Index

• Sections
  • Using the Billing Reminder Sheet to Collect Copays
  • IMPORTANT: Complete the following steps BEFORE you bill out the claims!!!

Using the Billing Reminder Sheet to Collect Copays

1. Go to Billing Reminder Sheet via the Reports drop-down menu.

2. Select the filters you would like to use for the report. Appointment Date Start and End is the recommended minimum filter, but you can also filter by Clinician and Site. This report is limited to 31 days.

3. If there is a copay amount listed in the Patient Demographics, it will show in this report. (If there is no Copay amount and there should be, this can be added in Demographics in the Insurance Information tab.)

a. You can check in the patient from here by clicking the 'Check In' button.

b. You will see the color of the appointment change once the patient has been checked in.

c. You can also change the status of the appointment by clicking on it.

4.  Click the '$ Account' button in the entry for the patient you want to document the copay on.

5. Click the 'New Service Charge' button.

6. Click the 'Continue' button.

7. You will be prompted to decide if you want to create a Placeholder Payment. Click Yes. 

8. In the Add Service Window, click on the Code Specific tab then click on 'Add Patient Pmt'.

9. In the Patient Payment window:

a. Enter the payment Amount.

b. Select the payment Source.

c. Click Enter Copay. The word Copay will populate in the Description area.

d. Click Done.

10. You will see the payment listed in the Add Service Window. Click 'Done' to complete this service charge and post payment.

11. Optional: Print out receipt for client by clicking the print icon next to the service.

12. You will encounter an alert that you are entering a Print Preview and will need to click 'Enter' on your keyboard to continue.

Clicking 'Enter' will allow your print controls to populate and then you can choose to print or cancel. 

13. Click the 'Back' button to get back to the Billing Reminder Sheet from the Patient Account.

14. Click the 'Generate' button  to refresh the report.

When a payment is posted on that date of service, it will turn green in this report. If no payment was posted on that date, it will remain pink.

15. Once the provider has completed the notes for the day as evidenced by the checkboxes to the far right, Note Created, Note Compiled, Note Signed (if available), then you can move to the next step to link the notes back to the charges.

IMPORTANT: Complete the following steps BEFORE you bill out the claims!!!

16. Verifying the copay is attached to the note from Patient Accounts:

a. Access the Reports tab.

b. Select the Payment Report.

c. Set the date the payment was posted.

d. Select Patient for Payment Source

e. Click Detail to run the report.

17. The report will generate a list of patients who've you posted payments for that day. Click on the eye icon next to the service on the light yellow line.

18. The Edit Service Window will show that the Service Code that was used in the note has been added where the Description used to say 'Pending Note Creation'. The payment has been credited to the total charge, no longer showing a negative balance.