3.1 Collecting Patient Payments

Owned by Joanne H
Last updated: Dec 01, 2024 by Jessica Buczynski
2 min read

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

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

  4. Optional: Select an Adjustment Type and reason

  5. Post Payment To a single Encounter or multiple and adjustment if needed

  6. Click "Make Payment" to complete

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

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

 
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)

To email a detailed receipt, you will need the last 4 digits of the social security number on file. If the last 4 digits of the social security number is not on file, the patient will receive a receipt of payment only.

 
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. 

If you do not wish to remove the payment from the system, you can click on the ፧ and you can convert to UAC

 

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, Provider, Amount, Method of Payment

  3. Optional: Create Family Share (See in Family Share UAC Section) or add a note

  4. Click Save

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

  6. Click “Done”

See Patient Accounting for how to manage and apply UACs