Let's explore how to configure the payments & billing general settings in CareStack.
Topics Covered
Watch this video for a step-by-step explanation.
Let's get started.
- Navigate to the System Menu > Practice Settings > Payments & Billing > General.
There are four tabs to configure different areas of the payment & billing.
- Select the required tab as needed: Payment Types, Billing, Ortho or Others.
Configure Payment Types
Once you have selected Payment Types.
- You can view all existing payment types on the left side of the page. Click on a payment type to view its details.
- To edit and make any changes to an existing payment type, click Edit.
- To delete a payment type, click the Trash icon on the corresponding payment type.
| Note: You cannot delete a payment type that has been used historically. If you no longer intend to use that payment type again, you may toggle off the selections for 'Include Payment Type In' so it is no longer visible in the drop-downs when taking payments. |
- You can sort the payment types by using the Filter icon.
To create a new payment type, perform the steps below.
- Click +Add Payment Type.
- Enter the Payment Type Name.
- Select the payment type Category.
- To add Additional Fields on the payment type, select the required options such as Flexi Pay, Patient or Insurance Reference Number, etc.
- Click on the corresponding toggle buttons to select the sections where you want the Payment Type to be listed. For example, you can apply the payment type to Patient Payments, Patient Refund, etc.
- Click Save.
Configure Billing
- Select the Billing tab under General.
- For billing, you can update Billing Details, Interest Details, and Banking Details, all of which are Account Level settings. Select the required sub-tab.
1. Billing Details
On the Billing Details, tab, you can set up the billing configuration. Perform the steps below to configure.
- Select the Billing Details tab > click Edit.
- Choose if you want to set up billing for a Dental Entity or a Billing Dentist on an account level.
- If you select a Billing Dentist, select a Default Billing Provider that is available in the system.
- If you choose Dental Entity, add or update the following information.
- Name of Dental Entity: Enter the name of the dental entity.
- Specialty: Enter the dental specialty of the entity such as Oral Surgery, etc.
- Address Details: Enter the address details such as Address Line 1, Address Line 2, Zip, City, State, etc.
- NPI: The National Provider Identifier is used to identify the treatment provider.
- Tax ID: Enter the Billing Tax ID number of the entity.
- Phone: Enter the phone number of the entity.
- Click Save.
| Note: You can Use Details from Basic Information by selecting Yes. |
2. Interest Details
Here, you can apply interest on a particular code that has a patient balance overdue. Perform the steps below to configure.
- Select the Interest Details tab under General > click Edit.
- Configure the following details:
- Apply Interest on Codes: Set Yes to enable interest on codes.
- Apply Interest on codes with Balance Overdue for: Set the number of days the balance needs to be overdue for interest to be auto applied.
- Apply Interest when the overdue amount is greater than: Set the minimum Limit for the overdue amount to apply the interest.
- Interest type to be applied: Select the type of interest.
- Premium Rates/Interest Amount: Enter the premium rates or interest amount to be applied. (Premium rate would be a monthly percentage, with the annual amount being the monthly rate x 12).
- Code to Apply Interest: Select the code to apply the interest. (A dummy code is commonly used, such as INTEREST or INT).
- Date for Interest generation: Choose the day of each month when the interest should be generated. (1-31, 1 meaning the 1st of each month, and 15 meaning the 15th of each month).
- Provider & Location: Select the provider and location that the interest dummy code you created will be completed under. (My patient may have a balance in location 1 under Dr B and Dr C, but the dummy interest code will be completed under Location 2 under Dr Z because my chosen provider and location was Location 2, and Dr Z in this setting).
- Click Save.
3. Banking Details
Perform the steps below to configure banking details on this tab.
- Select the Banking Details tab under General> click Edit.
- Set Yes to Enable Refund Check Printing to configure further.
- Add or update banking details such as Bank Name, Account Holder's Name, Account Number, Bank ABA, and Address details.
- Click Save.
Configure Ortho
This tab allows you to choose what type of ortho case workflow that you require. To configure Ortho, perform the steps below.
- Select the Ortho tab under General> click Edit.
- Select the preferred Ortho Case Workflow. A description of options is mentioned below.
- Case Focused: Check out a single code under the case with all the underlying payment plans dependent on that case.
- Payment Plan Focused: Create separate payment plans with their own checked-out codes and billing structure independent of the case.
- Set Yes to Autogenerate periodic ortho codes option if user intervention is not preferred to generate periodic ortho codes.
- Click Save.
Configure Other Settings
To configure other settings, perform the steps below.
- Select the Others tab under General> click Edit.
- Configure the following settings:
- Auto create higher order claims when there is no patient amount: If you set Yes, higher order claims will be auto-created even when the patient amount is zero.
- Default Adj. Code for Collection Fee: Select the default adjustment code when you have a collection payment.
- Default Adj. Code for Discounts: Select the default adjustment code when you select a discount.
- Adjustment Code for Sales Tax: Select the adjustment code that will be applied when a sales tax amount is set at a location level.
- Tag Insurance Plans with Carrier Types: Set Yes to tag any insurance plans with carrier types.
- Enable warning while making a location transfer of receipt: Set Yes to receive a warning when a location transfer of receipt takes place.
- Click Save.
Practices can use this simple guide to configure different areas of Payments and Billing in CareStack!