Navigate to the client's chart and click the Account button from the top bar. Scroll down and expand the Account Payments/Adjustments section to see how patients/adjustments have been distributed.

By default you will see all payments/adjustment applied to the client account upon expanding this section.

There are several columns of information here:

Date = The date the payment/adjustment was recorded

Ref Number = The reference numbered entered when applying the payment/adjustment (an optional field)

Transaction Type = Reflects if it was an insurance payment/adjustment or client payment/adjustment

Source = Cash, Check, EFT, Credit Card, etc.

Amount = Reflects the full payment/adjustment amount

Unapplied Amount = Provides greater transparency over payment distribution. This column helps users easily identify if a portion of a payment remains unapplied or has been fully distributed to associated charges. 

Note: We will be adding the ability to show more details in the future. This will give even more visibility into encounters a payment/adjustment was applied to in cases where a bulk payment/adjustment was applied to multiple encounters. For now, you'd be able to see the results of a bulk payment when viewing the encounters under the Account Ledger section.

You may use the Encounters drop down menu to filter the payments/adjustments displayed by encounter date or encounter date + service code.

If you choose to filter by encounter date only, it will pull up any payments/adjustments applied to all service codes associated with that encounter date.

If you choose to filter by encounter date + service code, it will only pull up payments applied to that specific encounter date and service code.

Allocating Client Payments to Outstanding Charges 

ICANotes+ enables you to easily allocate client payments to outstanding charges, starting with the oldest date of service. The "Distribute" button located in the Account Payments/Adjustments tab, allows you to efficiently apply unapplied payments. This feature streamlines the process of distributing unapplied client payments across outstanding balances. 

Key Details:

• The "Distribute" button appears next to the "Refund" button under the Account Payments/Adjustments tab.
  
• This button is exclusively available for transactions of the type “Client Payment.”
  
• The button will only be active when there is an unapplied amount greater than zero.
  
• If the unapplied amount is $0, the button will be disabled. 

Example Scenario:

Let’s say a client has made a payment of $100, while their total outstanding charges amount to $120, distributed as $50, $40, and $30 for various dates of service. The system will automatically apply the payment, starting with the oldest charge, and will leave a remaining balance of $20. 

To distribute a client payment, navigate to client's chart and click the Account button from the top bar, open the Account Payments/Adjustments panel, locate the Distribute button.

Within the Account Ledger panel, you’ll be able to view the client’s charges, as well as any unapplied amounts. 

When you click the Distribute button, the following screen appears. You can choose to distribute payment either automatically or manually.

At the top of the popup, you will see a summary of the payment’s transaction details:

1. Date – The date the payment was collected from the client.
2. Posted Date – The date the payment was entered into the system.
3. Reference Number – The reference number entered when the payment was recorded.
4. Transaction Type – The type of transaction selected when the payment was added. Distribution applies only to the Client Payment transaction type.
5. Amount – The total payment amount recorded.
6. Source – The payment source selected during entry (e.g., Cash, Cheque, Credit Card, Denial, EFT, Money Order, or Other).
7. Description – Any description added when the payment was entered.
   

Just below, the Unapplied Payment amount is displayed—this is the amount available for distribution.

Two Ways to Distribute Unapplied Payments

You can distribute the unapplied amount in one of two ways: automatically or manually. The automatic option is selected by default.

Automatic Distribution (Default Option)

The system distributes the unapplied amount starting from the oldest encounter.

The following columns will appear in the table.

1. Encounter Date
2. Service Code
3. Charge
4. Client Balance
5. Payment (system-generated, non-editable)
   

Manual Distribution 

The same list of encounters is shown, but the Payment field is editable. You can manually enter how much to apply to each line.

If the total amount entered exceeds the available unapplied payment, the Save Payment Distribution button is disabled. Hovering over the button displays a message: “Total payment distribution cannot exceed the unapplied amount.”

Action on the 'Save Payment Distribution' Button

A confirmation message appears on the top: “Payment distributed successfully.”

1. The system deducts the applied amount from the unapplied balance.
   
2. The Client Balance is updated in the Account Ledger.
   
3. If the full amount is used, the unapplied payment updates to $0.
   

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.