Payment Window

Use the Payment window to enter Patient Payments, Income Transfers, or Refunds. Below is a description of the fields and areas on the window.

How to open this window:

Clinic: The default clinic is determined by the setting in Account Module Preferences for Payments Use Patient: Clinic. Click the dropdown to select a different clinic.

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 Deposits and Deposit Slips.

Amount: The payment amount. This amount must match the total Current Payment Splits amount.

Prepay: Mark a payment as a prepayment. 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 paysplit 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 Preferences, Show notes for payments is checked. When a payment is processed using XCharge / OpenEdge or PayConnect, a note is added automatically with the Payment Transaction Details.

Hide Splits/Show Splits: Click to toggle between payment split views.

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.

None (Income Transfer): When checked, the Pay button changes to Transfer to allocate income to Outstanding Charges (income transfers).

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 XCharge 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. See Credit Card Processing.

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 / Splits Tab: Lists this payment's current payment splits (paysplits) allocated to providers, clinics, patient, procedure, adjustments, pay plan charges, etc. It also lists unallocated paysplits (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 paysplit allocations. Informational only.

(old behavior) In version 17.2 and earlier, the grid was named Payment Splits. To edit a paysplit, 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, use the Filtering options:

Pay: Create paysplits for the selected outstanding charges.

Transfer: When None is the payment type, Pay changes to Transfer. Manually transfer unallocated income. See Income Transfers.

Add Partials: Create a paysplit for only part of an outstanding charge.

(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 XCharge or PayConnect receipts. For XCharge, 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.

Email Receipt: Generate a PDF copy of the XCharge or PayConnect receipt and email it to the patient. A copy of the receipt is saved in the patient's Images module.

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.

Questions & Answers

In version 17.2 and earlier, why does my guarantor have a large credit and other patients in the family have a balance owed.

This means that excess income has been allocated to the guarantor (and probably a provider).