Applying Patient Payments in iClinic

1. Introduction

• Purpose: This guide provides comprehensive, step-by-step instructions on how to navigate the patient payment features in MDLand iClinic.
• Key Features: Entering patient payments, issuing refunds, printing payment-related documents, filtering payment data, and closing payment loops.

2. Accessing Patient Payment Features

1. Log In: 
   • Sign in to your MDLand iClinic account.
2. Navigate to the Register: 
   • Locate the Register Icon and click on it.
3. Search for the Patient: 
   • On the left side of the new window, select Look Up Existing Patient.
   • Enter the patient’s Last Name, First Name, or Date of Birth.
   • Click Go.
4. Retrieve Patient Information: 
   • Select the appropriate patient from the list and click Retrieve.
   • The patient’s registration page will appear.

3. Entering Patient Payments

1. Access the Payment Tab: 
   • Click on the Payment Tab on the registration page.
2. Initiate New Payment: 
   • Click New Payment.
   • The Edit Payment Box will appear.
3. Enter Payment Details: 
   • Payment Date: Click Today for current date or manually enter another date.
   • Payment To: Select the provider from the dropdown.
   • Office Location: Choose the relevant office location.
   • Payment Amount: Enter the amount paid by the patient.
   • Payment Method: Select from options like cash, credit card, etc.
   • Payment Invoice Memo: Add any notes that will appear on the receipt.
   • Internal Office Memo: Record data such as the date of service (DOS) and payment type (e.g., deductible, co-payment).
   • Additional Notes: Add private notes (not printed on the receipt).
4. Save and Print Receipt: 
   • Click Save and Print.
   • A new window will display the receipt, which can be printed.

4. Issuing Refunds

1. Locate the Original Payment: 
   • Find the payment date and click on the patient’s name (in blue).
2. Initiate Refund: 
   • In the Edit Payment Box, switch to Refund Invoice.
3. Enter Refund Details: 
   • Refund Amount: Enter the amount to be refunded.
   • Refund Method: Select the method used for the refund.
   • Refund Number (Optional): Enter if applicable.
   • Refund Date: Specify the date of the refund.
   • Refund Invoice Memo: Add any notes to appear on the refund receipt.
4. Save and Print Refund Invoice: 
   • Click Save and Print.
   • A new window will show the refund receipt for printing.

5. Printing Payment-Related Documents

1. Patient Payment Letter: 
   • Click Print Patient Payment Letter to generate a PDF acknowledgment of the patient’s payment.
2. Payment List: 
   • Click Print Payment List to view all payments made by the patient.
3. Statement of Account: 
   • Click Statement of Account to print a list of outstanding balances, including: 
     • Dates of service
     • Insurance payments
     • Days past due

6. Filtering Payment Data

1. Filter by Provider: 
   • Use the Pay To dropdown to view payments for a specific provider.
2. Filter by Payment Type: 
   • Use the Type dropdown to filter by co-payments, deductibles, etc.
3. Filter by Location: 
   • Select an office from the Office Location dropdown.
4. Filter by Payment Method: 
   • Use the Payment Method dropdown to view cash, card, or other payment types.
5. Filter by Date Range: 
   • Enter From Date and To Date, then click Go.
   • Quick filters available: Today, 1 Week, 1 Month, 1 Year.
6. View Zero or Non-Zero Payments: 
   • Select All, None, or Zero Only under payment filters.
7. View All Patients: 
   • Change the filter from Current Patient to All Patients.

7. Closing the Payment Loop

• Ensure all payments are accurately entered, applied to the correct dates of service, and matched with outstanding balances.
• Review patient balances regularly to confirm that payments and adjustments are correctly processed.

8. Best Practices

• Verify Data Accuracy: Double-check payment details before saving.
• Use Memos Effectively: Add clear notes for both patient and internal records.
• Regular Reconciliation: Periodically reconcile payments with account statements.

9. Troubleshooting Tips

• Payment Not Displaying: 
  • Confirm filters are set correctly.
  • Check the date range and payment status filters.
• Incorrect Payment Entry: 
  • Edit the payment and update details, or enter a refund if needed.
• Receipt Issues: 
  • Refresh the browser if the receipt doesn’t load after saving.

10. Support Guidelines

• In-App Help: Use MDLand iClinic’s help feature for immediate assistance.
• Technical Support: Contact MDLand support for system-related issues.
• Billing Department: Consult your billing team for account-related concerns.

Thank you for following this guide. Properly managing patient payments in MDLand iClinic ensures accurate financial records, efficient billing workflows, and improved patient satisfaction.