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

Each patient has an account that you can manage here in Patient Accounting. The majority of billing transactions involving patient accounts/payments can be managed on this page. For the purpose of this section, we will focus on collecting patient payments (Co-Pays) for Insured Charges.

Go To: BILLING > PATIENT ACCOUNTING
Patient Name: Click Search to search patient by name. (Note: This will default with the last patient's approved claim within Billing)
A. TO POST A PATIENT PAYMENT DIRECTLY TO AN EXISTING DOS:

1. Select Action: From the drop-down select 'Patient Payment'
2. Amount ($): Enter the payment amount (bottom left)
3. Method Of Payment: Select method for how patient is paying (for Credit Card Manual enter last 4 digits of card, for Credit Card Open Edge select Entry Mode, or Personal Check enter Check #)
4. Post Payment To Encounter: You must connect the payment & under 'Post' click the Show tab to display the CPT code line items
5. Enter/Post the amount of the payment to the associated CPT Code box and post the payment in the left open box
6. Click Save (bottom right) when done.

Posting To Multiple DOS/Encounters At The Same Time:

• The process is the same as above
• Under 'Post' you can click on the Show tab for each DOS/Encounter & enter the amount to post on each DOS.
• At the bottom of the screen you will see the amounts applied under 'Posted/Unposted' 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:

• Click on Pat. Paid (header/top right)
• Pop-Up Window will appear, click on Print Receipt tab & 'Print'

B. POSTING A PATIENT PAYMENT AS A UAC (UNAPPLIED CREDIT)
You can also collect a patient payment even when a DOS/Encounter has not been created yet. Collecting a patient payment as a UAC will appear as a credit on their account, and once a DOS/Encounter is then created you can link the UAC & apply it directly to the DOS/Encounter.
To Post A Patient Payment As A UAC (Unapplied Credit):

1. Select Action: From the dropdown select 'UAC'
2. Amount ($): Enter the payment amount (bottom left)
3. Method Of Payment: Select method for how patient is paying (for Credit Card Manual enter last 4 digits of card, for Credit Card Open Edge select Entry Mode, or Personal Check enter Check #)
4. Payable Physician: Select Provider from dropdown & Save

Once a DOS/Encounter is generated & approved, it will appear in Patient Accounting & you can then apply the UAC & attach it directly to any DOS.

Go to Enter Charges to quickly create a DOS/Encounter (be sure to check the 'Co-Pay' box) then to Approve Charges to approve the charge & come back to Patient Accounting to demonstrate the next step.
Applying A UAC Credit To A Patient Visit W/Balance Owing:

1. Under 'Type' click UAC. A Pop-Up Window will appear, displaying all visits (DOS') where the patient has a balance owing.
2. Under 'Post Amount ($)' click the Show tab & all CPT Code line items will appear.
3. Enter the amount you'd like to post (You can select multiple DOS' to distribute to by clicking each 'Show' tab)
4. Click Adjust UAC when done.

Once a UAC has been fully applied & used up, it will no longer appear as a UAC. The distributed payments will now show under each DOS/Encounter.
To View Encounter Details:

• Under 'Enc. Date' click on the DOS MM/DD/YYYY & you can view all encounter details.