Overview

Prerequisites

Generate a Note with a Service Charge

First, a note with an associated service code and charge must be generated. If you've yet to create a note, navigate to the client's chart and create one.

In the example below, I've created a Progress Note and I'm ready to add a Service Code under PN Part 2. Use the Enter button to add the service code.

Select the service code from the dropdown menu. If the billing rate doesn't populate automatically, type it into the Charge field. Click here to learn more about setting up your practice codes and individual billing rates.

If your client has portal access, you may use the Generate Invoice button to share an invoice for this service to their client portal. Otherwise, click Done to save and close the window.

Process a Credit Card Payment from the Account Ledger

Navigate to client's chart and click the Account button from the top bar. Expand the Account Ledger panel.

 

If your note has not been compiled you'll need to remove the Note Status filter to see the encounter details.

Click the icon to access the filters.

Select Filter and then Clear to remove the filter to reveal the In Progress note.

This will reveal all notes, both in progress and finished, for the client.

To process a credit card payment select Add Payment or Adjustment from the Actions menu.

Review and/or complete the following required fields to continue:

Transaction Type: Client Payment

Amount: Enter the amount you wish to charge the client

Source: Credit Card

Date: The current date will populate for you automatically

Posted: The current date will populate for you automatically

Transaction Code: Account Payment will populate for you automatically

Start and End Date: Select the date range of charges you'd like to apply this payment to. If you want the payment applied to a single date of service, enter the same date of service in both the start and end date fields. To apply the payment to multiples dates of service, put the earliest date of service in the Start Date field and the latest date of service in the End Date field. This will allow you to apply a bulk payment to multiples dates of service quickly. A payment applied to a date range always applies to the oldest charge in the date range forward.

Click Continue to proceed.

The Payment Amount entered on the previous screen will reflect here.

The Account Balance shows what the balance will reflect once the payment amount is processed.

If the client has a card on file, the card will appear on the screen. With the card on file selected, click Review Payment to proceed.

Otherwise, click Add Credit/Debit Card to add a new card.

Enter the Card Information and Billing Information. Click Review Payment to proceed.

Review the payment amount, payment method and payment date. Click Submit Payment to continue.

A confirmation page will appear to confirm the payment was successfully processed. When the payment posts to your account, you will receive a notification in the program. You may use the Print button to print a copy of this confirmation page. Otherwise, press Close to return to the client's chart.

FAQs 

You can find the Frequently Asked Questions (FAQs) on our Knowledge Base page.

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Need additional assistance?

Phone: 443-203-5857 

Text: 866-301-0085

Email: ticket@icanotes.com

Chat: http://app.icanotes.com 

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Proprietary Notice Information: This article is provided for informational purposes only, and the information herein is subject to change without notice. While every effort has been made to ensure that the information contained within this article is accurate, ICANotes cannot and does not accept any type of liability for errors in, or omissions arising from the use of this information.