Implementing a uniform checkout process creates consistency across your team and helps prevent common billing and documentation issues, while allowing for increased same day collections. Without a structured workflow, practices may experience duplicate procedure entries, incomplete documentation, or missed financial opportunities.
Consistency across team members also reduces confusion, improves reporting accuracy, and builds stronger patient trust.
Step 1: Complete and Verify Treatment
Before collecting payment, it is essential to confirm that all clinical and billing information for the visit is accurate and finalized. This ensures the financial summary reflects the correct services performed during the appointment.
Validate Procedure Codes
Begin by reviewing all procedure codes attached to the appointment. Confirm that each procedure includes the correct code, provider assignment, billing status and fee (check the box show fee estimate). It is also important to check whether any additional or unplanned procedures were performed during the visit and ensure they have been properly documented.
Mark Treatment as Completed
Once all codes have been verified, mark the appropriate procedures as Completed Treatment. This action automatically updates the patient’s financial summary and ensures the ledger reflects the completed services.
Schedule the Next Appointment
When prompted, schedule the patient’s next recommended visit before proceeding
to payment.
Best Practice: Scheduling follow-up appointments before checkout significantly increases treatment acceptance and supports accurate production forecasting for the practice. |
Step 2: Apply Existing Credits Before
Collecting Payment
When selecting Pay Now, always review whether the patient has any existing credits on their account by navigating to the Manage Credits tab. Applying available credits first prevents accidental over-collection and eliminates the need for refund processing later.
Review the Manage Credits Section
Look for any available credits, including:
Prepayments
Unapplied payments
Existing patient credits
Apply Credits to the Appropriate Procedures
Allocate the available credits to the procedures completed during the visit. This ensures the patient’s balance accurately reflects only the remaining amount due.
Select the Manage Credits tab.
Check the box to select the credit to allocate.
Check the box to select the codes you want to allocate the credit to.
Apply Payment.
Confirm the Updated Balance
After credits are applied, the system will automatically recalculate the balance. Collect only the remaining patient responsibility.
Step 3: Choose the Right Payment Option
Once the correct balance is confirmed, determine the most appropriate payment option based on the patient’s situation.
Option A: In-Office Payment/Card on File
For patients paying during checkout:
- Select Pay Now after all credits have been applied.
- Verify the updated patient responsibility amount before processing the payment.
Option B: Text-to-Pay (Remote Payment)
If a patient cannot complete payment while in the office, a secure Text-to-Pay link can be sent directly to their mobile device. The patient can complete the payment after leaving the office.
Best Practice: This option helps protect same-day production even when financial arrangements cannot be finalized at checkout. |
Step 4: Process Payment Correctly
Accurate payment processing is essential for proper financial reconciliation and reporting.
Confirm Payment Location and Date
Ensure that the payment is posted to the correct practice location and that the transaction date is accurate.
Select the Payment Method
The preferred method is CS Pay, which allows payments to be processed directly within the platform for streamlined financial management.
Save Card on File (Recommended)
Saving the patient’s card information can significantly improve future financial workflows by enabling:
- Faster checkout during future visits
- Simplified payment plan processing
- Reduced follow-up for outstanding balance
Confirm the Transaction
Always wait for the system to confirm that the payment has been successfully processed before moving forward.
Best Practice: Never finalize the checkout process until payment confirmation has been received. |
Step 5: Send the Receipt Immediately
After payment has been processed, generate and send the receipt to the patient before completing the checkout process.
Use your practice’s standardized email template and confirm that the receipt has been successfully delivered.
Sending receipts immediately helps ensure:
- Financial transparency for the patient
- Reduced payment disputes
- Professional documentation of the transaction
During this step, perform a final review of the patient’s financial summary to confirm:
- The remaining patient balance (ideally $0)
- The insurance portion still due, if applicable
Step 6: Final Checkout Cross-Checks
Before marking the appointment complete, conduct a final review to ensure all aspects of the visit have been properly finalized.
Confirm the Next Appointment
Return to the schedule to verify that the patient’s next appointment has been successfully booked.
Verify Clinical Notes Are Completed
Ensure the clinical team has finalized the patient’s chart notes and documentation for the visit.
Update the Appointment Status
Set the appointment status to Checked Out. This visually confirms within the schedule that the patient visit has been fully completed.
TIPS/TOOLS: Remove Duplicate Codes
Review the appointment procedures and remove any duplicate entries. Cross-check the procedures against the patient’s treatment plan to verify that each code appears only once and accurately reflects the treatment provided.
The Ideal Checkout Experience
When your team follows a standardized checkout workflow, the final stage of the patient visit becomes a smooth and efficient process. This consistency benefits both the practice and the patient.
Practices that follow these best practices typically experience:
| 1.Higher same-day collections |
| 2.Fewer billing corrections |
| 3.Reduced credit adjustments and refunds |
| 4.Improved financial reporting accuracy |
| 5.Stronger patient confidence in billing transparency |
| 6.Complete and compliant documentation |
A consistent checkout process transforms the end of the patient visit into a professional and organized experience, reinforcing trust while supporting the financial health and operational success of your practice.