Collection Agency Setup

The Collection Agency should be set up in the Insurance Library. Learn more: Pre-Collection/Collections.

Post a Collection Agency Payment 

Create one receipt for the Collection Agency Payment. Even if it contains multiple Patients, you will post against this Receipt just as you would a manual Insurance Payment Posting.

If there are Collection Agency fees taken from the Agency Payment for in-office Collection Payments that were received and posted in your office, go to Collection Agency Fee for Patient Collection Payments Posted In-office and In-Office Posted Collection Payments: Fees Posted First before posting the Collection Agency Payment. The additional fees must be posted first before posting the Payments.

After posting the Collection Agency fees for Collection Payments posted in your office, return to this section to post the Agency payments.

1. From Payments on the Left Side Menu, choose Post Payment.

2. Create a Receipt as an Insurance Payment.
3. Enter the Received Date.
4. Insurance: Choose the Collection Agency.
5. Received: Enter the Amount of the Collection Agency Payment.
6. Select Manually Post.
7. Select Save [F2].

Individual Patient Payments will be posted against the Receipt that was created for the Total Payment in Step 2.

8. On the Receipt Dashboard, select the Post button.

9. Enter the Patient ID Number and tab.

10. Enter the Payment Amount.
11. Enter the Collection Agency Fee Amount.
12. Select Save [F2].

13. Repeat Steps 9-12 until all Payments and Fees are posted.

Collection Agency Fee for Patient Collection Payments Posted In-office

If Patient Collection Payments were received and posted in your office, the Collection Agency will take their fee on those Payments.

• On the check that you receive from the Collection Agency, those fees will be taken from a future Collection Agency Payment.
• The Collection Agency Fees must be posted first in order to have enough money in Escrow to post the Payments.

In-Office Posted Collection Payments: Fees Posted First

For the Patient Payments paid in the office on Collection Balances, the Collection Agency Fees must be posted before any Collection Agency Payments are posted. These fees will appear as negative Payments.

Create Receipt

1. Payment Type: Select Insurance Payment.
2. Enter Received Date.
3. Select the Collection Agency.
4. Received: Enter the Payment Amount from the Collection Agency.
5. Select Do not Post.
6. Select Save [F2].

7. Select the Post button.

8. Enter the Encounter # (e1234) or lookup the Patient and select the Encounter.
9. Post As Insurance: Make sure that the Collection Agency is selected.
10. In the Paid field: Enter the Collection Agency commission amount as a negative number (-15.83).
11. Fee: Enter the Collection Agency Fee Amount as a positive number (15.83).
12. Select Save [F2]

• Continue until all additional fees are posted for Collection Payments received and posted in-office.

The Collection Fee posts as a COLF adjustment, and the negative amount in the Paid column posts as an IPC.

This will increase the Escrow amount so the remaining Collections Payments can be posted.

• Return to: Post a Collection Agency Payment, Step 8.

Post Patient Collection Payments Received and Posted in the Office

 When you receive a Patient Payment in the office on a balance that has already been sent to Collections, the recommended best practice is to sign the check over to the Collection Agency instead of posting it.

If you decide to post the Payment instead of sending it to the Collection Agency, follow the steps below.

Post the Collection In-Office Payment

1.  Create a Patient Payment receipt.

2. In the Posting Method panel on the Post Patient & Collections Payments screen, choose Services with Collections Balance Only in the Show dropdown list.
3. Check the appropriate boxes.
4. Click Save [F2].

Transaction Codes for Posting Collections

• IPC: Insurance Payment Collections
• PPC: Patient Payment Collections
• COLF: Collections Fee Adjustment

Collections Reports

Collection Payments Report

• Use this report to reconcile your Collection Payments
• It can be run by Totals or Details

Pre-Collection Report

• This is a list of Encounters in Pre-Collections with Days in Collections and Patient Balances.
• You can choose to run by a Provider and/or Facility using the Filters.

• The Provider and Facility are not listed on the Report.

Pre-Collection/Collection Report

• Type: Pre-collection or In Collection Report
• This gives Totals by Provider and/or Facility.

Other Reports where Pre-Collection/Collections can be Included

• Custom Encounter Query: Select In Pre-Collections under Encounter
• Payments and Adjustments Report: Collections dropdown menu: Include, Exclude, Only
• Query by Form: Include Collections checkbox
• Receipt Management Report: Include Collections checkbox.
• Practice Analysis Report: Include Collections checkbox.

Learn More

Collections/Pre-Collections Overview

Add a Collection Agency

Pre-Collections

Place an Encounter in Collections

Create a Spreadsheet to Upload to a Collection Agency

Remove an Encounter from Collections