Charges for completed treatments are posted once the treatment procedure codes are marked as Completed. Once the patient has a balance, you can enter their payment into the system and allocate it towards the appropriate treatment codes.
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Watch this video for a quick walkthrough.
To get started, select one of the following touchpoints and complete the steps below:
Left-click the appointment tile on the Diary.
- On the appointment slide-out that appears, select the Financial tab.
Or,
- Search for the intended patient in the Global Patient Search Bar.
- Select Billing > Payments.
The Payment slide-out will open up with the Add New Payment/Adj. tab as the default.
On the left pane, you can find the Account Summary and Patient Summary.
| Note: When a patient account has a balance due, Regular Payment is selected automatically. If the balance due is £0, Advance Payment is selected instead. |
Add a New Patient Payment
Perform the steps below to add a new patient payment.
Under the ‘Step 1’ section, enter the necessary payment details.
- Ensure Regular Payment has been selected (Refer here for more information about the Advance Payment option).
- Payment Amount: Enter the pound amount of the payment being accepted (this field will auto-populate the account balance of procedures completed in the payment location; this can be edited.)
- Payment Location: Choose the practice location at which the payment was made (this will be auto-populated as the user’s logged-in location).
- Payment Date: Select the date the payment was accepted (this will populate automatically with the current date.)
- Payment Type: Select the mode of the payment being made (such as Cash, Cheque, Credit/Debit Card, etc.).
- Remarks: Enter any remarks you deem necessary.
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Under 'Step 2', select the intended Invoice.
- All the Procedure Code(s) of the invoice will be automatically selected.
- If you need to select only specific Procedure Code(s) of the invoice, expand the invoice section and select the necessary codes.
Tip: Only the Selected Patient's invoice will be auto-selected under Select Procedure Code(s) while opening the Payments page. |
- Verify the amount to be applied toward each procedure in the Payment Amount column.
- Apply any discounts or adjustments directly to the procedure code if needed by clicking the '+' icon.
- Enter any necessary remarks by clicking the note icon.
| Note: Optionally, you may specify whether the payment should be applied towards the oldest or newest completed procedure codes first by selecting the option at the very bottom of the page. |
- Check the Send Email checkbox if you need to email the receipts to the patient.
- Click Add Receipt & Apply.
- A toast notification will appear on the top right stating, 'Receipt Added successfully' and 'Payment applied successfully'.
If you have selected the Send Email option in the previous step, perform the steps below.
- Enter the Subject and content to notify the patient about the payment.
- You can utilise Email Templates for faster email creation.
- The payment receipt(s) will be auto-attached to the email as Attachment(s).
- Click Send.
- If you have selected the Payment Type as Credit or Debit Card, you need to select the Payment Gateway.
- If Stripe is selected, click Pay with Stripe (or the selected Payment Gateway).
Note: If the codes are not visible, uncheck the Filters to view any hidden procedure codes. |
Note: Optionally, you may specify whether the payment should be applied towards the Oldest or Newest first by selecting the appropriate option located to the left of the Step 2 header. |
Tip: Click Go to Manage Credits to manage your unapplied credits. From the very same slide-out, you can create a new payment plan by clicking + Create Payment Plan. |
Add Adjustments to Payments
Global Adjustment
There are two types of adjustment levels - Global Level and Line Level. The former will be applied to all codes, while the latter applies to selected ones individually. After adding the Payment Amount and selecting the required Codes, perform the following steps.
- Click + Add Global Adjustment.
- Select the Adjustment Code as required.
- Enter the Adjustment Amount or Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.
Note: This ensures amounts are allocated accurately, even when treatments involve multiple clinicians.
- Click on the Note icon to add any Remarks as needed.
- Click Add Receipt & Apply.
| Note: You can view the Patient Balance in Selected Codes, Net Adjustments that were done, and the Total Unapplied Credits displayed at the bottom of the slide-out once adjustments are made. |
Line Level Adjustment
Under the Select Procedure Code(s) section:
- Expand the required Invoice to see all procedure codes.
- Click the '+' icon on the relevant procedure code to add a layer of adjustment.
- Choose the Adjustment Type and Adjustment Code.
- Enter the Adjustment Amount.
- Click Add Receipt & Apply.
Add Adjustments Only
If you want to add only adjustments and not payments, perform the steps below.
From the Financial slide-out:
- Select the Add New Payment/Adj tab.
- Click Adjustments Only.
- Select the required Codes.
For Global Adjustment:
- Click + Add Global Adjustment.
- Select the Adjustment Code as required.
- Enter the Adjustment Amount or Adjustment Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.
Note: This ensures amounts are allocated accurately, even when treatments involve multiple clinicians.
- Click Add Adjustment.
For Line Level Adjustment:
- Click the '+' icon beside the required codes to add a layer of adjustment.
- Choose the Adjustment Type and Adjustment Code.
- Enter the Adjustment Amount.
- Click Add Adjustment.
Reverse an Adjustment
- Click on the Procedure Code.
Under Billing Details in CodeStack,
Click Reverse on the required receipt.
Click Proceed on the confirmation modal.
A toast notification will appear stating, 'Transaction(s) reversed successfully.'
Practices can use this simple guide to learn about adding new Patient Payments and Adjustments in CareStack.