Collecting Copays

Via the Calendar

This way works best if you use the Calendar system to track patient appointments. For this to work, you need to make sure the patient has a copay requirement, which can be setup in the Insurance Information tab of Demographics.

From the Calendar, you will be able to see that the patient has a required copay from the red $ before the patient's name. 

Bring up the Event Details box for the patient's appointment by double clicking on the appointment.. You should see the amount of the patient's copay. Click the Copay button (Hand with the dollar sign).

Once you've clicked Collect Copay, you will see a New Patient Payment window pop-up on your screen.

The copay amount ($40 in this example) will populate. You will then select a source of the payment (and note that you can absolutely collect a payment via credit card on this screen - if you have that capability added to your account) and any other information necessary (such as a payment/adjustment code) then click Done.

When finished, click Save. The Copay window will close, and you will be returned to the Event Details window for the patient's appointment. Here you will see that the copay shows as paid $40 (Credit Card).  You can mark your patient's attendance (if not already done) and then click Save to return to the Calendar.

If a note is created before the copay is collected, the copay will automatically attach to the note as long as the note has a matching date and includes a service code.

If the copay is collected before the note is created, it will appear as a new line item in Patient Accounts. Once the note is created, the copay will automatically attach to it, provided the note includes a service code and shares the same date, as described above.

If a copay is collected on a different date than the note's service date and needs to be attached such as in the example below where the copay was collected on 4/18 but should be linked to the note with a service date of 4/17 we will need to do a few extra steps.

First, click the pencil icon on the Copay service line. Then, update the 'Date of Service' to match the note’s service date and click Done to save the changes

Next, click the pencil icon on the note you want to attach the copay to, in this example, the note with a Service date of 4/17, then click Refresh From Note. The copay will now be attached to the correct service date.