Bill the Family

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  • 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 enter their payment, link it to charges, and optionally enter account notes.
  • Generate Personal Bills

    Follow this procedure to print or generate the outstanding personal bills.
  • Personal Billing Overview

    Partner has a wide range of tools that help you keep your personal A/R under control. From collecting copays and generating bills, to bill follow-up and sending accounts to collections, Partner tools can make you more productive.

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  • Turn an Account Over to Collections

    With a firm financial policy and good use of Partner's personal billing tools, you should have very few accounts that require a collection agency. When you need to use one, however, you should indicate in Partner that the account is in collection.
  • Review the Bill Log

    Every time you generate a batch of bills, Partner keeps a record in the Bill Log (billlog) program. You can use billlog to review details about your bill batches, find out who received a bill in each bill run, research why a family did not receive a bill, or examine a digital copy of any personal bill.
  • Customize the Messages on Bills

    A billing message is a brief note that appears on a personal bill. Both paper and electronic bills can include a customized billing message. You can enter a family-specific billing message on the notes page of the Family Editor (fame). You can also use the billmsg program to change the billing messages that appear on all of your Normal, 30, 60, 90 and 120-day bills. Here are a few examples of messages that offices use:
  • Use Cycle Billing

    You can use cycle billing to spread your bills out throughout a month or other period of time. With cycle billing, your revenue and billing workload will stretch throughout the month.
  • Provide Good Faith Estimates for Pediatric Encounters

    If a family does not have insurance, or the family won’t be using insurance for an encounter, then a pediatric practices needs to provide a “Good Faith Estimate” for the cost of care when an encounter is scheduled more than 3 days in advance.
  • Follow Up on Unpaid Bills

    Unfortunately, not every family pays their bills on time. An address may be incorrect, a family may have questions about their balance, or they may be unable to pay. Following up on outstanding bills is a vital part of the billing process.

    • Work With Special Accounts (cfs)

      Use the Special Accounts Editor (cfs) to work with all accounts with certain status flags or other specific characteristics. For example, you may want to list all accounts that your office put on a budget plan, or all accounts that were flagged as "Cash Only" for writing a bad check. You can view and work with all of these types of accounts by using the cfs report.
    • The Collection Report (coll)

      The Collection Report (coll) explains an account's current balance and recent payment history. If a family does not understand why they owe money, run coll. It can also help you determine whether or not an account has been making regular payments against their outstanding balance.
    • Track Personal Balances (persview)

      The Personal Money Tracking Assistant, or persview, helps you manage your personal accounts receivable. persview creates an interactive list of accounts with personal balances. The list can contain all outstanding accounts or just a portion, depending on the criteria you enter when you first run the program.
    • Follow Up on Unpaid Family Bills Overview

      Unfortunately, not every family pays their bills on time. An address may be incorrect, a family may have questions about their balance, or they may be unable to pay. Following up on outstanding bills is a vital part of the billing process.
  • Post Refunds

    Use the refund program to make personal account refunds. You can also use the refund program to post other types of accounting adjustments.

    • Handle a Bounced Check and Post a Fee

      When your bank returns a check, you should note it in Partner and re-bill the patient's family. You can also post a bounced check fee, in accordance with your office's financial policy. Follow the steps below to learn one method of managing a bounced check in Partner.
    • Write-Off Outstanding Credits

      Sometimes a credit should be written off and counted as income for your practice. If a credit remains on your books for several years, the credit should be written off and considered revenue. You may choose to write off old insurance overpayments as well, recording them as income. To write off credits, post an adjustment in refund and then link the credit to that adjustment. Follow the procedure below.
    • Refund Personal Credits

      If a family paid you for a copay that they did not owe, or if they pay you twice for the same visit, you may need to issue them a refund. In some cases, you can leave the amount as a credit on the account and link it to the family's next visit. If the credit needs to be returned to the family, however, follow the procedure below.