Enable Patient Portion Button and the Effects of Its Use on Sales Reports

If you want to have the ability to assign copay, deductible, and co-insurance directly from the patient’s insurance component, you can use the Patient Portion button. Any copay, deductible amount, and co-insurance percentage entered in the insurance component populates for you when the Patient Portion button is selected within the invoice. The following instructions are to enable the Patient Portion button for use and processing an invoice with the Patient Portion button.

This is an invoice copay transfer and is used for offices that need to handle tax situations. The use of Patient Portion transfers a bulk amount to another payer without being associated to specific charges. Using this method reduces an invoice while increasing another invoice for the same amount. All line items will remain intact for their entire amount, while the invoice amount is altered. This method can cause EOB postings to not match exactly per line item due to one line item needs to be reduced by the transfer amount to post the payment. The process allows the invoice to balance to $0.00 even though the line item amount has a balance. Using this method impacts two sales categories within your Sales Report (i.e., Insurance Co-Pay and Co-Pay). The two sales report categories do not link to invoices, therefore, it is possible to remove one from one invoice while not altering another invoice. See Accounting Transfer Methods for more information.

Instructions

Admin

1. Access Admin > General > Practice Preferences > Additional Preferences > Accounting.
2. Beside Allow Patient Portion Button, click 'Yes.'
3. Click 'Save.'
4. Log out and log in to see the changes associated to the setting.

Accounting

1. Open a pending insurance invoice or create a new invoice.
2. Click 'Patient Portion.'
3. In the Patient Portion modal, click the checkbox to select the appropriate fees.
   • If an amount is not entered in the field, you can input an amount.
   • Notice the section for Add to Invoice defaults to the oldest existing patient invoice. Change if necessary.
4. Click 'Save.' 
   • This action creates a new line item with the item code of 'CO-PAY.' It is displayed with a quantity of 1 and a negative amount in the unit price that reflects the amount removed from the insurance invoice and added to the patient's invoice.
   • Post the payment to reflect a positive on the invoice line item from the EOB. This action ensures the entry is now at zero.
   • The Sales report displays two line items;
     • Co-pay, a positive amount that displays on the patient invoice.
     • Insurance Co-pay, a negative amount that was removed from the insurance invoice.