Enter Pre-payment

We recommend watching the training video before following the instructions. 

There are two options available when processing a pre-payment. The determining factor on which instructions to follow, is the selection that has been made for "Payment by item" within Admin. To determine the selection your practice has made, access Admin > General > Practice Preferences > Additional Preferences > Accounting > Payment by item. The selections available are None, Optional, and Required.

Instructions

Follow the instructions that apply to the practice setting for "Payment by Item" noted above.

Payment by Item: None or Optional

1. Access Patients > search for and open a patient > Account.
2. Click 'New Invoice.'
3. Click 'Patient.'
4. In the Create Invoice modal, complete one of the following:
   • Click 'Done' if you are not selecting an encounter. This action opens a new invoice. 
   • If an encounter has been started and does not have billable charges assigned, highlight the encounter and click 'Done.' This action opens the invoice and associates it to the selected encounter. 
5. Click the yellow check mark beside Pending to change the invoice to Authorized.
6. Click 'Receive Payment.'
7. In the Receive Payment modal, complete the fields for Payment Amount and Payment Method. 
8. Click the box beside the invoice and input the payment amount in the Payment column.
9. Click 'Apply Payments.'
10. Click 'Grant Credit.'
11. In the Grant Credit modal, check the box beside Credit to Patient and input credit amount to the patient. 
12. Click 'Apply.'

Payment by Item: Optional or Required

1. Access Patients > search for and open a patient > Account.
2. Click 'New Invoice.'
3. Click 'Patient.'
4. In the Create Invoice modal, complete one of the following:
   • Click 'Done' if you are not selecting an encounter. This action opens a new invoice. 
   • If an encounter has been started and does not have billable charges assigned, highlight the encounter and click 'Done.' This action opens the invoice and associates it to the selected encounter. 
5. Click 'Add Adhoc.' 
6. In the Add Adhoc Item modal, in the Description field, input "Patient Pre-Payment."
7. Press the TAB button on your keyboard.
8. Click 'Apply.' Note: This action adds a line item on your invoice with $0.00 in the Unit Price column.
9. Click the yellow check mark beside Pending to change the invoice to Authorized.
10. Click 'Receive Payment.'
11. In the Receive Payment modal, complete the fields for Payment Amount and Payment Method. 
12. Click the $0.00 hyperlink in the Items column.
13. In the Payment Items modal, input the payment amount in the Payment column.
14. Click 'Apply.' Note: This action returns you to the Receive Payment modal.
15. Click 'Apply Payments.'
16. Click 'Grant Credit.'
17. In the Grant Credit modal, check the box beside Credit to Patient and input credit amount to the patient. 
18. Click 'Apply.'

Additional Information

• The pre-payment processes noted above should be followed when a vision therapy patient has paid for multiple follow up visits in advance. 
• The credit applied can be used on future invoices by selecting Credit in the Payment Method field within the Receive Payment modal.