Add a New Charge
Follow the steps below to create a charge for a patient or employer:
Navigate to your patient list
Click the $ Add Charge button in the upper-right corner of the page:
Complete the required fields in the charge modal
If the patient's membership is sponsored by an employer, you can indicate whether the charge should be routed to the patient or to their company in the 'Payer' field of the modal
In the 'Invoice' field, choose to generate a new invoice or add the charge to an existing draft invoice
Save the charge
Invoice Actions on Patient Invoices
Once you have finished entering charges, you will be able to complete your billing workflow by clicking the Invoice Actions button on the right-hand side of the screen:
Issue & Pay
This will issue the invoice and you will be given the option to process a full or partial payment
This option will not be available if the patient does not have a valid payment source on file
In cases where a patient has an active membership plan, the invoice will be automatically paid using their stored payment method, simplifying the process further for both the patient and the practice.
Issue & Record Payment
This will issue the invoice and you will be able to record a cash or check payment as well as add a memo
Issue & Schedule Payment
This will issue the invoice and allow you to set a date to process payment in full
You cannot schedule a partial payment
Issue & Send Email
This will issue the invoice and notify the patient, but payment will not be processed without manual action from the practice or patient
If the patient has an active membership plan and a valid payment method on file, the issued invoice will be automatically charged, streamlining the process for active members.
You will find the issued invoices on the payer's Invoices tab:
Adding Payment Methods and Handling Outstanding Invoices
Adding Payment Methods: When adding a payment method to a patient's profile, ensure that they check the option to "pay outstanding invoices" if they wish to settle existing balances immediately.
Handling Outstanding Invoices: Navigate to Admin > Account > Billing, select the specific invoice, and utilize options like 'Process Payment' or 'Pay Now' to manually clear the payment. In addition, issued invoices allow options such as manually processing full or partial payments through the 'Process Payment' option.
Invoice Actions on Employer Invoices
No invoice actions will appear when the charge is passed along to an employer/sponsor. Depending on the invoice selection you made while creating the charge, you will find the charge on the employer's monthly draft invoice or on a one-off draft invoice under the employer's Invoices tab: To collect payment from a company, locate the issued invoice in the employer's draft invoices, open it, and click the 'Process Payment' button to process the transaction manually.
A full article on how our charge items work can be found here.