Tips & Tricks: Collect Copay via Calendar

Tips & Tricks: Collect Copay via Calendar

1.  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.

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

3. 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 (circled in red). 

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

5.  The copay amount ($45 in this example) will populate for you. 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).

6.  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 $45 (Personal Check).  You can mark your patient's attendance (if not already done) and then click Save to return to the Calendar.

 7.  The copay will transfer over as a new line item into Patient Accounts.

8.  When you are ready to attach the clinician's finished note, you need only click the pencil icon on the line item to edit.   

9.  The Service Charge Detail window will pop-up. Click Attach Finished Note to attach the clinician's note to the copay.

10.  A message will occur letting you know you are adding a claim to the current item, and the charge amount may differ from your copay. Go ahead and click Continue.

11.  Select the note that corresponds to this copay/service, and then hit Continue.

12.  The service code is now attached into the note and joined with the copay.

13.  If you have no other information (other adjustments or payments) to add, go ahead and click Done.

14.  Now on the line item detail you will see the patient's paid copay, and the charge for the service.

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