2.4 Patient Accounting: Collecting Insured Patient Payments (Co-Pays)

For the purpose of this section, we will focus on collecting/posting patient payments.
The action "Patient Payment" is used when posting a payment directly to a Patient Balance.  This requires the date of service or extra charge to be in the patient’s account.
 
Go To: BILLING > PATIENT ACCOUNTING > PATIENT ACCOUNTS
Search Patient Name: Use the global search or click the first letter of patient's last name to search/select desired patient

A. TO POST A PATIENT PAYMENT DIRECTLY TO AN EXISTING DOS/EXTRA CHARGE:

1. Click on the 'Patient Payment' tab at the top of the screen

2. Select/Enter the 'Post Date' and payment amount $

3. 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.

4. Optional: Select an Adjustment Type Negative, Positive or incentive and an adjustment reason

5. Post Payment To Encounter:

   1. You must check the box to the left of the DOS.  The DOS details will expand to display the CPT code line items and balances.  If applying to an Extra Charge will show the one amount Enter/Post the amount of the payment to the associated CPT Code box ("Post Amt. $")

6. Optional: Put in the adjustment amount under (Adj. Amt $)

7. Click "Make Payment" to complete

8. Optional:  Print/Email receipt and click done.

If the copay is not selected you can click on Encounter Details to select the checkbox. This will make the amount patient responsibility.

 
Posting To Multiple DOS/Encounters At The Same Time:

• The process is the same as above

• Check all boxes to the left of each DOS you are applying payments to

• At the top right of the screen you will see the "Unposted Amount Remaining $" until you've posted the full amount of the payment.

• The Patient Receipt will show all DOS/Encounters & payment distributions.

 
To Provide The Patient With A Receipt:
Once you click "Make Payment" you will have multiple receipt options:

• View/Print Receipt

• Email Receipt (receipt will be emailed to the email on file for patient)

• Send a Receipt to a Different Email (option to enter separate email address to send the receipt to)

 
NOTE: You can utilize any of the keyboard shortcuts with the page.  Hover over the ? to view the shortcut.
TO REMOVE A PAYMENT

1. Click on the Date under the Enc Column

2. Select the Checkbox of the Patient Payment you wish to delete

3. Click Delete at the bottom of the screen and confirm.

4. You will receive a confirmation that the payment has been deleted.  This payment will no longer show in the system.

   1. If this was a OE transaction you will not be able to delete you must refund. 

Go To: BILLING > PATIENT ACCOUNTING> PATIENT ACCOUNTS
 
A. TO COLLECT A PATIENT PAYMENT AS A UAC (UNAPPLIED CREDIT):

1. Click on Unapplied Credit at the top of the screen

2. Enter Post Date

3. Select Provider- Will default if only 1 provider in system

4. Enter Amount 

5. Method Of Payment: Select method for how patient is paying 

   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.

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

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

6. Optional: Create Family Share (See in Family Share UAC Section)

7. Optional: Add a note (250 character limit)

8. Click Save

9. Optional: Print or email a receipt to a patient (See Generating Receipts for more information)

10. Click “Done”

B. APPLYING A UAC CREDIT TO A PATIENT VISIT/CHARGE W/BALANCE OWING:

1. Click “Dates” under the Enc column.

2. A box will pop up with UAC Transactions, Family Share, UAC Posting.

3. Click on UAC Posting Tab

4. All balances from the Patient Balance Column will appear.

5. Enter in the amount of money you would like to post to each Visit/Extra Charge.  Your UAC Amount and total Posted Amount will show at the top.

6. Click Adjust UAC and Click Yes to confirm.

7. You will receive a notification that the amount was posted successfully.

 
To View All UAC Details & Notes:

• Click on “Dates” under the Enc Column

• Under UAC Transactions you will see each Transaction.

• You are able to bulk delete UAC’s by clicking on Bulk Actions and Trash can icon.  Select the dates you want to delete.

  • You can also delete a UAC by clicking on the ፧ 3 dots to the right of the date.

• When it is applied to a visit/extra charge, you will be able to click on the dates to see the encounter details