Use the Payment window to enter a patient payment, transfer income, or enter a refund. Below is a description of the fields and areas on the window.
How to open this window:
Paid By: The name of the patient making the payment. When a payment is split to multiple family members, the payment description will show the paid by name.
Entry Date: The date the payment is entered.
Payment Date: The date the payment is received. It will be used on the Deposit Slip.
Amount: The payment amount. This amount must match the total 'Current Payment Splits' amount.
Prepay: Mark a payment as a Prepayments. First enter the payment details (payment type, check number) and charge the credit card. Then click Prepay to change all 'Current Payment Splits' to a single, unallocated pay split assigned the default unearned income type (e.g. prepayment). The window will immediately close.
Check #: Optional, but recommended. Check number is a good way to distinguish one check payment from another and find a lost check on a report.
Bank-Branch: Optional. Bank-Branch is a good way to differentiate check payments with the same check number and/or same payment amount.
Note: Optional. Appears in the patient's account as the payment Description with the payment type. Will also show on Statements if the Manage Module Preference, 'Show notes for payments' is checked. When a payment is processed using X-Charge or PayConnect, a note is added automatically with the Transaction Details.
Payment Type (required for payments): The type of payment (e.g. care credit, cash, check, credit card). Customize options in Definitions, Payment Types. Whether or not a type is selected by default depends the Account Module Preference, 'Payments prompt for Payment Type' .
Pay Into Account: If using Accounting, and 'Auto Payment Entries' are setup for the selected Payment Type, use the drop down to select an asset account to debit or credit the payment to. See Accounting Setup.
X-Charge/PayConnect: Process a credit card with X-Charge or PayConnect. The bridge must be enabled for the buttons to be visible. When using Clinics, the clinic of the payment will be used to process the charge.
Apply to Recurring Charge: Check this box to apply the payment to the next Recurring Charge that is due.
Attached to Payment Plan: Only shows in version 16.4 and earlier. Check this box to apply this payment to a Payment Plan. In version 17.1 and greater, this box is replaced with a indicator of how many splits within a saved payment are attached to payment plans.
Current Payment Splits / Split Tab: Lists this payment's current pay splits allocated to providers, clinics, patient, procedure, adjustments, pay plan charges, etc. It also lists unallocated pay splits (Unearned Income).
Allocated tab: Only shows if the payment has an unallocated split that has since been allocated to a provider/procedure. Click to view the pay split allocations. Informational only.
(old behavior) In version 17.2 and earlier, the grid was named Payment Splits. To edit a pay split, double click it. To create splits there are a few options:
Outstanding Charges: Lists all adjustments, pay plan charges, and completed procedures in the family that have a balance remaining (patient portion due).
To change what shows in grid, there are two filter options:
Pay: Create pay splits for the selected outstanding charges.
(old behavior) In version 17.2 and earlier, the grid is named Family Balances and shows a list of family members who have a balance owed to a provider. As payments are made, balances adjust.
Print Receipt: Reprint X-Charge or PayConnect receipts. For X-Charge, only receipts generated when using version 15.4 or greater can be reprinted. This button only shows if a receipt already exists for the transaction.
Delete: Delete the entire payment. Only enabled on existing payments.
OK: Post the payment to the patient account. Payments allocated to procedures for multiple family members will post to each patient account.
Cancel: The behavior of the cancel button varies depending on the point you are at in the payment process.
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