Author: Judy Barnes

PROCESS Collecting a Co-pay

Judy Barnes

An alert similar to the one above will post to your screen IF the patients primary insurer is listed as having a Co-pay. (see how to set up patient insurance). By selecting “No” the alert will close and you can continue.

By selecting “Yes” you will be prompted to Collect Co-Pay at check in and will have the ability to log payment.

Once a copayment has been added to an account. It will display in Manage Payments under APT Payment Tab.

*If the patient prefers to pay after he/she has seen the Dr. you can accept the payment from the Clinic Dashboard PRIOR to Completing the appointment on the Dashboard by clicking on the green Action icon in the far right column where their name appears.

**Once a visit is completed, copayment is automatically applied to primary CPT code for date of service.

Payer Information (Patient)

Judy Barnes

Navigate to Patient

Information

Payer Information


  1. Chose Insured or Non Insured
  2. Payer Name
  3. Pick applicable preference
  4. Click box to make active

    5. Click Add

  5. Member( clinic Reference)
  6. Insurance ID (REQUIRED FIELD)
  7. Type (Clinic Reference)
  8. Group Number
  9. Co-Pay($) (will populate an alert with ($) amount when checking in from clinic Dashboard)
  10. Co-Insurance(%)
  11. Relation (depending on who is selected information is pulled from General Information)
    12. Fields 12 – 21 only active in Relation is not SELF
  12. First Name (depending on who is selected information is pulled from General Information)
  13. Middle Name (depending on who is selected information is pulled from General Information)
  14. Last Name (depending on who is selected information is pulled from General Information)
  15.  DOB (depending on who is selected information is pulled from General Information)
  16.  Sex (depending on who is selected information is pulled from General Information)
  17. Street Address (depending on who is selected information is pulled from General Information)
  18.  City (depending on who is selected information is pulled from General Information)
  19.  State (depending on who is selected information is pulled from General Information)
  20.  Zip (depending on who is selected information is pulled from General Information)
  21. Phone (depending on who is selected information is pulled from General Information)
  22. NPI Number( not used. Treating provider NPI pulls from user set up)

Authoriztions

Insurance Authorizations

  1. Authorization Number – Reference number
  2. Authorization Units – Allowed visits
  3. Authorized from – Beginning date
  4. Authorized to – End date
  5. Auth Active – Only one authorization range can be active at a time
  6. Save
  7. Add – Clears fields to enter a new authorization if in edit mode.
  8. Authorization List – History of insurance authorizations for patient.
  9. Send Auth. in Edi- Will include Authorization number in Electronic Claim (only send if insurance requires, over rides other references)

REPORT: Deposit Slip

Judy Barnes
Purpose
This report is a breakdown of deposits in the reporting period.

Filter: Start Date, End Date

Header: Title, Date report was run

First Section Column Data: Patient Name, Payment Date, Check Number, Amount

Second Section Column Data: Patient Account Details, Patient Name, Payment Date, Check Number, Amount

Footer: Totals

Patients

Judy Barnes

Filters

  • Last Name, First Name
  • InActive
  • Filter
  • Reset
  • Create

    • Data Columns – Clicking column header will sort the column

  • Last Name
  • First Name
  • Middle Name
  • Active- If checked patient is active
  • DOB
  • Sex
  • Primary Payer
  • Edit – Click pencil to make changes
  • Message – Click envelope to compose secure message

    • REPORT: Year To Date By Financial Code

    Judy Barnes
    Purpose
    This report is a breakdown of payments collected by Financial Code.

    Filter: Begin Date, End Date

    Header: Title, Date report was run

    Column Data: Code, Description, Charge, Insurance Paid, Insurance Adjustment, Balance Transfer, Patient Paid, Patient Adjustment

    Footer: Total Charges, Total Insurance Paid, Total Insurance Adjustment, Total Balance Transfer, Total Patient Paid, Total Patient Adjustment

    REPORT: Service History

    Judy Barnes
    Purpose
    This report is a breakdown of services performed by provider and patient.

    Filter: Patient Name, Begin Date, End Date, Provider

    Header: Title, Date report was run

    Column Data: Service Date, DX Codes, Procedure, Qty, Modifier, Fee

    Footer: Total Service Charges, Total Patient Payments, Total Insurance Payments, Total Adjustments

    REPORT: Provider Analysis

    Judy Barnes
    Purpose
    This report is a breakdown of services performed by provider during the selected reporting period.

    Filter: Begin Date, End Date, Provider

    Header: Title, Date report was run

    Column Data: Code, Description, Tax Amount, Amount, Units, Average

    Payer Payments: Checks, Ins credit Cards, Direct Deposit. Totaled and listed by payer. Payments and adjustment totals. Payments and adjustments during reporting period for single provider only.

    Footer: Total AR Balance, Total Procedure Charges, Total Tax Amount, Take Backs, Total Cash, Total Co-Payment Amounts, Total Checks, Total Co-Payment Count, Total Checks Ins, Total Provider Reductions, Total Direct Deposit, Total Gross Sale, Total Discover, Total American Express, Total Visa, Total Master Card, Total Take Backs, Total Payments, Total Adjustments Minus, Total Adjustments Plus, Total Write Off, Total Collections, Total Adjustments, Total Adjustments + Payments

    REPORT: Procedures, Payments & Adjustment Day Sheet

    Judy Barnes
    Purpose
    Generates report for a given date range that shows procedures, payments, and adjustments that were applied to a service date. Accumulates totals by payment type. (Filters by date payment was applied, not by DOS when choosing date range).

    Filter: Start Date, End Date

    Header: Title, Date report was run

    First Section:
     Summary of all charges created in the reporting period. Summary of all payments and adjustments applied to charges during the reporting period. Column data: Claim Number, Patient Name, Type (Service or Payment), Date (DOS or Payment), Service, Amount

    *Bold lines are charges that have payments applied to them in the reporting period but the charge was created outside of the reporting period. Theses bold charge(s) will not be applied towards total procedure count or total procedure value.

    Payment Tool Entries
    Summary of all payments accepted using the ‘Accept Payments Tool’. Column data: Patient Name, Payment Date, Payment Type, Check No, Notes, Amount Paid, Amount Applied.

    Refund Payments
    Summary of all refunds given in the reporting period. Column data: Patient Name, Refund Date, Payment Type, Check No, Notes, Amount, Total

    Footer:
    Column 1:
    Total Patients: Unique patients that appear on this report.
    Column 2:
    Co-payments , Number of Co-pays: Counts and total all copays taken with copay tool OR set as copay using payment tool from the Manage Payment -> More Info screen.
    Total Take Backs
    Provider Reductions
    Account Credit Applied
    Column3:
    Total Units/Charges
    Cash
    Checks
    Check Insurance
    Direct Deposit
    Insurance Credit Card
    Discover
    AMEX
    Visa
    Mastercard
    Total Payments
    Total Adjustments Minus
    Total Adjustments Plus
    Collection
    Total Adjustments
    Payments + Adjustments
    Total Refunds