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 line item" within Admin. To determine the selection your practice has made, access Admin > General > Practice Preferences > Additional Preferences > Accounting > Payment by line item. The selections available are None, Optional, and Required.
Instructions
Follow the instructions that apply to the practice setting for "Payment by line Item" noted above.
Payment by Line Item: None or Optional
- Access Patients > search for and open a patient > Account.
- Click 'Patient Invoice.'
- In the Create Invoice modal, complete one of the following:
- Click 'Skip' 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, select the correct encounter. This action opens the invoice and associates it to the selected encounter.
- Update the invoice from Pending to Authorized.
- Click 'Receive Payment.'
- In the Receive Payment modal, complete the fields for Payment Amount and Payment Method.
- Click the box beside the invoice and input the payment amount in the Payment column.
- Click 'Apply Payments.'
- Click the ellipsis icon and select Grant Credit.
- In the Grant Credit modal, check the box beside Credit to Patient and input credit amount to the patient.
- Click 'Save.'
Payment by Line Item: Optional or Required
- Access Patients > search for and open a patient > Account.
- Click 'Patient Invoice.'
- In the Create Invoice modal, complete one of the following:
- Click 'Skip 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, select the encounter. This action opens the invoice and associates it to the selected encounter.
- Click the ellipsis icon and select Add Adhoc.
- In the Add Adhoc Item modal, in the Description field, input "Patient
- Press the Tab button on your keyboard twice.
- Click 'Save.' Note: This action adds a line item on your invoice with $0.00 in the Unit Price column.
- Update the invoice from Pending to Authorized.
- Click 'Receive Payment.'
- In the Receive Payment modal, complete the fields for Payment Amount and Payment Method.
- Click the $0.00 hyperlink in the Items column.
- In the Payment Items modal, input the payment amount in the Payment column.
- Click 'Save.' Note: This action returns you to the Receive Payment modal.
- Click 'Apply Payments.'
- Click the ellipsis icon and select Grant Credit.
- In the Grant Credit modal, check the box beside Credit to Patient and input credit amount to the patient.
- Click 'Save.'
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.