Before you start
Use this article to record money a patient paid you (by check, cash or card) and apply it to the patient's invoice.
You can start a patient payment from three places:
The patient's account: click the blue + and collect a payment
An invoice
Billing › Payments (the steps below use this one)
Step 1: Create the payment
Go to Billing › Payments. Click the blue + and select Add Payment.
Fill in the payment details:
Type: Patient
Patient: search for the patient
Date: the date the patient paid
Method: how the patient paid
Amount: how much the patient paid
Reference number (recommended): the last four digits of the card, or the check number. This field isn't required, but it lets you search for and trace the payment later.
Billing provider
Note (optional): for example, the sales order number or the equipment the payment is for
Click Save.
The payment is created with status New, which means the money isn't applied to an invoice yet. The payment already shows in reporting.
Step 2: Add the invoice and apply the money
On the payment, click Add Invoice.
Use the invoice filter to find the patient's invoice.
Select the invoice with the balance you want to pay. Click Auto Apply.
The system enters the payment at the invoice level and on the service line.
Click Save.
Step 3: Check the results
On the payment:
Status changes from New to Applied
Unapplied = $0
On the invoice:
If the payment covers the full balance, the status changes to Closed and the balance is $0.
Expand the top section to see the payment you just applied.
Worked example
The patient pays $5.00 by credit card toward an invoice with a $5.00 balance.
Step | What you do | Result |
1 | Create a patient payment for $5.00, with the last four card digits as the reference number | Status: New |
2 | Add the invoice and click Auto Apply | $5.00 is entered at the invoice level and on the service line |
3 | Click Save | Payment: Applied, Unapplied $0. Invoice: Closed, balance $0 |
Troubleshooting
Problem | What to check |
Payment is still New | No invoice was added. Add the invoice and apply the money (Step 2). |
Unapplied isn't $0 | The patient paid more than the invoice balance, or part of the payment isn't applied. Apply the rest to another invoice, or follow your process for patient credits. See [Payment Posting Checklist]. |
I can't find the payment later | Search by reference number. This is why entering the card digits or check number helps. |
Related articles
[Payments Tab Overview]
[Payment Status]
[Collecting and Applying Credit Card Payments]
[Applying Payer/Insurance Payments]
[Payment Posting Checklist]