Charges for completed treatments are posted once the procedure codes are marked as 'Completed'. Once the patient has a balance, you can enter their payment into the system and allocate it towards the appropriate treatment codes.
You can add a patient payment, add an adjustment only, or add a patient payment with an adjustment.
Let's get started.
- Search for a patient using the Global Search bar.
- Hover over Billing.
- Select Payments.
The Patient Payment slide-out will open up with the Add New Payment/Adj. tab as default.
| Note: When there is some patient account balance, the Regular Payment will open up automatically. If the Balance Due Patient is 0, you will be redirected to Advance Payment. |
Watch this video for quick overview.
- Select Regular Payment as the Option.
- Enter the necessary payment details.
- Payment Amount: Enter the dollar amount of the payment being accepted.
- Payment Location: Choose the office location at which the payment was made.
- Payment Date: Select the date the payment was accepted.
- Payment Type: Select the mode of the payment being made (such as Cash, Check, Credit/Debit Card, etc.)
- Remarks: Enter any remarks you deem necessary.
- If you have selected the Payment Type as Credit or Debit Card, you need to select the Payment Gateway.
- If you have set up a default gateway in the Practice Settings, then the Payment Gateway will be auto-populated. Click here to learn more.
- Select your Terminal, if needed.
- Your last-used Terminal is saved for each system. When you log in, the system will automatically select the Terminal you last used on that specific system. Logging in on a different system will show that system’s last-used Terminal.
- Select the Procedure Code(s).
- You checkmark Select All Codes or checkmark the required procedure codes from the grid.
| Note: If the codes are not visible, you may have to view codes from other locations or show hidden codes. To do this, click Filters > select the required checkbox to view the procedure codes. |
| Note: Optionally, you may specify whether the payment should be applied towards the Oldest or Newest first by selecting the option at the very bottom of the page. |
| Note: Selecting the Procedure Codes will autofill the Payment Amount. |
- Check the Send Email box if you need to email the receipts to the patient.
- Click Add Receipt & Apply.
If you have selected the Send Email option in the previous step, perform the steps below.
- Enter the Subject and content to notify the patient about the payment.
- You can utilize Email Templates for faster email creation.
- The payment receipt(s) will be auto-attached to the email as Attachment(s).
- Click Send.
| Note: You can also email patient receipts from the All Payments page. |
To learn more about payment location warning, click here.
Two toast notifications will appear on the top right stating, 'Payment applied successfully' and 'Receipt added successfully.'
| Tip: Click Go to Manage Credits to manage your unapplied credits. From the very same slide-out, you can create a new payment plan by clicking + Create Payment Plan. |
Watch this video for a quick walkthrough.
Global Adjustment
There are two types of adjustment levels - Global Level and Line Level. The former will be applied to all codes while the latter applies to selected ones individually. After adding the Payment Amount and selecting the required Codes, perform the following steps.
Click + Add Global Adjustment.
- Select the Adjustment Code as required.
- Enter the Adjustment Amount/Adjustment Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.
Note: This ensures amounts are allocated accurately, even when treatments involve multiple providers.
- Click Add Receipt & Apply.
| Note: You can view the Patient Balance in Selected Codes, Net Adjustments that were done, and the Unapplied Credits displayed at the bottom of the slide-out once adjustments are made. |
Line Level Adjustment
- Click the '+' icon to add a layer of adjustment.
- Choose the Adjustment Type and Adjustment Code.
- Enter the Adjustment Amount.
- Click Add Receipt & Apply.
Watch this video for a concise summary.
If you want to add only adjustments and not payments, perform the steps below.
From the Payment slide-out:
- Select Add New Payment/Adj tab.
- Click Adjustments Only.
- Select the required Codes.
| Tip: Checkmark the Select All Codes option to auto-check all codes if needed. |
For Global Adjustments:
Click + Add Global Adjustment.
- Select the Adjustment Code as required.
- Enter the Adjustment Amount/Adjustment Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.
Note: This ensures amounts are allocated accurately, even when treatments involve multiple providers.
- Click Add Adjustment.
For Line Level Adjustments:
- Click the '+' icon corresponding to the required codes to add a layer of adjustment.
- Choose the Adjustment Type and Adjustment Code.
- Enter the Adjustment Amount.
- Click Add Adjustment.
Reverse an Adjustment
- Click on the Procedure Code.
- Click Reverse on the required receipt.
- Click Proceed in the confirmation modal.
- A toast notification will appear on the top right stating, 'Transaction(s) reversed successfully.'
Practices can use this simple guide to quickly learn how to add a patient payment, make an adjustment, or email payment receipts with ease.