Payment Plans can be added from the Patient Dashboard, Payments Dashboard, Receipt Dashboard, or Guarantor Dashboard.

• A credit or debit card is required.
• On the Payment Plan, Statements/Notifications are set to send or hold.

If the Patient's balance is in Collections, you will be unable to setup a Payment Plan. The balance will need to be be transferred back to the Patient before adding a Payment Plan.

Add a Payment Plan

1. Select the Payment Plans link on the Patient Dashboard.
2. Select the Add button.
3. If the Guarantor is not defaulted, use the Lookup icon to search for the Guarantor.
4. Stored Cards: Select an existing card or select Add New to enter a new card.
5. Guarantor Balance: The Guarantor and Balance will default but can be chosen from the dropdown.
6. Plan Amount: Auto-populates from the Guarantor's balance, but can be changed manually.
7. Start Date: Enter a date when the first Payment is expected.
8. Frequency: Select how often the Payment is to be made.

• Weekly, Bi-Weekly, or Monthly

9. Number of Payments & Amount per Payment:

• If the Amount per Payment is entered, the Number of Payments will be auto-calculated.
• If the Number of Payments is entered, the Amount will be auto-calculated.

10. The End Date and Final Payment are auto-calculated.
11. Active: When checked, the plan will be activated.
12. Statements:

• Send for Payment Plan
• Hold for Payment Plan

13. Note: This is an internal note and will not appear on the Statements or Notifications.
14. Select Save [F2].

Send or Hold for Payment Plan

• Send for Payment Plan: A Statement will be sent using the Payment Plan.
• Hold for Payment Plan: No Statement will be sent to the Guarantor.

• Statements will still send for Encounters that are not a part of the balance of the Payment Plan.

Add a Credit/Debit Card

Although Stored Cards are often used for Payment Plans, they can also be used to expedite the Copay collection process and to run Patient Payments.

A Credit/Debit Card can be added from the Patient Dashboard or from the Stored Card dropdown on the Add/Modify Payment Plans.

The example below shows how to add a Credit/Debit Card during the process of adding a Payment Plan.

1. On the Add/Modify Payment Plans screen, select Add New from the Stored Cards dropdown.

2. Enter the Card Number.
3. Enter the Cardholder Name.
4. Enter the Expiration Date in MM/YY format.
5. CVV: 3-digit code
6. Zip: Zip Code
7. Select Save [F2].

Add Plans and Credit/Debit Cards from Other Screens

Payments Dashboard

1. On the Payments Dashboard, select the All Plans link.
2. Select the Add button.

• Follow the steps above to Add a Payment Plan and Credit Card.

Receipts Dashboard

1. On the Receipts Dashboard, select the Receipt Number.

2. Select the Payment Plans link.
3. Select the Add button.

• Follow the steps above to Add a Payment Plan and Credit Card.

Guarantors Dashboard

1. On the Patient Dashboard, select the Guarantor's Name
2. In the Payment Plans panel, select the Add link.

• Follow the steps above to Add a Payment Plan and Credit Card.

Post Payment Plan Payments

The Payments that are made on active Payment Plans are auto-posted.

• When a Payment is received, a Reference Batch is auto-created.
• The Payment Plan Payments post from the Oldest to the Newest Encounter Balances.
• A User will close the Reference Batch, preferably, at the end of the day or the beginning of the next day.

• If a Reference Batch is closed before the end of the day and another Payment Plan Payment is received, a new Reference Batch will be created.

• When the Payment Plan balance is paid in full, the Payment Plan will become inactive.

Payment Plans - Declined

Declined: This workable section shows all Payment Plans that have a current status of Declined.

1. Select the Edit icon to enter another Credit Card or make other changes to the Payment Plan.
2. Any changes will create a new Payment Plan.

• If you do not want to make any changes to this Payment Plan, it can be deactivated by unchecking the Active box.

3. It is recommended not to delete the Receipt for the Declined Card. Since the Escrow amount is $0.00, you can retain this receipt for your records.

Modify a Credit/Debit Card

Credit and Debit Cards can be edited from the Credit/Debit Cards link on the Patient Dashboard. The only fields that can be modified are the Cardholder Name, Expiration, and Zip.

1. On the Patient Dashboard, select the Credit/Debit Cards link.

2. Select the Edit icon.

Delete a Credit/Debit Card

You can ONLY Delete a Charge/Debit card if it has not been used.

Patient Dashboard

1. On the Patient Dashboard, select the Credit/Debit Cards link.

2. Select the line to highlight it.
3. Select the Delete button.

4. Enter the reason for the deletion.
5. Select the Delete Button.

•  This cannot be undone.

Deactivate a Payment Plan

There can be multiple Payment Plans for a Guarantor, but only one Payment Plan can be active.

1. On the Patient Dashboard, select the Payment Plans link.
2. Select the Edit icon.

3. Deselect the Active checkbox.
4. Select Save [F2].

View All Payment Plans

All Payment Plans can be viewed on the Payment Dashboard.

• On the Payment Dashboard, select the All Plans link to access and review all Payment Plans.

• Use the Filters to narrow your search.
• Payment Plans can be added and modified.

• Select the Add button to create a new Payment.
• Select the Edit icon to modify an existing Plan.

• There is visibility of the Status of Scheduled and actual Payments.

• Scheduled Payments that have been paid show the status of Paid along with the confirmation number.
• Declined credit cards are also shown on this screen.

• Select the Plus icon to expand the Payment Plan.

• Shows the Status of all previous Payments and Scheduled Payments on the Plan.
• Select the Receipt link to open the Receipt Dashboard.

Dunning Count Reset Rules

• The Auto Post feature in Payment Posting will automatically reset the Dunning Count if the payment meets or exceeds the Payment Plan amount.

• If manually posting (instead of Auto-Posting), a message will display stating if the Payment meets the Payment Plan requirement.

• The Dunning Count must be reset manually.

 For Internal Use Only: PAYMENTPLAN activation (Desk) (KB)