Adding a Patient Payment

1. Accessing the Patient Registration Page

1. Log In to Your Account:
   • Open your iClinic account using your credentials.
2. Navigate to the Registration Section:
   • Click on the Register icon from the dashboard.
3. Search for an Existing Patient:
   • In the box that appears, select “Look Up Existing Patient” on the left.
   • Enter the patient’s:
     • Last Name
     • First Name
     • Date of Birth
   • Click “Go” to search.
   • From the search results, select the appropriate patient and click “Retrieve.”
4. Access the Payment Tab:
   • On the patient’s registration page, click the “Payment” tab.

2. Adding a New Patient Payment

1. Initiate a New Payment:
   • Click “New Payment.”
   • The Edit Payment box will appear.
2. Enter Payment Details:
   • Payment Date:
     • Enter the date manually or click “Today” to auto-fill the current date.
   • Payment To:
     • Select the provider from the “Payment To” dropdown.
   • Office Location:
     • Choose the appropriate office location.
   • Payment Amount:
     • Enter the exact amount the patient paid.
   • Payment Method:
     • Select the payment method (e.g., cash, credit card, check) from the dropdown menu.
   • Payment Invoice Memo (Optional):
     • Add any notes that will appear on the patient’s receipt (e.g., “Co-pay for consultation”).
   • Internal Office Memo (Optional):
     • Enter details like:
       • Date of Service (DOS)
       • Payment type (e.g., deductible, co-payment)
       • Any other internal notes (not visible on the receipt).
   • Additional Notes (Optional):
     • Add extra details if necessary (this will NOT appear on the receipt).
3. Save and Print the Receipt:
   • Click “Save and Print.”
   • A new window will open with the receipt, showing:
     • Payment date
     • Provider’s name
     • Payment method
     • Amount paid
     • Invoice memo
   • Click the Print icon to provide a copy to the patient.

3. Processing a Refund

1. Locate the Original Payment:
   • Find the payment entry from the list and click on the patient’s name (in blue).
2. Edit the Payment for Refund:
   • In the Edit Payment box:
     • Select “Refund Invoice” instead of “Payment.”
     • Enter the Refund Amount.
     • Choose the Refund Method (same as the original payment or as per policy).
     • Add a Refund Number (optional).
     • Input the Refund Date.
     • Add a Refund Invoice Memo (this will appear on the refund receipt).
3. Save and Print the Refund Receipt:
   • Click “Save and Print.”
   • A refund receipt will open for printing, showing:
     • Refund date
     • Amount refunded
     • Invoice memo
     • Provider issuing the refund

4. Printing Payment-Related Documents

1. Patient Payment Letter:
   • Click “Print Patient Payment Letter.”
   • A PDF will open in a new tab, which can be printed for the patient.
2. Payment History List:
   • Click “Print Payment List.”
   • A PDF with all patient payments will open, showing:
     • Dates of payments
     • Amounts paid
     • Payment methods
3. Statement of Account:
   • Click “Statement of Account.”
   • A PDF will generate, detailing:
     • Outstanding balances
     • Dates of service
     • Insurance payments
     • Days past due

5. Filtering Payment Records

• By Provider:
  • Use the “Pay To” dropdown to view payments made to a specific provider.
• By Payment Type:
  • Filter by co-payments, deductibles, etc., using the “Type” dropdown.
• By Office Location:
  • Select a specific location from the “Office Location” dropdown.
• By Payment Method:
  • Filter payments by method (cash, credit card, etc.) using the “Payment Method” dropdown.
• By Date Range:
  • Use the “From Date” and “To Date” fields to filter payments within a specific period.
  • Quick options: Today, 1 Week, 1 Month, 1 Year.

6. Special Payment Views

• View All Payments (Including Zero Balances):
  • Select “All” to view every payment, even those with $0 amounts.
• Non-Zero Payments Only:
  • Choose “None Zero Only” to hide $0 payments.
• Switch Between Current and All Patients:
  • Toggle between “Current Patient” and “All Patients” to adjust the payment display.

7. Important Notes

• Deleting a Payment:
  • To effectively delete a payment, change the payment amount to $0 instead of removing the entry.
• Internal Memos:
  • Internal office memos are for internal reference and will not appear on the patient’s receipt.