5. Step 3: Balance and Copay
The Balance and Copay screen shows the expected copay, an aging summary of outstanding balances, and any available eligibility information for the patient. Function keys provide access to additional information and a tool for posting a copay payment.
5.1. Reading the Balance and Copay Screen
The third step of checkin looks like this:
The guarantor account name and PCC number appear at the top of the screen. The guarantor for the account is usually a parent, but could also be an organization or the patient themself. The account shown is responsible for the patient's bills; if you need to change the Guarantor account, press Page Down to return to the first page of checkin (Demographics) and press [F4 -- Reassign Account]. See the Demographics section above for more information.
In the main viewing window of the Balance and Copay screen, Partner shows:
Copay Information: This is the expected copay for the patient's primary insurance policy. It may be a new insurance policy, or it may expire tomorrow, but the amount is the patient's current copay. Some insurance companies have special copay rules for sick and well visits; the copay listed is the default copay for the patient's primary insurance plan.
Aging Balance Totals: Underneath the copay is a brief aging balance summary for the account. You can see outstanding balance amounts that are Personal (to the account holder), pending one or more insurance companies, or pending your default Medicaid company. The balances are aged into 30-day categories. Amounts are aged by payor responsibility, which means that old balances that just recently became personal will be under the 0-29 day column in the Personal line.
Eligibility Information: Partner automatically checks the eligibility for some insurance companies for patients with upcoming appointments. If an eligibility report is available, it will be shown underneath the aged balances. For more information, read Partner Eligibility.
5.2. Function Keys on the Balance and Copay Screen
- [F1 -- Finish Checkin]
Press [F1] to complete the patient check in. Partner will set the patient's visit status to "Checked In" and inform any EHR or EMR that the patient has arrived.
- [F2 -- Scroll Backward] and [F3 -- Scroll Forward]
Press F2 and F3 to move up and down within the display window. If the window includes extensive eligibility information, you may need F2 and F3 to review the full report.
- [F4 -- Show Detail]
Press F4 to run the Collection Report (coll) and review a summary of the family's outstanding balances. For more information, read the Collection Report manual.
- [F5 -- CUSTOMIZABLE]
If your staff frequently needs to run a specific program or report when they are finished checking in a patient, you can add a function key for that program on this screen. The F5 key is customizable and can be configured through the "Patient Check In" section of the Configuration Editor (ced). Call PCC support at 1-800-722-1082 for assistance.
- [F6 -- TOS Payments]
Press F6 to visit the Personal Payment screen and post a time-of-service payment. See the section below for more information.
- [F8 -- Print]
Press F8 to print the contents of the display window, consisting of the copay, aging balance chart, and eligibility information.
5.3. The Personal Payment Screen
Use the Personal Payment screen in checkin to post a copay or other payment received during checkin.
Posting a Personal Payment at Checkin
Open the Personal Payment Screen
Press [F6 -- TOS Payments] from the Checkin Appointment List or from the third page of the checkin program to open the Personal Payment screen:
Review Visit Information
The guarantor for the current patient is shown at the top of the screen, along with details about each patient visiting. You may see one patient or several siblings.
The Copay and Insurance columns indicate the expected copay for the visit. If several patients with the same account have appointments, you will see multiple patients and the total copay amount. Confirm this information with the patient or guardian visiting the practice.
Old Personal Balance: The screen also displays the account's personal balance. While the screen is designed for easily posting a copay, you may also post a payment towards the old personal balance. To research the outstanding charges, press [F4 -- Balance Details] to run the Collection Report.
Enter Date, Payment/Adjustment Type, Amount, Check #, and Provider
Enter payment details in the appropriate fields. Use Enter and Backspace to move among the fields.
Optional: Press [F3 -- New TOS Pmt]
Press F3 to add an additional payment. If the payment consists of two or more checks or cash payments, use F3 to add new lines.
If you need to remove a line, use the arrow keys to select it and press [F5 -- Delete TOS Pmt].
Press [F1 -- Save Payment]
Press F1 to save the payment. If your practice prints receipts, one will be generated immediately.