Client Payments in the Payment Center
Overview
Add a Client Payment
Navigate to the Payment Center and add a new payment by selecting the blue + button.
When entering the payment, select Client as the payment type. This tells the system that the payment was received from the client and should be available to apply toward client responsibility balances.
Enter the applicable payment details, such as the payment amount, payment date, and payment method.
After the client payment has been added, double-click the payment to open the Post Payment page.
Locate and select the claim you want to apply the payment to. Then, in the Payment Details section, enter the amount you want to apply to the applicable charge line.
Before saving, review the payment details to confirm the payment has been applied to the correct claim and charge line.
Mass Apply
Use Mass Apply when you want to apply the available payment funds toward the client responsibility within the selected claim.
Instead of manually entering the paid amount for each applicable charge line, select Mass Apply to distribute the available funds.
Review the applied amounts to confirm that the funds were applied as expected.
Stripe Payments
Payments processed through Stripe are automatically imported into the Payment Center. However, you must manually apply the payment to the appropriate claim(s) before the client responsibility balance is updated.
Partial Payments
A client does not need to pay their entire client responsibility balance at once.
If the client makes a partial payment, enter the amount received in the Paid field for the applicable charge line. Save the payment once the correct amount has been entered.
The remaining unpaid amount will continue to be considered client responsibility. The charge line will remain in a Client Responsibility status until the full client responsibility amount has been paid.
Common Errors
Client Payment Posted as a Payer Payment
One of the most common payment posting errors is entering a payment received from a client as a Payer payment.
Payer payments and Client payments apply to different balances. Selecting Payer will apply the payment toward the amount owed by the insurance payer. It will not reduce the client's responsibility balance.
If a client payment is incorrectly entered as a Payer payment:
- The payment will be applied to the payer balance.
- The payer balance may become negative.
- The client's outstanding balance will remain.
- The charge line will then show an overpayment
If you see a negative payer balance after entering a client payment, check the payment type to determine whether the payment was incorrectly entered as a Payer payment.
If this occurs, remove the paid amount, delete the payment and re-enter it as a Client payment. You can then apply the payment to the appropriate client responsibility balance.