Help : Add and Allocate Payments and Credits

To add a payment, click the Add Payment button in the + Add Charge/Credit popup. If the patient has available credits in his or her account, you can allocate these to unpaid charges along with any new payment. Or, click on the Apply Credits button to allocate credits to unpaid charges without adding a payment.

Add Payment Screenshot

In the Add Payment window, manually enter the Payment Amount or check the "check to pay in full" box to have the system calculate the total amount due and fully allocate the payment (and any available credits) to unpaid charges. The amount of money available to apply to unpaid charges in the Add Payment window is the payment amount plus any available credits. In the Apply Credits window, it is just the amount of available credits.

Allocate payments or credits among unpaid charges by checking the boxes beside the charges you would like to pay. The system automatically allocates the maximum amount to each charge as it is checked until the available money runs out. Click in a charge's "To Pay" field to edit the payment amount to be allocated to that charge.

When a payment is added to the patient's account, the account balance is adjusted accordingly. The payment will also appear on any account statements, receipts, etc. covering the relevant period. And, if it was used to completely pay off any unpaid charges, an insurance invoice that is generated for those charges will be marked "Paid in Full."

A note on credits: Payments in excess of unpaid charges or payments that are not fully allocated to unpaid charges become available (unallocated) credits in the patient's account, which can be used to pay charges in the future. In general, payments should be fully allocated to unpaid charges except in unusual cases, so that only patients with a positive account balance (i.e. no unpaid charges) have available credits. But note that it is technically possible to add a payment without allocating it to open charges, such that the patient has BOTH unallocated credit AND unpaid charges in his or her account.

Help: Setting the Transaction Date on Entered Charges

Generally charges and payments are entered into the EMR in real time, and so by default the EMR will set the transaction date for a charge/payment as the current date. However, sometimes financial transactions are being recorded after they took place (or you want to pre-record a charge for a future service) you can manually change the transaction date using the little calendar icon in the bottom right corner of the add-charge or add-payment screen. You can also do this when editing a charge or payment.

Setting the correct transaction date will ensure that the charge/payment is recorded correctly for the sake of billing reports and on invoice documentation for patients.