Entering Patient Payments

The Invoiced Orders tab in the Make Payment screen lists all invoiced orders that have an outstanding patient balance. Use this list to enter patient payments on these orders. If you have Family Checkout enabled, you can also make payments on orders for patients associated with the same responsible party as the current patient.

1. In Material Orders, click Make Payment.

   The Make Payment screen opens and displays the Invoiced Orders tab. The patient's total balance and available credits are shown at the top of the tab. If your practice recently converted to Eyefinity Practice Management from another system, any outstanding balance from your old system is included in the patient's total balance.

2. To display balances, credits, and orders for all patients associated with the same responsible party as the current patient, select the Show All Family Members check box. This feature is available only if you have Family Checkout enabled in Administration. For more information, see Setting Up Family Checkout
   • If you select the Customer Credit payment method, the system will apply the current patient's credit (if any) prior to using any of the family members' credit. For example, if the current patient has a $100 credit, and a family member has a $200 credit, to make a $150 payment the system would apply the patient's full $100 before then applying $50 from the family member.
   • If the current patient has no credit, but there is an associated family credit, you can use the family credit to make the payment.
3. Select the payment method and enter the payment amount.
   • If the payment type is Credit Card (Manual Entry), enter the Last 4 Digits and Expiration Date.
   • If the payment type is Gift Certificate, enter the Certificate Number.
   • If the payment type is Cash, click Cash Calculator to open the Cash Calculator window and calculate the change owed to the patient, as follows:
     1. Enter the amount paid in the Tender Amount field.
     2. Press Tab or Enter.
     3. The Change Amount field updates to show the amount owed to the patient.
     4. Click Add Payment to record the payment and close the window.

   If you need to enter payments using more than one payment method, click + Add one more method. To remove an additional payment method, click the X next to it.

   The Total Payment amount you enter displays below the payment method(s).

4. Select the check box next to the order(s) to apply the payment to.
   All orders in the list are selected by default. You may need to deselect the check boxes next to orders that are not being paid. Deselect the check box at the top of the column to deselect all the orders.
5. Enter the Applied Payment for the order.
   The balance owed on the order appears in the Applied Payment field by default. If the patient is paying less than the total balance, delete this amount and enter the payment amount. The total Applied Payment must match the Total Payment amount.
6. Click Make Payment.
7. Depending on the amount of the payment, one of the following messages displays:
   • If the payment was for the total amount due, the message asks if the order has been delivered. Click Yes, if appropriate, to change the order status to Delivered. Click No to keep the order in its current status.
   • If the payment was a partial payment, the message informs you that the order still has a balance and cannot be marked as Delivered. Click OK.
8. The order invoice opens in a new window. The payment you entered is listed on the invoice under Payment History. Click Print to print the invoice.

The Patient Insurance Balance tab in the Make Payment screen lists all invoiced orders that have an uncovered insurance balance. Use this list to enter patient payments on these orders. If you have Family Checkout enabled, you can also make payments on orders for patients associated with the same responsible party as the current patient.

1. In Material Orders, click Make Payment.

The Make Payment screen opens.

2. Click the Patient Insurance Balance tab. The patient's total uncovered insurance balance and available credits are shown at the top of the tab. If your practice recently converted to Eyefinity Practice Management from another system, the any outstanding uncovered insurance balance from your old system is included in the patient's total balance.
3. To display uncovered insurance balances, credits, and orders for all patients associated with the same responsible party as the current patient, select the Show All Family Members check box. This feature is available only if you have Family Checkout enabled in Administration. For more information, see Setting Up Family Checkout
   • The system will apply the current patient's credit (if any) prior to using any of the family members' credit. For example, if the current patient has a $100 credit, and a family member has a $200 credit, to make a $150 payment the system would apply the patient's full $100 before then applying $50 from the family member.
   • If the current patient has no credit, but there is an associated family credit, you can use the family credit to make the payment.
4. Select the payment method and enter the payment amount.
   • If the payment type is Credit Card (Manual Entry), enter the Last 4 Digits and Expiration Date.
   • If the payment type is Gift Certificate, enter the Certificate Number.
   • If the payment type is Cash, click Cash Calculator to open the Cash Calculator window and calculate the change owed to the patient, as follows:
     1. Enter the amount paid in the Tender Amount field.
     2. Press Tab or Enter.
     3. The Change Amount field updates to show the amount owed to the patient.
     4. Click Add Payment to record the payment and close the window.

   If you need to enter payments using more than one payment method, click + Add one more method. To remove an additional payment method, click the X next to it.

   The Total Payment amount you enter displays below the payment method(s).

5. Select the check box next to the order(s) to apply the payment to.
   All orders in the list are selected by default. You may need to deselect the check boxes next to orders that are not being paid. Deselect the check box at the top of the column to deselect all the orders.
6. To view the claim detail for the order, click the link in the Claim column. For information on the Claim Detail screen, see Viewing Claim Details.
7. Enter the Applied Payment for the order.
   The balance owed on the order appears in the Applied Payment field by default. If the patient is paying less than the total balance, delete this amount and enter the payment amount. The total Applied Payment must match the Total Payment amount.
8. Click Make Payment.

   The payment is recorded and the Material Orders home screen opens. The payment is shown on the Transactions tab as a Miscellaneous (Rejected Insurance Claim) type transaction.

   To print the receipt, see Printing a Patient Insurance Balance Payment Receipt.

1. In Material Orders, click Make Payment.

   The Make Payment screen opens.

2. Click the Miscellaneous tab.
3. Select the Reason for Miscellaneous Payment.
   • Select Collection Payment for payments toward an amount in collections.
   • Select N S F Check for a returned check fee.
   • Select Old System Balance for payments towards a balance in your old practice management system.
   • Select Insurance Copay for insurance copay amounts.
   • Select Patient Payment to create a patient credit.
     You can also create patient credits using the Add Credit feature. For more information, see Entering a Patient Credit.
4. Enter the Order Number and Office Number, if required.
5. Enter a Miscellaneous Payment Note, if required.
   Miscellaneous Payment Note displays only if you have Required Notes set up for miscellaneous payments in Administration.
6. Select the payment method and enter the payment amount. If you need to enter payments using more than one payment method, click + Add one more method. To remove a payment method, click the X next to it.

   • For the Credit Card (Manual) payment type—Enter the Last 4 Digits of the card number and the Expiration Date, if required.

   • For Cash payments—Click Cash Calculator to open the Cash Calculator window and calculate the change owed to the patient. Enter the amount paid in the Tender Amount field and press Tab or Enter. The Change Amount field updates to show the amount owed to the patient. Click Add Payment to record the payment and close the window.

7. Click Make Payment.

   The Miscellaneous Payment record opens in a new window.

8. To print the record, click Print.

   The payment is applied to the patient's account. If you selected Patient Payment, a credit amount is added to the patient credit total displayed in Material Orders and Demographics. You can view the payment history for the miscellaneous payment and reprint the Miscellaneous payment record on the Transactions tab in Material Orders.