In the Account Module, click Payment.

Enter a patient payment or process a Patient Refund. By default, payments are automatically allocated via Payment Splits (paysplits) to the oldest adjustments, pay plan charges, and procedures with a remaining balance. If the production charges are paid in full, expected to be paid in full, or the patient has a credit balance, payments are allocated to unearned income (e.g. prepayment). To change payment allocation settings, see Allocations Setup.

See our video: Entering Patient Payments Webinar

Creating a Payment

To enter a payment:

  1. Select the charges (adjustments, pay plan debits, procedures) from the patient ledger, then click Payment.

    Alternatively, just click Payment.
  2. Enter the payment amount.
    Check Prefer this patient to apply the payment to the patient's oldest outstanding charges. Or, leave unchecked to apply the payment to the oldest outstanding charges for the whole family.
  3. Click OK to open the payment window and enter the payment details.
    Note: When charges are selected, the payment amount is split between the charges by their remaining patient portion due.
    • Any charges with no balance due, are skipped, and the payment is automatically split to the next oldest outstanding charge.
    • If a selected charge was previously overpaid, the overpaid amount is deducted from the charge and re-allocated to another charge within the current payment.
  4. (Optional) To allocate the payment towards treatment planned procedures, click Delete All to remove the current payment splits.
  5. Click the Treat Plan tab and select the procedures.
  6. Click Pay and OK to finalize the payment.
    • Payments allocated to procedures for multiple family members will post to each patient account and include the name of the paid by account. The paid by account will also have a zero line item to show a payment from this account is split to another account.
    • Payments allocated to treatment planned procedures do not show on the patient account, but instead, show under the Hidden Splits tab.

Payment Details

Clinic: The default clinic is determined by the Account Module Preference, Payments Use Patient: Clinic. Click the dropdown to select a different clinic. Clinic specified will determine which payment process credentials are used for merchant services if defined per Clinic. If using Deposits, this is the clinic the payment is associated with.
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 Deposit Slips.
Amount: The payment amount. This amount must match the total Current Payment Splits amount (see below).
Prepay Button: See Unearned / Prepayment.
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: A note is automatically added after processing a credit card payment, with the Credit Card Transaction Details. Optionally, add a note that appears in the patient's account as the payment description with the payment type. Notes will show on statements when the Manage Module Preference, Show notes for payments is checked.

Payment Type

None (Income Transfer): When checked, the Pay button changes to Transfer and the Outstanding Charges grid groups by patient, clinic, and provider. These options are useful to transfer income. See Income Transfer.
Payment Type: The type of payment. Customize options in Definitions: Payment Types. Whether or not a type is selected by default is determined by the Account Module Preference, Payments prompt for Payment Type. For transactions processed through an integrated credit card program, the payment type defaults to the type selected in the Credit Card Payment program link.
Pay Into Account: If using the Accounting feature, and auto payment entries are setup for the selected payment type, use the dropdown to select an asset account to debit or credit the payment to. See Accounting Setup.

Credit Card

See Credit Card Payment.

Recurring Charge

Apply to Recurring Charge: Check to apply this payment to scheduled CC Recurring Charges. If more than one recurring charge is scheduled for a month, the window below will display. Select the desired recurring charge date from the drop down list.

Payment Splits

Hide Splits/Show Splits: Click to toggle between payment split views. The default view is determined by the Allocations Setup preference, Hide paysplits from payment window by default.

Current Payment Splits: 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 / Prepayment). Double-click a row to edit, see Paysplit Revise.

Note: If a payment is split to multiple providers, only the provider most recently added to the Providers list will be shown in the account ledger. Double-click an existing payment to see a breakdown of all providers attached to a payment.

Outstanding Charges: Lists all adjustments, pay plan charges, and completed procedures in the family that have a balance remaining (patient portion due).

Note: If the Account Module Preference, Balances don't subtract insurance estimate, is checked, the charge balances reflect the amount after all payments, adjustments, and PPO write-offs. Insurance estimates are not included.

Treat Plan: Lists all treatment planned procedures in the family. To show this tab, in Allocations Setup check, Allow prepayments to allocate to treatment planned procedures.

To change what shows in each grid, use the Filtering options.
Show Only Allocated Credits: Only show production items with a remaining balance after their attached adjustments and payments have been applied. This may be useful if an outstanding charge is not listed because it has been indirectly paid off by unallocated credits.
Show Super Family Charges: Show or hide charges for every patient in the Super Family.
Show All Charges: By default, only unpaid adjustments, pay plan charges, and procedures in the family show. Check this box to also show paid charges.
Patients: Use the dropdown menu to view charges for a specific family member. Ctrl + click to highlight more than one family member.
Providers: Use the dropdown menu to view charges for a specific provider. Ctrl + click to highlight more than one provider.
Type: Use the dropdown menu to view specific charge types (e.g. adjustments, procedures, or pay plan charges).
Clinics: Use the dropdown menu to view charges for a specific clinic. Ctrl + click to highlight more than one clinic.
Amt End Min: Enter a value to limit the charges with a minimum remaining balance greater than or equal to this amount.
Amt End Max: Enter a value to limit the charges with a maximum remaining balance less than or equal to this amount.
From/To Dates: Enter a value or use the calendar dropdown to select a date range. Only procedures completed or treatment planned/scheduled in this date range will show.
Proc Codes: Narrow the charges by procedure code(s). This field is case sensitive. To enter more than one code, separate each code with a comma (e.g. D0210,D1110).
Refresh: Updates the grid when filtering options are changed.
Group By: Change the grouping of items in the grid.

Pay: Create paysplits for the selected outstanding charges or treatment planned procedures.
Transfer: When None is the payment type, the Pay button changes to Transfer. Useful for Income Transfers.
Add Partials: Create a paysplit for only part of an outstanding charge.

Buttons at Bottom

Print Receipt: Reprint XCharge or PayConnect receipts. 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 Imaging Module.

Delete: Delete the entire payment. Only enabled on existing payments.

OK: Post the payment to the patient account.

Cancel: The behavior of the cancel button varies depending on the point you are at in the payment process.