Post Personal Payments and Write Off Charges

Read this article to learn about how to post personal payments in PCC. When a family pays their bill, you can use the Payments tool to enter their payment, link it to charges, and optionally enter account notes. You can also write off bad debt and post other adjustment types.

Watch a Video: For an overview, watch the Post Personal Payments video.

Where Can You Post Personal Payments and Adjustments?

How do personal payments enter your PCC system?

  • Post Payments and Write-Offs in the Payments Tool in PCC EHR: Use the Payments tool in PCC EHR to review account information and enter any payment at any time. See the sections below to learn more.

  • Post Payments at Patient Checkin: You can post a copay, or any payment amount, at the time of service during patient checkin.

  • Post Payments When You Post Charges: Later, when you checkout the patient and post charges, you can link the payment collected at checkin and enter any other personal payments.

  • Post Payments When You Create a Billing Encounter or Hospital Visit: You can open any patient’s chart and create a billing encounter in the Billing History section of the chart. You can post administrative fees or use the same interface to post a hospital encounter and enter personal payments at the same time.

  • Families Can Pay Their Own Bill in the Patient Portal: If your practice uses the service, your families can review their balance and pay their bill in the patient portal.

  • Post Payments and Adjustments in Partner: Use the Personal Payments program (pam) in your Practice Management window to enter payments and access additional adjustment types and other functionality. See the sections below to learn more.

Both the Payments tool in PCC EHR and the pam program make it fast and easy to post personal checks, money orders, credit card payments, and cash and link the money to outstanding personal balances. Payments from insurance companies are posted using the Post Insurance Payments (pip) program.

Write-offs and Other Adjustments: In addition to posting payments, you can use the Payments tool or pam to write off bad debt and post other adjustments. You can post any account adjustment that behaves like a payment and results in decreasing the account balance. Adjustments that behave like refunds (or charges) and increase an account’s balance or remove a credit should be posted in the refund program.

Post a Personal Payment in PCC EHR

In addition to the payment tools found during Patient Check-In, when posting charges, and in the patient portal, your practice can use the Payments tool to post any payment for any account at any time.

Open Payments

Open the Payments tool from the Tools menu in PCC EHR.

Find an Account

Find the billing account for the payment.

You can search by account name or use other search parameters, like an account phone number. The list of matching search results includes a Dependents column, to help you confirm that you have the right account.

Optionally Review and Update Account Information

Before you enter payment information in the Payments component, you can optionally review and update account information.

The Payments tool includes Payments, Account Balances, Account Demographics, and the Account Notes component so you can review balance details, update account information, and add notes about any billing issue with the family.

Enter Payment Information

Next, review and adjust the transaction date, select a payment type, and enter a payment amount.

Enter a check number if applicable.

Save the Payment

Click “Save Payment” to save the payment and update the account’s balance.

Review Results and Optionally Add Another Payment

After you save a payment, you can see it in the ledger. Click the disclosure arrow to see how the payment was applied.

If the payment was greater than the personal balance, PCC EHR will apply payments and leave the remainder as a credit on the account.

After you enter a payment, you can enter additional payments if (for example) the family used two different checks.

Print a Reciept

Click “Print Receipt” to print a receipt for the payment(s) you posted this session.


The receipt displays all payment information, along with helpful charge information for the family.

Save Changes and Continue to the Next Payment

Click “Save + Exit” to close the Payments window and save any additional changes you’ve made for the account. If you are posting a stack of personal payments, you can then immediately find the next account.


Review all Payments Posted

At the end of the day, run the Payment Reconciliation report in the PCC EHR Report Library to review all payments.

Optionally Indicate a Payment Should Not Be Linked

By default, a payment will link to the account’s oldest charges with a personal balance. You can optionally specify that only a portion (or none) of the payment amount should be applied.

The full payment will still be reflected in the account’s balance, but under-the-hood the payment can remain unapplied or “unlinked” from any specific charge.

Additionally, if you change the amount of a payment to apply to charges (and therefore leave some or all of it unapplied), you can select a provider for reporting purposes.

Payments are normally linked to charges, which have an associated provider. If a payment is not linked to charges, you can indicate a provider manually.

Write Off a Charge in PCC EHR

When you want to write off bad debt on an account, or post any other account adjustment that reduces the amount due for a charge and decreases an account’s outstanding personal balance, use the Payments tool.

Open Payments

Open the Payments tool from the Tools menu in PCC EHR

Find an Account

Find the billing account for the charges you need to write off.

You can search by account name or use other search parameters, like an account phone number.

Optionally Review Account Information

In the Payments tool, you can review Account Balances, Account Demographics, and the Account Notes component so you can understand the charges and what you may need to write off.

For an explanation of all outstanding personal balances, click the disclosure arrow below Aged Balances.


Enter Adjustment Information and Click “Save Adjustment”

Select your practice’s preferred Adjustment type for a write off in the Payment Type drop-down menu. Then enter an amount and click “Save Adjustment”.

Optionally Review Results

PCC will automatically apply the adjustment to the oldest unpaid charge(s) on the account. Use the ledger to see the charges that the adjustment is applied towards.

In an upcoming PCC release, you will be able to select specific charges when (for example) an older charge should remain due and the adjustment should apply to more recent charges.

Enter an Account Note Explaining What You Did

It’s a good idea to add an account note explaining what balances were written off.



Enter and Review Account Notes

As you work on personal payments and adjustments, you may wish to record details about an account or billing situation with the family.

You can enter and review account notes in the Account Notes component in the Payments tool. (These notes will also be reflected in the Account Notes tools found in the Family Account Editor (fame) in the Practice Management window.)

First, open the Payments tool and find the account.


Next, scroll down to the Account Notes component. It appears underneath Account Demographics.

Click “New Note” to create a new note.


Click the checkbox to save your note.

If you want to add something to your note later, click the pencil icon to edit a note.


Do you have follow-up information about an existing note? Click the plus symbol (+) to add a follow-up note to an existing note.



You can create multiple follow-up notes to track a billing issue as it continues.

Account Notes in PCC EHR vs. Partner: Your practice can review and edit Account Notes in the Payments tool in PCC EHR or in the Partner Practice Management system. To learn more, read the Structured Notes Screens help article.

Post a Personal Payment or Adjustment in the pam Practice Management Program

If you prefer the Partner Practice Management interface to PCC EHR, you can use the pam program to post personal payments and adjustments. Follow the steps to post a personal check and apply it to outstanding balances.

Start pam

You can access pam from the “Daily Operations” window of your Practice Management windows.

Find an Account

Enter the account’s name into the find screen:

Enter Basic Payment Information

Enter the date of the payment, the payment type, the amount, the check number (if applicable) and optionally a provider. Press the Tab or Enter keys to move forward one field, press the Backspace or left arrow keys to move back one field.

Automatic Date: Today’s date is entered for you automatically. If you wish to record a previous date of payment, simply press Backspace and change the date. The date can be written without slashes, i.e. “092205” for September 9th, 2005, and you can use the abbreviations of “y” for yesterday and “t” for today.

Press

F4 – Link Payments

After you enter basic payment information, press F4 to see a list of outstanding charges and link the payment to a charge.

Select Charges to Apply the Payment Against

Enter the number, or range of numbers, of the charges towards which you wish to apply your new payment. To help you make your selection, the screen displays the amount of each charge that is currently pending insurance and the amount due personal. In most cases, you will apply the full amount of a personal payment to the oldest charges first.

You can use a range of numbers or commas to select specific charges. Press Enter to continue.

Where is the Charge I Need?: The screen will only show unpaid charges that are at least partly personal. Paid charges or charges that have no personal balance will not appear. If you can not find the charge you expected to see, press F8Show Insurance to view both insurance and personal charges. You can also press F6Correct Mistakes or F7Family Editor (from which you can run a Collection report or Family History report) to analyze the account and find out when the charge was paid off.

If Necessary, Indicate How to Apportion the Payment

If you selected charges that exceed the value of the payment, you can use the next screen to indicate how much of the payment should be applied towards each charge.

Customized Behavior: You can configure Partner to automatically distribute the payment among the charges or to apply the money towards the oldest charge first. Contact PCC for more information.

Press

F1 – Save

Press F1 to save your payment and return to the main pam screen. Your payment has been posted, and you will see the updated “New Balance” column.

Pam Screen Reference

When you first run pam, it asks you for an account name. Once you have found an account, you are presented with the payment-entry screen:


This screen contains useful demographic information for the account, provides links to several other Partner programs, and allows you to begin posting a payment by entering information in the available fields.
The demographic information includes account name and contact information. You can also review the Status field, which may list important billing statuses for the family, such as “Overdue” or “Bad Check.” The screen also shows you a list of dependents to the family and a balance summary, aged by transaction date, for Personal, Insurance, and Medicaid balances on the account.

Look-Up Fields: Both the “Payment/Adjustment” field and the “Provider” field are look-up fields. You can enter an abbreviation or use an asterisk (*) to look at a list of possible entries. Common answers for the “Payment/Adjustment” field are “Personal Check,” “Cash,” or “Courtesy Adjustment.”

More Demographic Information: Press Page Down to view a quick summary of other account demographic information, including insurance information and recent account notes. You can press Page Up to return to this screen. You can also press F7Family Editor to run fame and make changes to the account information.

Link Payments: Whenever you post a payment, you should use pam‘s Link Payments feature to link payments to the particular charges they are paying off. In other words, you should specify for which charges the payment is intended. If you don’t press F4Link Payments, and press F1 to save the payment, you will be posting an unlinked or open-item payment. Open-item payments are still applied towards the account’s oldest personal balance, but they may float around on an account, making it difficult to track and understand an account’s history and remaining balance.

New Balance: Once you have posted a payment, the final column in the balance summary, “New Bal” will be updated with the accounts new outstanding balance:

Posting Personal Overpayments/Credits: Posting a personal overpayment in Partner is simple. Use pam to post a payment and do not press F4Link Payments. The account will have a credit, which you can then refund or leave on the account until the next visit. The credit will automatically be applied to any outstanding balances on the account, and you can link it to the charges by running oops.

Get a Receipt: Select “Print receipt for this payment” to generate a paper receipt when you press F1.

Function Keys

F1 – Save

Press F1 to save any payments you have entered as open-item payments and quit pam. You can then enter a new account name or press F12 to quit and run a different program. If you have entered a payment amount, you should consider pressing F4Link Payments and assigning the payment to specific charges before pressing F1.

F3 – Post a Refund

Press F3 to run the refund program. Use refund to post refunds or any other adjustments that take money away from an account or increase the balance.

F4 – Link Payments

Press F4 after entering a payment type (and check number, if desired) to select outstanding charges to which the payment should be applied. If you post a payment without using F4, it will be an open-item payment that Partner will automatically apply to the oldest unpaid charge.

Function Keys While Specifying Payments: On the first Link Payments screen, function keys are available to batch claims, print paper claims, print bills, run oops, and run the Family Editor (fame).

F5 – Print a Bill

Press F5 to print a paper bill, for any desired date range, for the account.

F6 – Correct Mistakes

Press F6 to run oops, the “Correct Mistakes” program. In oops, you can change the pending status of charges, delete payments or charges, and adjust various visit information. If you need to link or unlink payments from charges, run oops. For full documentation on oops, read Correct Mistakes.

F7 – Family Editor

Press F7 to run fame, the Family Editor. In fame, you can change account demographic information, including mailing address and insurance policy information. The Family Editor also provides access to the Collection Report, which can help you understand an account’s outstanding balances. For full documentation on fame, read Editing Patients and Accounts.

F8 – Acct History

Press F8 to run tater, the Account History report. This report, which can be restricted by date and type of transaction, shows you a history of all transactions on an account.
  • Last modified: September 29, 2021