The following instructions are for processing one RevPay credit card payment and applying it to invoices for multiple family members.
Before You Begin
- The patients must be linked through Family/Contacts.
- Related article: Add Family/Contact to Patient’s file
- Once patients are linked as Family Members a single ‘Guarantor’ can be set for all patients in the family – A ‘Guarantor’ is the person in the family that will appear as the ‘Bill To’ invoices for all patients in the family.
- The same Guarantor must be assigned to each patient in Patients > [Patient] > Demographics > Other Information > Guarantor.
- Related article: Assign Guarantor
- The responsible party should be set to Self in the Guarantor drop down. Each dependent should have that person assigned as the Guarantor.
- The Guarantor must be assigned before the invoices are created. Invoices created before the guarantor was assigned are not updated retroactively.
- The invoice used to initiate the payment must be in Authorized status.
Instructions
- Open an authorized invoice for any patient in the family group.
- Click Receive Payment.
- In the Receive Payment(s) window, review the invoices displayed for the shared guarantor.
- Invoices for linked family members display when they are assigned to the same guarantor and the invoice is Authorized.
- Enter the total payment amount in the Payment Amount field.
- In the Payment Method field, select Credit Card.
- Select the appropriate payment option, such as Reader or Manual.
- Enter the amount to apply to each invoice in the Payment column, or click the Items link to apply the payment by line item.
- The amounts applied to the invoices must equal the total payment amount.
- Example: Enter $15.00 as the total payment amount. Apply $5.00 to one family member's invoice and $10.00 to another family member's invoice.
- Click Process Payment.
- Complete the RevPay prompts and wait for payment confirmation.
The card is processed one time, and the payment is allocated across the selected family member invoices according to the amounts entered.
Family Member's Invoice Does Not Display
Confirm the following:
- The patients are linked in Family/Contacts.
- The same guarantor is assigned to each patient.
- The guarantor displays in the invoice's Bill to field.
- The invoice is authorized and eligible to receive payment.
Note: If the guarantor was assigned after the invoice was created, the payer responsible for the existing invoice is not updated automatically. Follow your practice's normal process for correcting the invoice before attempting to apply the payment.