Here we will be going over how to apply full and partial payments to 3rd Party invoices during invoice creation, as well as after the invoice has been created. We will also go over how to apply a refund.
Full and Partial Payments During Invoice Creation:
Payments can be applied a number of ways during the invoice creation for a 3rd Party invoice. You can check out this link here to watch a video on creating a 3rd Party invoice: 3rd Party Invoice Creation. You can check our this link to watch a video on how to apply partial payments to a 3rd party invoice: Applying A Partial Payment To A 3rd Party Invoice
Please note that Discount works the same as a payment - it will be deducted from the Outstanding balance and show on the printed invoice.
There are Payment All or Discount All buttons located on the left side if a full payment is being applied:
Alternately, if the patient is only paying the equivalent to one service code amount, there are singular Pay and Disc buttons available per service code. When one is selected, the value is automatically deducted from the Outstanding amount:
If the patient is providing a custom partial payment, a value can be manually typed directly into the Payments or Discounts box:
Full and Partial Payments After Invoice Creation:
An Invoice Report can be run to help manage and track Private Invoices. This can be done by navigating to Administration > Billing > Invoice Reports. Here is a link to an article that reviews this report: Invoice Reports 3rd Party
The provider, service date and invoice status can be selected and Create Report!
The status of Bill Patient indicates it is a private invoice that has not been marked as Settled yet, so no full payment applied.
From the generated report, the patient's Master Record will open with their name, and the invoice will open with with the Invoice # or the Edit links:
A payment can be applied from this section by opening the invoice with either the Invoice # or the Edit link. In the Billing Corrections window, you would need to scroll to bottom of page and click on the blue Payments List link:
In the new window, you can enter in the payment amount and then mark off the payment method. If you've received the full amount, then Save and Settle can be clicked to close off the invoice:
When more than one service code is billed, the payment amount must be applied per line, as seen above.
Marking a paid invoice as Settled will remove it from the Bill Patient Invoice Report, and the payment will be visible in the patient Billing History.
For a partial payment, the value would be entered and only the Save button would be used:
This will ensure that the invoice continues to show in the Bill Patient Invoice Report. A new Balance would be calculated after entering a private payment:
Applying Refunds and Overpayments:
When applying a Refund, the option must be selected from the drop down, and similar to the payment we would enter in an amount manually. The Payment Type can be selected and the Save and Settle:
The Refund will show between brackets () in the Balance. This refund will show in the Invoice Reports as an ADJ, and show under Refund in the patient Billing History:
There is also a drop down option for Overpayment, which works in same manner as the Refund/Write Off option.
In this scenario, we have applied too much of a payment, and need to indicate Overpayment: