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Kareo Help Center

Enter Patient Payment

Updated: 06/08/2022
Views: 6639

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 not only print a payment receipt but email it as well.
  • To create a Payment record via the Stripe Terminal, review Stripe Terminal: 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

  1. To prevent duplication, find the payment and verify the patient payment is not in the system. Then, click New. 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.
  2. Enter the following information as necessary.
    • Batch #: The batch number for the payment if applicable.
      Tip_Icon.png 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: Click the drop-down arrow and select the appropriate category if the practice uses categories for certain payment reports.
    • 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: Internal notes related to the payment if applicable.
  3. 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.
Desktop_NewPmt_Patient.png

New Encounter Patient Payment

  1. Create a new encounter with the following information.
    1. If applicable, enter the Batch # under the Dates section.
      Tip_Icon.png 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.
    2. Under the 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.
    3. If necessary, enter the Apply Payment amount under the Procedures section. If an amount is entered on the service line and the payer processes the claim differently, a reversal of the payment 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.
  2. Complete the encounter as necessary. Then, click Approve. Once approved, the Payment record for the patient payment is created.
Desktop_NewEnc_Payment.png
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