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Kareo Help Center

Enter Copay or Patient Payment

There are various methods of entering a copay and it depends on the process outlined by your practice. Common examples are outlined below. Once encounters are entered, patient copays are tracked within Kareo. 

To enter a copay as a new received payment 

  1. Click Encounters >Find Payments.
    Note: To avoid duplication, a best practice is to first search the payment database to see if the payment already exists in the system.
  2. If the payment is not in the system, click New at the bottom of the window.
  3. Enter payment details: (See below.)

New Payment - Copay.jpg

  1. Batch #: Optional. Entering a batch number is helpful for running reports. For example, if you consistently use a naming convention such as date posted + initials of person posting (021411CB), you can easily run reports for specific users who manage payment posting in your office.
  2. Post Date: Defaults to current date. You can override with the date of your choice, for example, the date the money was deposited in the bank.
  3. Type: Select Patient from the drop-down list.
  4. Patient: Click the Patient button to select the patient.
  5. Appointment: Optional. Click the Appointment button to select the patient appointment associated with the payment.
  6. Category: Optional. These categories are specific to your practice and must be set up in the Kareo system by your administrator. 
  7. Method: Select the method of payment.
  8. Reference #: If applicable, enter the reference number of the check.
  9. Amount: Enter the payment amount.
  1. Once payment details have been entered, do one of the following:
  • Click Save to save the payment record and apply payments at a later time. A pop-up window will ask if you want to continue without applying the payment: Click Yes. Note that if you choose this option, you will need to remember to apply the payment once you receive benefit information.
  • Click Apply Now to apply payment to the lines of service. Note that if you choose this option and the insurance covers the copay, you may need to reverse the payment and issue a refund once you receive benefit information.

To enter a payment or copay from the Calendar and print a receipt

  1. Open the calendar and navigate to the patient appointment.
  2. Right-click on the appointment and select Create Payment.
  3. Enter payment Method, Reference #, and Amount
  4. Click Save & Print Receipt.
  5. Click Yes in confirmation pop-up window.

To enter a copay on a new encounter

  1. Click Patients >Find Patients.
  2. Once you find the patient, click on the name once to highlight it. Click Create Encounter.
  3. Enter payment details: See below.
  4. Once payment details have been entered, click Save as Draft or Save for Review.

Encounter - Payment.jpg

  1. Copay Due: If a copay amount has been pre-set for the patient, it will display here.
  2. Payment Amount: Enter the amount paid.
  3. Method: Select the method of payment.
  4. Category: Optional. These categories are specific to your practice and must be set up in the Kareo system by your administrator. 
  5. Batch #: Optional. Entering a batch number is helpful for running reports. For example, if you consistently use a naming convention such as date posted + initials of person posting (021411CB), you can easily run reports for specific users who manage payment posting in your office.
  6. Reference #: If applicable, enter the reference number of the check.
  7. Procedures: Enter procedure information. If the "Apply Payment" column is left blank or as $0.00 when the encounter is approved, the payment will be created but not applied. Note that if you choose to apply the copay amount to the line of service and the insurance covers the copay, you may need to reverse the payment and issue a refund once you receive benefit information.
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