You can record full or partial payments that you receive for any outstanding private bills. Payments can be recorded when the service is rendered or at a later date, depending on when the payment is made.

Before you can record a private bill payment you must have a private bill. To learn more, see Creating private bills. This article covers recording cash, debit/credit, bank transfer, and cheque payments. For Stripe payments, see Collecting payments for private bills using Stripe.

In private billing you can see a list of unpaid bills for that patient. If you want to see a report for more than one patient, navigate to the Billing dashboard. Here you can see all unpaid private bills and other standard reports. If you have analytics permissions, you can also run in-depth reports using analytics (see Third party and private billing reports).

Steps

  1. From the patient's chart, click Start/Open > Private Billing, and the private billing section opens.

  2. At the top of the window, click the checkbox for each item you want to make a payment for.

    📌 Note: Selected checkboxes change to darker blue.

  3. Click Make a Payment, and the Continue Payment window opens.

  4. Next to Paid, click +, and the Add Payment window appears.

  5. Complete the payment details. The following chart describes the fields.

Item

Description

Method

Select a payment method from the list (e.g. Cash, Debit Card).

Amount

Defaults to the full amount of the bill. If the patient is not paying in full, change the amount.

You can also change the currency, if necessary.

Processed Date

Defaults to today's date. To change the date the payment was made, click the calendar icon.

Note

Add an internal note associated with the payment. Shows in the History section of the payment window.

7. Click Submit. The Paid, Processed and Unpaid amounts in the billing item are updated.

8. The following items are in the Continue Payment window. Update any of the following items in the Continue Payment window.

Item

Description

Location

Appears on the invoice. Defaults to the location you are currently in. At the top-right corner, select the clinic location from the list.

Payments tab

The main payment window.

Billing Items tab

Quickly view the billing item details, including product name and date of service.

Invoice tab

Create an invoice (see Creating an Invoice).

Invoice number

The first digits of the invoice number are the chart ID, followed by a sequential number. For more information, see Finding a Patient from an Invoice Number.

Practitioner Name

Appears on the invoice. Click the magnifying icon, and select the provider.

Total Amount

The billing item total.

Processed

The total of Discount, Paid, and Written Off amounts minus any Refunded amount.

Discount

The total discount on the invoice. Click + to add a discount.

💡 Tip: Add the discount reason to the note section.

Paid

The total amount paid. Click + to make a payment.

Refunded

The total refund. Click + and record the transaction details. To bring the balance owing back to 0, add the amount you refunded to either Wrote Off or Discount.

Wrote off

The total amount to write off. Click + and record the transaction details.

💡 Tip: Add the reason you wrote off the claim to the note section.

Unpaid

The total amount outstanding on the billing item. Total Amount minus Processed.

Currency

The billing item currency. If necessary, select a different currency from the list. To set the default currency, see Configuring your private billing settings.

Tags

Selected tags appear in the All Payments section of Private Billing. Click on a tag to add it; the tag turns from grey to yellow.

For more information on configuring tags, see Creating Payment Tags.

External Note

Appears on the invoice. Type a note in the blank field.

History

Shows all transaction items, including a time stamp. Click X to delete the transaction. Click the pencil icon to edit the payment or view the payment note.

10. To create an invoice click the Invoice tab at the top. For more information on invoices, see Creating an Invoice.

11. Click Close.

12. The payment is recorded, and the billing item moves from the Unpaid section to All Payments.

Updated August 4, 2022

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