Learn how to manage patient prepayments by viewing an interactive guide or step-by-step instructions.

How to Enter a Prepayment to Treatment Planned Procedures (Allocated)

In order to allocate prepayments to specific procedures, Allow prepayments to allocate to treatment planned procedures must be enabled in Allocations Setup.

1. Select the patient who is making the payment and go to the Account Module.
2. In the toolbar, click the Payment button.
3. Enter the payment amount and click OK.
4. In the Current Payment Splits area, select any automatic payment splits that you do not wish to keep and click the Delete Splits button.
   • Alternatively, click Delete All to remove all payment splits.
5. Select the Treat Plan tab on the bottom-right area of the window.
6. Select any procedures you want to attach to the payment.
7. Click the Pay button.
   • Alternatively, click Add Partials to customize the amount allocated to a procedure.
8. Payment splits are generated for the selected procedures.
   • If you clicked Pay, payment splits will not exceed the estimated patient portion outstanding on the procedure. Payment splits may be reduced if the estimated patient portion on selected procedures exceeds the payment Amount.
   • If you clicked Add Partial, the payment splits will match the amount you entered.
9. If you're taking a credit card payment, click the button for your processor at the top of the Payment window. Then follow the prompts on your screen. See Credit Card Payment for more details.
10. Enter payment details (e.g., check number, payment type, notes, etc.) at the top left part of the Payment window. Some payment details are automatically entered after processing a credit card payment.
11. Click Save to exit the Payment window.

Depending on your settings for Treatment Planned Prepayments in Allocations Setup, the payment may be hidden from the Patient Account grid and instead be shown in the Hidden Splits tab of the Account. See Hidden Splits for detailed information.

How to Enter a Prepayment Using Default Settings (Unallocated)

1. Select the patient who is making the payment and go to the Account Module.
2. In the toolbar, click the Payment button.
3. Enter the payment amount and click OK.
4. If you're taking a credit card payment, click the button for your processor at the top of the Payment window. Then follow the prompts on your screen. See Credit Card Payment for more details.
5. Enter payment details (e.g., check number, payment type, notes, etc.) at the top left part of the Payment window. Some payment details are automatically entered after processing a credit card payment.
6. Click the Prepay button. The Payment window immediately closes.

One paysplit is saved to the payment, attached to the Default unearned type for unallocated paysplits (see Allocations Setup) and the the payment is posted as a line item in the account.

How to Enter a Customized or Partial Prepayment

1. Select the patient who is making the payment and go to the Account Module.
2. In the toolbar, click the Payment button.
3. Enter the payment amount.
4. In the Payment window, edit, add, or delete payment split (paysplit) as needed. See Paysplit Revise for detailed information.
• If the patient has no outstanding charges, a payment split (paysplit) is automatically created and attached to the payment using the Default unearned type for unallocated paysplits (see Allocations Setup).
• Attach an Unearned Type to any paysplits that are prepayments.
5. Once the paysplits are updated, the payment Amount and current paysplits Total should match.
6. If you're taking a credit card payment, click the button for your processor at the top of the Payment window. Then follow the prompts on your screen. See Credit Card Payment for more details.
7. Enter payment details (e.g., check number, payment type, notes, etc.) at the top left part of the Payment window. Some payment details are automatically entered after processing a credit card payment.
8. Click Save to create the payment and exit the Payment window.

The payment is added as a line item to the patient's account. Any paysplits attached to an Unearned Type are added to the Unearned balance for the family.

Additional Resources

See our webinar: Entering Patient Payments

See How to Enter Patient Payments for detailed instructions on taking patient payments.

Related Help Pages

• Account Module
• Payment
• Hidden Splits
• Allocations Setup
• Allocate Unearned Income
• Definitions: PaySplit Unearned Types
• Unearned Allocation Report
• Unearned Income Reports