Payments

PATH:
A/R
>
ROLE PRIVILEGES NEEDED: <udl-white>View Invoice<udl-white> | <udl-white>Add Invoice<udl-white> | <udl-white>Edit Invoice<udl-white> | <udl-white>Delete Invoice<udl-white> | <udl-white>Remove Billed Service<udl-white> | <udl-white>Post Billing Adjustments<udl-white> | <udl-white>Invoice Review / Release<udl-white> | <udl-white>Invoice Detail Report<udl-white> | <udl-white>Invoice Service Summary<udl-white> | <udl-white>Invoice Errors<udl-white> | <udl-white>View ERA Payments<udl-white> | <udl-white>View Remit<udl-white> | <udl-white>Add Remit<udl-white> | <udl-white>Edit Remit<udl-white> | <udl-white>Delete Remit<udl-white> | <udl-white>Override Closed Remit<udl-white> | <udl-white>Add Payment<udl-white> | <udl-white>Agency Accounts<udl-white> | <udl-white>Apply Cash<udl-white>

ADD PAYMENT | ADD PAYMENT SOURCE | APPLY PAYMENT TO AGENCY ACCOUNT | APPLY PAYMENT TO PATIENT | FIND INVOICES | EDIT | APPLY / REVERSE TO PATIENT INVOICE | ADDING AN INVOICE NOTE | REBILLING AN INVOICE | CREATING AN ADJUSTMENT FOR A BILLED INVOICE | APPLY / REVERSE TO ACCOUNT | FILTER | REPORTS

Select A/R > Payments

ADD PAYMENT <returntomenu>menu ↑<returntomenu>

Select the <icon-greenplussign>xxx<icon-greenplussign><udl-orange>Add Payment<udl-orange> link.

This will bring you to the payment deposit summary screen.  Select the drop down <btn>   Type a Payment Source  ▾   <btn> to the right of Payment Source to select your payment source.  

ADD PAYMENT SOURCE <returntomenu>menu ↑<returntomenu>

The payment source table is a customizable table that each client sets up based on payer sources within their agency.  If the payment source is not listed in the drop down menu, you do have the opportunity from this screen to select to <icon-magnify>xxx<icon-magnify> <udl-orange>Add Payment Source<udl-orange>.

Select the drop down <btn>   <Select>      ▾   <btn> to the right of Payment Method to select the payment method. This defaults to the payment method predefined during the payments source data entry into the master table.  If this is not the correct method you are able to override by selecting from the drop down.

Next you will enter your payment or deposit amount, your remit date, your deposit date (defaults to the current date but can be changed), your reference number (you could enter your check or deposit number here), and your note type.  The Note Type field is a customizable field that each agency can define based on their own needs.  You can enter any notes that are affiliated with the deposit.  

Your next field is the "Apply Payment To" field.  Based on the selection in the drop down, your save or cancel buttons at the bottom will change.  You have the opportunity to leave the selection at none which gives you the option of save and enter more.  So if you are entering payment or deposit summary and not posting the detail, you can continue through to add each deposit or remit info.  You have the opportunity to save and close by selecting apply payment to none.  This is where you would use the save and close option if you are not wanting to post your payment details at this time, only the summary and you had no other payment or remits to enter.

APPLY PAYMENT TO AGENCY ACCOUNT <returntomenu>menu ↑<returntomenu>

By selecting the "Agency Account" option, this will give you various agency options you can post payment to by clicking on the drop down for "payment type".  You have:

Then you have your amount to apply

Select your <btnw>    Save/Apply    <btnw>

APPLY PAYMENT TO PATIENT <returntomenu>menu ↑<returntomenu>

If you select the "Patient"

Select <btnw>    Save/Apply    <btnw>. This will take you directly to the payment or remit detail screen.

FIND INVOICES <returntomenu>menu ↑<returntomenu>

This is where you will apply the individual payments to invoices and patient accounts. You can search this by invoice #, Patient name or payer name.  In this case we will search by a partial patient name "Duff".  Our results returned Peter Duffy.

If we want to apply our full payment of $100 to this invoice at gross, we would simply check the check mark box next to the balance and then select <btn>    Apply    <btn>

If we want to apply our full payment of $100 to this invoice at detail, we would need to select the invoice number first

Then select the dates of service that you want to apply the payment to and and select apply to auto-apply the entire amount or you can enter the amount that you want to be applied to each and then select <btn>    Apply    <btn>.

If we only want to apply a portion of this payment to this invoice, we simply type in the amount we want to apply and select <btn>    Apply    <btn>

If we have other invoices or patients that we need to post payment to, we simply redefine our search criteria and select the <btn>    Find Invoices   <btn> again.

The top of the screen shows you your total payment amount for your deposit or remit, the amount that is applied to non-invoices, the amount that is applied to invoices and what your remaining balance is.  You also have information at the bottom, Total applied for the last invoice you applied and the payment balance.

You also have the opportunity to cancel any of the payment detail that you just posted by selecting  <btn>    Cancel    <btn>. You will be asked if you are sure you want to cancel.  Select "OK" to confirm.

Once you have posted everything that you are going to post at the patient or invoice level, simply select your back arrow on your web browser and this will take you back to a blank add payment summary screen.  

EDIT <returntomenu>menu ↑<returntomenu>

Now we need to go back in and post the remaining balance that we have on this deposit or remit.  We can go back to the one that we have the balance on by selecting A/R > Payments.  This shows that we have our balance here of $100 that we have not posted yet.  We do still have our pencil icon.  You have the opportunity to the payment or remit summary detail.  The edit pencil will remain on the screen for the day that you've entered the payment posting.  Once it goes through over night processing you will lose your edit pencil.

APPLY / REVERSE TO PATIENT INVOICE <returntomenu>menu ↑<returntomenu>

In this case, if we find that we do have another invoice that we need to post this to, you will select the Apply/Reverse to Patient Invoice <icon-add>xxx<icon-add> icon.

This takes us back to our payment posting invoice detail screen.  

ADDING AN INVOICE NOTE <returntomenu>menu ↑<returntomenu> 

After the Apply Payment screen displays, use the following path to add an invoice note:

REBILLING AN INVOICE <returntomenu>menu ↑<returntomenu>

After the Apply Payment screen displays, use the following path to rebill the invoice:

CREATING AN ADJUSTMENT FOR A BILLED INVOICE <returntomenu>menu ↑<returntomenu>

After the Apply Payment screen displays, use the following path to create an adjustment for a "billed" invoice:

Select the <udl-orange>Perform Adjustments<udl-orange> link (Perform Adjustments pop-up displays with a listing of all invoices with payments applied; you may see additional invoices that show a zero payment applied - if you run the Payments Report, you will see all invoices associated with the payment you applied)

Select an option from the "Reason" dropdown list

Enter the amount you want to "adjust" for the invoice (can be either a positive or negative amount). Select the <btn>   Save   <btn> button. The Apply Payment screen re-displays. The amount you entered as an adjustment will show in the adjustments column (may be added to existing adjustment amount which will change the balance for that invoice). Adjustment will also show as a transaction on the <udl>AR Transactions<udl> tab for that invoice's detail information.

APPLY / REVERSE TO ACCOUNT <returntomenu>menu ↑<returntomenu>

If in fact our balance needs to be posted to an agency suspense account then we would select the Apply/Reverse To Account <icon-greenplussign>xxx<icon-greenplussign> icon.  

This takes us to our payment action screen.  We would select our "Payment Type", and the amount to apply and choose <btn>    Apply    <btn>. This also gives us our account balance.  

FILTER <returntomenu>menu ↑<returntomenu>

You will see that the remit deposit information is now removed from the screen and our filter payment status is now "open".  

If we want to go back and see anything previously applied we can select "Closed" or "All".

It will bring that information back to us.

If you have payments that are from your previous system and the invoices were billed from your previous software and you need to post the payment or remove the balance from screen, that is when you would select your green plus sign to apply it to either agency suspense or whichever account your agency decides is appropriate.  

REPORTS <returntomenu>menu ↑<returntomenu>

Payments <btnw>   PDF Summary     ▾  <btnw> includes:

Payments <btnw>   PDF Detail     ▾  <btnw>

Payments <btnw>   XLS Summary     ▾  <btnw>

Payments <btnw>   XLS Detail     ▾  <btnw>

Payments <btnw>   XLS-Remit/Invoice Changes    ▾  <btnw>

Interactive Tutorial