: The reference number for the payment if applicable (e.g., check number). Memo: Internal notes related to the payment. When left blank, a note is automatically added to the Payment record that indicates the patient payment date and encounter ID. Apply Payment column: Only if necessary, enter the amount(s) to apply to the service line(s). If an amount is entered and the payer processes the claim differently, a payment reversal may need to be posted and/or a refund may need to be issued. When left blank, an unapplied Payment record is created upon encounter approval. Note: The Procedures section may need to be customized if the Apply Payment column is not available. Complete the encounter as necessary. Then, click Approve. Once approved, the Payment record for the patient payment is created.