Posting patient payments

You can post a patient's payment to their ledger.

To post a patient payment

1. On a patient's Ledger page, clicktap Payment.

   

   The Enter Payment window displays.

   

2. If necessary, clicktap the Date field to select a different date. However, you cannot select a date that would cause it to become locked based on your organization's transaction lock setting.

3. In the Amount field, enter the value of the payment.

4. From the Method drop-down list, select the payment type received from the patient.

5. Enter the payment details fields as necessary.

   • Cashbox - Select the cash register you are using.

     Tip: After you save a payment with a selected cashbox, that cashbox entry is auto-selected when you enter another payment. However, if you have just logged in for a new session, the Cashbox field is empty.

   • Check # - The check number. This option is available only if the payment type is a check or grant payment.

   • Bank/branch # - The bank account number on the check. This option is available only if the payment type is a check or grant payment.

   • Apply to charges for - The payment goes towards charges for the patient whose record you are viewing or another member of their household. If you select [Guarantor], you can apply the payment to charges for any household members.

   • Paid at patient visit - The payment was made at the office when services were rendered.

   • Incl. All Outstanding Txs. - If selected, treatments that have a guarantor estimate of, but are not fully paid off display below.

     Note: Statistics regarding payments collected during visits display on the Payment Analysis Report.

6. The payment amount is applied automatically to the procedure with the oldest date of service and then to subsequent procedures based on the date until the payment amount is used up. However, you can change the Applied amount for any procedure in the procedure list as needed.

   

   Important: If you attempt to apply a payment to a procedure that was performed in a different location from your current location, an icon and warning display next to the entry in the Applied column.

   

   For your reference, the following amounts display:

   • The Amount Not Applied is the payment Amount minus the sum of the amounts in the Applied column. This amount will display as a credit on the patient's account, another household member, or guarantor, according to the Apply to charges for list.

   • The Amount Applied is the sum of the amounts in the Applied column.

   Notes:

   • If you enter a payment for procedures on the same date as the service date or prior to the current date that are attached to a claim, Ascend Academic automatically calculates the estimated guarantor portion of the charges (if the patient has insurance coverage). However, if you enter a payment for procedures prior to the current date that are not attached to a claim, the system automatically calculates the estimated guarantor portion to be 100% of the charges.

   • If the patient has insurance coverage, and the estimated insurance portion for a given procedure is 100%, that procedure does not appear in the Enter Payment window.

7. Add Tags to the payment as needed.

8. (Optional) Enter any necessary notes regarding the payment in the Notes field.

9. ClickTap Save.