6.4 Entering Payments Made at the Time of an Office Visit 6-16 Payments in Medisoft are entered in two ways Patient payments made at the office are entered in the Transaction Entry dialog box Payments received electronically or by mail, such as insurance payments and mailed patient payments, are entered in the Deposit List dialog box Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197 Patient payments made at the time of an office visit are entered in the Transaction Entry dialog box. Payments that are received electronically or by mail, such as insurance payments and mailed patient payments, are entered in the Deposit List dialog box.

6.4 Entering Payments Made at the Time of an Office Visit (Continued) 6-17 Entering patient payments Patient payments are entered in the Payments, Adjustments, and Comments section of the Transaction Entry dialog box Click the New button, verify/enter the date, and press the Tab key to begin Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197 First select a patient’s chart number and case number in the Transaction Entry dialog box. Program automatically enters the current date (the date that the Medisoft program date is set to) in the Date box

6.4 Entering Payments Made at the Time of an Office Visit (Continued) 6-18 Entering patient payments The code for a payment is selected from a drop-down list already in Medisoft Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197 Press the tab key throughout this process so those fields that can will populate themselves. If a payment code is not listed, it can be added to the database by pressing the F8 key or by clicking Procedure/Payment/Adjustment Codes on the Lists menu. Drop-down list

6.4 Entering Payments Made at the Time of an Office Visit (Continued) 6-19 Entering patient payments The Who Paid field displays a drop-down list of guarantors and carriers that are assigned in the patient case folder Select the person who is paying for the charges Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197

6.4 Entering Payments Made at the Time of an Office Visit (Continued) 6-20 Entering patient payments Other information entered includes: ▪ Date ▪ Description ▪ Provider ▪ Amount ▪ Check Number ▪ Unapplied Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197 The Description field can be used to enter other information about the payment, if desired. Amount field contains the amount of payment received. Provider column lists the code number of the provider. Check Number field is used to record the number of the check used for payment. Unapplied box is the dollar amount that has not yet been applied to a charge transaction. 

6.4 Entering Payments Made at the Time of an Office Visit (Continued) 6-21 Applying charges to payments After payments are entered, they must be applied to the appropriate charge Once a charge is selected, choose Apply To Co-pay or Apply to Oldest based on the type of payment received Exercise 6-3 page 193 Exercise 6-4 page 196 Learning Outcome: 6.4 Demonstrate how to enter payments made at the time of an office visit. Pages: 188-197 Payments are color-coded to indicate payment status 1. Partially applied payment (blue) 2. Unapplied payment (red) 3. Overapplied payment (pink) Payments that have been fully applied are not colored and appear white. After applying all payments, make sure the unapplied amount in the top right window should be zero. Payments can be applied manually by clicking in the box in the This Payment column on the line that contains the charge. Payments can be applied to more than one charge. When all the information on a payment has been entered and checked for accuracy, it must be saved.

Entering Charge Transactions and Patient Payments 6 Lecture 3 Entering Charge Transactions and Patient Payments

6.5 Printing Walkout Receipts 6-22 A walkout receipt includes information on the procedures, diagnosis, charges, and payments for a visit Given to patient after a payment is made; before they leave the office Walkout receipts are created via the Print Receipt button Learning Outcome: 6.5 Demonstrate how to print a Walkout Receipt. Pages: 197-200 Also known as a walkout statement. The Quick Receipt option remembers the user’s preferred report format and eliminates several steps in the creation of a receipt. Print Receipt button

6.5 Printing Walkout Receipts (Continued) 6-23 When the Print Receipt button is clicked, the Open Report window appears with the first report highlighted Walkout Receipt (All Transactions) Click the OK button Choose an option from the Print Report Where? dialog box and click the Start button Select the date for the receipt from the Data Selection Question dialog box and click the OK button to print the walkout receipt Exercise 6-5 page 200 Learning Outcome: 6.5 Demonstrate how to print a Walkout Receipt. Pages: 197-200

6.6 Processing a Patient Refund 6-24 Adjustments to patient accounts are entered in the same manner as payments are recorded, in the lower third of the Transaction Entry dialog box The New button begins the process of entering an adjustment Overpayments are color-coded yellow Exercise 6-6 page 201 Learning Outcome: 6.6 Demonstrate how to process a refund for a patient. Pages: 200-203 This indicates the patient is due a refund for that procedure, and an adjustment needs to be made PTREFUND (patient refund) is the code for refund

6.7 Processing a Nonsufficient Funds (NSF) Check 6-25 An NSF check is one not honored by a bank because the account it was written on does not have sufficient funds to cover the check When a practice receives a NSF notice from a bank, an adjustment is made in the patient’s account Patient then owes the amount of the returned check, and often an additional fee Exercise 6-7 page 204 Learning Outcome: 6.7 Demonstrate how to post a Nonsufficient Funds (NSF) check. Pages: 204-205 Commonly called “bounced” and “returned” checks. A bank may also not honor a check if the account has been closed. The fee for a returned check is governed by state laws.