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.

Suggested: Turn on 'add $ before name on appt with patients who have copay'. 

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. (If you have turned on the 'add $ before name on appt with patients who have copay.')

3. Bring up the Event Details box for the patient's appointment by clicking on the appointment. You should see the amount of the patient's copay. Click the button. 

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 should automatically attach to the corresponding service if there is only one service code. If the service has multiple service codes, the copay will transfer over as a new line item into Patient Accounts. When you are ready to attach the clinician's finished note, you need only click the pencil icon on the line item to edit.  

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

9.  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.

10.  Select the note that corresponds to this copay/service, and then hit the  button.

11.  The copay is now attached to the first service code. Please note that a Security Administrator can request to have the "Attach Copay if More Than 1 Service" group rule enabled. When enabled, ICANotes will assume that a copay should be applied to and absorbed by the first available service charge sharing a date where the copay collected is less than or equal to the charge for a CPT code where a single note includes multiple CPT codes. This action will be taken automatically so that the copay does not remain its own distinct line item. If multiple services across 2+ notes or multiple copays exist for the same patient on the same day then ICANotes will require the user to determine where to appropriate the copay instead.  

12.  If you have no other information (other adjustments or payments) to add, go ahead and click the  button.

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