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
- Select the Payment Plans link on the Patient Dashboard.
- Select the Add button.
- If the Guarantor is not defaulted, use the Lookup icon to search for the Guarantor.
- Stored Cards: Select an existing card or select Add New to enter a new card.
- Guarantor Balance: The Guarantor and Balance will default but can be chosen from the dropdown.
- Plan Amount: Auto-populates from the Guarantor's balance, but can be changed manually.
- Start Date: Enter a date when the first Payment is expected.
- Frequency: Select how often the Payment is to be made.
- Weekly, Bi-Weekly, or Monthly
- 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.
- The End Date and Final Payment are auto-calculated.
- Active: When checked, the plan will be activated.
- Statements:
- Send for Payment Plan
- Hold for Payment Plan
- Note: This is an internal note and will not appear on the Statements or Notifications.
- 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
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.
- On the Add/Modify Payment Plans screen, select Add New from the Stored Cards dropdown.
- Enter the Card Number.
- Enter the Cardholder Name.
- Enter the Expiration Date in MM/YY format.
- CVV: 3-digit code
- Zip: Zip Code
- Select Save [F2].
Add Plans and Credit/Debit Cards from Other Screens
Payments Dashboard
- On the Payments Dashboard, select the All Plans link.
- Select the Add button.
- Follow the steps above to Add a Payment Plan and Credit Card.
Receipts Dashboard
- On the Receipts Dashboard, select the Receipt Number.
- Select the Payment Plans link.
- Select the Add button.
- Follow the steps above to Add a Payment Plan and Credit Card.
Guarantors Dashboard
- On the Patient Dashboard, select the Guarantor's Name
- 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.
- Select the Edit icon to enter another Credit Card or make other changes to the Payment Plan.
- 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.
- 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.
- On the Patient Dashboard, select the Credit/Debit Cards link.
- 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
- On the Patient Dashboard, select the Credit/Debit Cards link.
- Select the line to highlight it.
- Select the Delete button.
- Enter the reason for the deletion.
- 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.
- On the Patient Dashboard, select the Payment Plans link.
- Select the Edit icon.
- Deselect the Active checkbox.
- 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.
For Internal Use Only: PAYMENTPLAN activation (Desk) (KB)