Jane Guide.

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Receiving an Insurer Payment

When you have been paid by an insurer for a patient claim you can mark the invoice as paid.  You can record the payment in a few places:

1. The patient’s Billing Profile.  Useful when an insurer is paying invoices for a single patient. 

Find the patient in the Patient List and go to their “Billing” tab.   You can filter the Purchase list to “Submitted” invoices. Then hit the “View” Button at the end of the invoice line.  Choose to receive payment from the insurer.

All the invoices for this patient will be listed in the Payment screen, and you can check or uncheck the correct invoices for payment.

2. You can also work with insurer invoices from the “Billing” tab.  This can be useful if an insurer is paying for invoices for multiple patients in a single payment.

Find the insurer you’re working with in the list of Insurer Invoices:

Here, you’ll find all the insurer’s invoices and payments.  You have two options here - either “New Payment” or “Receive Payment”.

They work in slightly different ways.

Let’s start with the New Payment option - which is super flexible and a handy way to manage a large payment. This is also the screen you’ll see if you’re editing a payment you’ve already recorded.

If you click that New Payment button you first record the full payment amount. Here we’ll record a $515 cheque coming from RCMP.

Next we can start applying that payment to invoices. You can search by invoice number, patient, practitioner, claim number, amount, or treatment. Or use the “view all” button to get a full list of all outstanding invoices for this insurer.

Then choose how much and which invoices to apply the amount towards using the “apply” link in blue. You’ll be asked to confirm.

As you work through you’ll get a running list of all invoices to which the payment has been applied, and you can remove them if you made a mistake using the same link button.

Keep working down until you’ve completely applied the payment, or you can leave some of the payment as credit for the insurer to use later.

The other option is the Receive Payment option. The Receive Payment option will work if you have a straightforward payment and don’t have a large amount of invoices.

The Receive Payment screen will always list all outstanding invoices for the insurer so if you do lot of insurance billing the other option might be easier to work this. This version also tries to use up all the insurer payment and credit is applied using the oldest credit first, so if there are any complexities stick with the New Payment option.

When you choose to receive a payment in this view, all the invoices that are waiting for payment will be listed, and you can check off the invoices you’ve received payment for.

All insurer payments will show up on both the Transaction and the Compensation reports for the date the payment is applied.