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Add Payment to the Client Account
These steps allow you to add payments from the Billing File screen. Payments will be reflected on the invoices to which the payment is allocated.
1. Navigate to the billing file screen by:
| o | On the calendar screen, right click on the appointment and click Billing File, or |
| o | On the clients tab of group appointments, click the desired client and click Billing File, or |
| o | Search for the desired client, and click the Billing File icon on the menu bar, or |
| o | From the calendar screen, click Open > Billing File, and click Find to search for the client. (Note: You can work with multiple client accounts by clicking Find Clients, setting the filters and clicking Search. Click Ok to view the accounts of all clients who match the search criteria.) |
2. Open the payment window by clicking Selection Actions and choose Post Payment, or right clicking in the account and choosing Post Payment.
3. On the payment window, add payment by:
| o | For centers that use Titanium to generate insurance claims, review the CoPay column(s) in the table. (Note: The co-pay amount is based on the entries made in the client's insurance information.) |
| o | Use the pull down menus to choose payment date and payment type. (Note: Click here for instructions to post an insurance payment for a claim created using Titanium. Use the insurance payment type in this window only to record payments for claims generated outside Titanium.) |
| o | Type in payment amount and description. (Note: If you right clicked on an existing service line to open the payment window, the payment amount will default to match the service line amount.) |
| o | Click in the Allocated Amount column, and type in the amount of the payment to be allocated to unpaid charges. (Note: Payments can be used to pay any unpaid charges showing in the window, in any combination. If you right clicked on an existing service line to open the payment window, the payment will default to that service line.) |
4. Click Ok to save the payment. (Note: If the payment is not fully allocated to existing charges, a pop-up warning will be shown notifying the user that there is a credit. Click No to return to the payment window and allocate the entire payment. Click Yes if the client is pre-paying for services not yet rendered.)
5. Click Exit.
Add Payment to an Invoice
These steps allow you to add payments on the invoice screen. The payments created on the invoice screen will be visible on the Client Billing File screen.
1. Open the Invoice screen:
| o | On the calendar screen, right click on the appointment and click Billing, or |
| o | On the clients tab of group appointments, click the desired client and click Billing or |
| o | On the calendar screen, click to open an appointment and click the Billing icon on the menu bar, or |
| o | From the calendar screen, click Open > Billing, and click Find to search for the client. Select the desired invoice and click Ok. Click Edit on the menu bar. |
2. Click Add in the payments section.
3. On the payment window, add payment by:
| o | Use the pull down menus to choose payment date and payment type. (Note: Click here for instructions to post an insurance payment for a claim created using Titanium. Use the insurance payment type in this window only to record payments for claims generated outside Titanium.) |
| o | Type in payment amount and description. (Note: The payment amount will default to the amount of the invoice charges.) |
| o | Click in the Allocated Amount column, and type in the amount of the payment to be allocated to unpaid charges. (Note: Payments can be used to pay any unpaid charges showing in the window, in any combination. Titanium will default to showing payments in the charges for the current invoice.) |
4. Click Ok to save the payment. (Note: If the payment is not fully allocated to existing charges, a pop-up warning will be shown notifying the user that there is a credit. Click No to return to the payment window and allocate the entire payment. Click Yes if the client is pre-paying for services not yet rendered.)
5. Click Save.
6. Click Exit.
Add Insurance Payment
1. Navigate to the billing file screen by:
| o | On the calendar screen, right click on the appointment and click Billing File, or |
| o | On the clients tab of group appointments, click the desired client and click Billing File, or |
| o | Search for the desired client, and click the Billing File icon on the menu bar |
2. Click the service line and click Selection Actions, or right click on a service line used to create the insurance claim and choose Post Primary Insurance Payment. (Note: The claim must be marked Complete before a payment can be posted. If payment is for the client's secondary insurance, choose Post Secondary Insurance Payment.)
3. Use the insurance company explanation of benefits to enter the amounts in payment and contractual adjustments for the service lines on the insurance claim.
4. Click Ok.
5. Click Exit.
Edit Payment on the Client Account
1. Navigate to the billing file screen by:
| o | On the calendar screen, right click on the appointment and click Billing File, or |
| o | On the clients tab of group appointments, click the desired client and click Billing File or |
| o | Search for the desired client, and click the Billing File icon on the menu bar, or |
| o | From the calendar screen, click Open > Billing File, and click Find to search for the client. (Note that you can work with multiple client accounts by clicking Find Clients, setting the filters and clicking Search. Click Ok to view the accounts of all clients who match the search criteria.) |
2. Double click on the payment or right click in the account and choose Edit Payment. (Note: To delete a payment, choose Delete Payment and click Ok.)
3. On the payments window, make desired changes and click Ok.
4. Click Exit.
Edit Payment on an Invoice
1. From the calendar screen, click Open > Billing.
2. Click the Find icon on the menu screen.
3. To see invoices from the current day, click Show Today's Invoices.
4. To see a client's invoices, click Select Client and search for the client. All invoices for the client are shown.
5. Double click to open the desired invoice.
6. Click Edit on the menu bar.
7. Click the payment and click View/Edit. (Note: To delete the payment, click Remove.)
8. Make desired changes on the edit payment window and click Ok.
9. Click Save.
10. Click Exit.
Edit Insurance Payment
1. Navigate to the billing file screen by:
| o | On the calendar screen, right click on the appointment and click Billing File, or |
| o | On the clients tab of group appointments, click the desired client and click Billing File or |
| o | Search for the desired client, and click the Billing File icon on the menu bar, or |
| o | From the calendar screen, click Open > Billing File, and click Find to search for the client. (Note that you can work with multiple client accounts by clicking Find Clients, setting the filters and clicking Search. Click Ok to view the accounts of all clients who match the search criteria.) |
2. Double click on the payment, or right click on a service line used to create the insurance claim and choose Edit Primary Insurance Payment. (Note: If payment is for the client's secondary insurance, choose Edit Secondary Insurance Payment. To delete payments, click Delete Insurance Payment.)
3. Use the insurance company explanation of benefits to edit the payment amounts and required contracted adjustments for the service lines on the insurance claim. (Note: If a secondary insurance claim has been generated, you may be unable to edit primary insurance payment.)
4. Click Ok.
5. Click Exit.
Allocate Account Credit
1. Navigate to a client invoice or client's billing file screen.
2. Click on the Unallocated Payments link (blue underline).
3. Click to select the payment to be allocated.
4. Click Allocate.
5. On the Edit Payment window, click in the Allocated Amount column and enter the desired amount.
6. Click Ok.
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