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Pre-Pay Packages
There are two different ways to manage pre-pay packages on patient accounts. You can utilize an extra charge or visits. Extra Charges can be used when no ICD or CPT codes need to be shown a receipt.
 
 Go To: BILLING > PATIENT ACCOUNTING > Patient Accounts
You will need to first create the Extra Charge for a Pre-Pay Package & you can then use this charge & apply it on any patient account.  You can also assign a visit counter to the extra charge in the utilities as well. See Section Extra Charge Utility for more info on creating/managing Extra Charges.
 
OPTION 1: PRE-PAY PACKAGE AS AN EXTRA CHARGE WITH PAYMENT:

1. Go to Patient Accounting > Patient Accounts

2. Click on Extra Charge at the top

3. Select a Post DateSelect a , Provider

4. Optional: Select a Category

5. Select Extra Charges

6. You may only select 1 extra charge that has a visit count associated with it

Extra Charges

and Charge

1. An extra charge with a visit count will be shown appear with a red asterisk.

7. Once selected the charge will appear in the table to the right where you can edit:

8. Amount of Units

9. Change the Charge Amount

10. If you want to apply the sales tax

11. Make a note

12. Optional: Add an Expiration Date

    Optional: Add a note 

    or note

    1. If you do not want to make a payment now, you can click Apply and stop here

13. Select the checkbox that says “Make a payment on this extra charge”

14. Select Method Of payment

    1. Cash

    2. Check- Must enter Check Number

    3. Money Order- Must enter Money Order Number

    4. Credit Card Manual if you accepted a credit card using another payment processing system.  Here you will need to select the type of credit card and enter in the last 4 digits of the credit card

    5. Credit Card Open Edge if you are set up for the integration with the Open Edge Payments System.  You will then select and entry mode and enter in the patient’s zip code.

       1. EMV (Chip Reader) will be selected if you want the patient to insert their card

       2. AUTO if you want to enter in the information manually.  Both options will bring up a pop up window.

15. Click Apply

16. Optional: Print Receipt

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1. Select Patient Payment from the top

2. Enter in Post Date

3. Enter in Provider

4. Enter in Payment Amount

5. Select Method Of payment

   1. Cash

   2. Check- Must enter Check Number

   3. Money Order- Must enter Money Order Number

   4. Credit Card Manual if you accepted a credit card using another payment processing system.  Here you will need to select the type of credit card and enter in the last 4 digits of the credit card

   5. Credit Card Open Edge if you are set up for the integration with the Open Edge Payments System.  You will then select and entry mode and enter in the patient’s zip code.

      1. EMV (Chip Reader) will be selected if you want the patient to insert their card

      2. AUTO if you want to enter in the information manually.  Both options will bring up a pop up window.

6. Optional:  Select an adjustment amount

7. Click on Check Box of Prepay Package Extra Charge

8. Post Payment Amount

9. Optional: Post Adjustment Amount

10. Click Make Payment

11. Optional:  Print/Email receipt, post amount and click apply

12. Optional: Print Receipt or Email Receipt

 
Tracking Pre-Pay Visits In Billing:
When you set up a prepay package of visits in Extra Charges, you can attach a set amount of visits to it.  In Patient accounting each time they come in, you can deduct a visit from the extra charge

• Each time the patient comes in you can click on ፧ in the far right hand column and click deduct visit.  The counter will keep counting down .Each deducted visit can be seen on the and dates deducted will appear in Encounter Details page

• Hover over the counter to display the expiration date

Option 2: CREATE VISITS AND ADJUST THE REMAINDER OFF

• If the patient has a need for a detailed receipt even though you are offering a package price, you can continue to generate charges using CPT Codes and ICD Codes. (See Generating Charges)

• To collect their money you would collect their money as a UAC and each time they come in, apply the amount for each visit onto the Date of Service (See Working with UACs)

• You can then adjust the rest off of the amount (See Working with Adjustments)

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