4.5 Pre-Pay Packages

There are two different ways to manage pre-pay packages on patient accounts. You can either create an Extra Charge for the package, apply the lump payment up-front & then track the actual visits, or use the UAC option for applying the patient payment & deduct each visit as they take place allowing you to track the visits directly in billing. Both options are outlined below.

Go To: BILLING > PATIENT ACCOUNTING

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. See Section 1.4 Extra Charges for more info on creating/managing Extra Charges.

OPTION 1: PRE-PAY PACKAGE AS AN EXTRA CHARGE:

Select Action: Click the drop-down & select 'Extra Charges'.
Under 'Charges' (left) click the drop-down & choose the Extra Charge.
Payable Physician: Click the drop-down & select the Provider.
(Optional) You can add 'Notes' & they will appear in the 'Encounter Details'.
(Optional) You may choose to collect the full Patient Payment Amount($) at this time as well
Click Save when done.

To Collect The Patient Payment Separately:

Select Action: From the drop-down select 'Patient-Payment'
Amount ($): Enter the payment amount (left)
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 #)
Post Payment To Extra Charge: You must connect the payment & enter the amount in the 'Post' box for the Extra Charge it applies to.
Click Save (bottom right) when done.

Tracking Pre-Pay Visits Using The Authorizations Counter:
The Authorizations page on a patients profile can be used for unofficial internal tracking of visits. Every time the Provider signs an Exam/SOAP note a visit will be deducted from the total allowed visits. When all visits have been used up, an alert will display indicating that there are no more visits.
Go To: PATIENT PROFILE > INSURANCE > AUTHORIZATIONS

Authorization Number: You must enter a name/description for the authorization.
CPT Codes: This area is optional, and you can document the CPT Procedure codes to be used on reports.
Start/End Date:* Enter a start and end date for how long this authorization will be good for, and/or when it will expire.
Visits Approved: Enter the number of visits that the patient purchased as part of their pre-paid package.
You have the option to add notes, such as payment details etc…
Click Save when done.

The Authorization tracker is based on the end date or total amount of visits, which ever expires first.