Posting Urgent/Primary Care Cash Payments

If a co- or on-account payment was collected at the time of the visit, there should be a COPAY or ONACCT order on the appointment. Depending on clinic practice, the amount paid will be in the Dollar Amount $ field of the order, in the attached PDF form, or both. The Patient Receipts - Orders report also displays these payments.

After the services have been invoiced, any payments received from the patient at the time of service need to be posted to the charges.

1. From the Billing > Receipts/Adjustments screen, enter necessary information and Continue to Invoice Search.
2. On the Invoice Search screen, use the Patient ID look up button to search for the patient by name. To narrow down the returned list of invoices, enter a service date. Select the correct invoice and add it to the Invoices to be Paid column, then click on Next to Pay Charges.
3. On the Pay Charges screen, payments are automatically applied to the first charge on the screen and continues on each line until the money is gone.
   1. If the patient paid in full, there should be a $0 balance on this invoice, proceed to step 4.
   2. If this is a co-payment, most clinics apply it to the line item for the office charge. If the office charge is not the first charge, use the Clear Amounts button to remove all applied payments. Looking down the Fee Code column, identify the office charge code and apply the payment to that line item.
4. Click the Commit button.
5. What next?
   • If the patient paid in full, you are done with this invoice.
   • If this is a co-payment, you are taken to the Invoices with Balances screen. Here, optionally move the invoice to another responsible party, or simply confirm that the invoice is being directed to the primary insurance carrier, in which case you do not need to make a change.

See About Receipts/Adjustments for more information on how to apply payments in SYSTOC.