Index

• Sections
  • Collecting a Pre-Payment
  • Applying a Pre-Payment
  • Deleting an applied Pre-Payment

Collecting and Applying Pre-Payments and the Pre-Payment Report 

Patient payments can be collected as Pre-Payments within Patient Accounts and applied to one or more services. This Knowledge Base article will guide you through the process of collecting and then applying a pre-payment, as well as using the Pre-Payment Report.

Collecting a Pre-Payment

From the Chart Room, start by click on Patient Accounts

Then search for a patient (you can search by first and/or last name, patient ID, or account ID)

In Patient Accounts, click to Collect Pre-Payment 

The Collect Pre-Payment window will open

1. Payment Date, this populates automatically

2. Payment Amount

3. Site Location

4. Clinician

5. Description (optional)

6. Check Number (optional/if applicable)

7. Source of Payment

8. Payment/Adjustment Code (optional)

9. Done/Cancel

Example Pre-Payment:

The collected Pre-Payment will populate as a line item within Patient Accounts, highlighted in green. The description will maintain the original payment amount. 

Applying a Pre-Payment

Once one or more Pre-Payments have been added to the patient’s account, they can be applied to a service. Start by locating the service to apply the Pre-Payment to and clicking the pencil icon to edit

With the Edit Service window open, highlight the service code to apply the Pre-Payment to, then go to the Code: XXXXX Specific tab. Click Add Patient Pmt 

In the New Patient Payment window, click to Use Pre-Payment  Applicable Pre-Payments will be itemized.

Type in the amount of the Pre-Payment you wish to apply in the Apply text box then click Apply.

Once applied, you will be returned to the New Patient Payment window. Click Done to save and return to Patient Accounts

The Pre-Payment is now applied as a patient payment to the service. Click Done to return to Patient Accounts

In Patient Accounts, the Pre-Payment line item will update to show the remaining balance (the description will retain the initial payment amount). Once a Pre-Payment has been exhausted, the line item will no longer be highlighted in green in Patient Accounts, and the remaining balance will display as 0.00

Deleting an applied Pre-Payment

Once a prepayment has been applied to a service, it can be deleted if it was applied in error.

Please Note: If the original Prepayment entry has been deleted and some or all of the Pre-payment needs to be deleted it will not populate as a new Pre-payment. 

To delete an applied Pre-payment, click the red X in the Edit Service window. Either on the All Payments For Note tab or the Code: Specific tab.

You will encounter a prompt to verify that you want to delete the payment and that it will be returned to the original Pre-payment. Click Delete to proceed to delete, or cancel if you do not wish to proceed.

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