Patient Payments

In WellSky Resource Manager, payments are applied to the appointment for which the payment is tendered; therefore, they must be added after the associated appointment has been scheduled. Users have the option of recording the dollar amount and type of payment (e.g., cash, check, or credit card or, alternatively, co-pay, insurance, etc.) a patient makes for a given appointment.

1. To assign a payment to an appointment, do one of the following,
• Edit and existing appointment  and then click the Payment line in the Advanced Scheduling Options panel.
• Right-click over an appointment on the scheduling grid and click the Add Payment option on the right-click menu.
• Click on the desired appointment on the grid and then click the Payment option in the scheduling palette

The Payment for [patient x] screen will appear.

2. Complete the parameters of the payment screen according to the following definitions:

Service Date: defaults to the first date associated with the appointment. For many organizations there is only one date of service. For anyone who might schedule across days, such as sleep centers, the days included in the appointment will be provided as options. Click the drop-down and choose the date appropriate for the current payment.

Date Received: defaults to the current system date. To select a different date, type it in this field or use the calendar button to choose a date.

Payment Type: is a user definable descriptor that can be anything the organization may require, such as cash, check, or credit card. See Adding/Editing Payment Types.

Amount: Enter the dollar amount paid for the associated visit.

If you would like the program to use the patient's Co-pay or Deductible (entered as part of the patient's insurance record) as the default amount, do not enter anything in this field. Rather, skip this field and select either Co-pay or Deductible in the Category field according to your current need. Once you have made your selection, accept the dollar amount displayed or edit it as necessary. Keep in mind that if the Co-pay and Deductible have been left blank in the patient record, the Amount field will populate with $0.00 here.

NOTE – Enter any notation appropriate to the current payment—check number, credit card validation, etc.

Category: The categories items are hard-coded into the program and cannot be edited. Use them as appropriate to your workflow and current appointment.

Automatically Print Payment Receipt: Click the checkbox to print a receipt for the patient. If you want to print payment history, which identifies who created or modified a payment, go to the patient's Financials tab in patient demographics.

If for some reason you need to reprint the receipt or failed to print it, you can edit the appointment for which the payment was made and print the receipt from there. Simply expand the Payments line and click Print Receipt. Alternatively you can print it from the Financials tab.

3. Click Add once you have finished.
4. If you enabled the Payment Receipt report, a pop-up dialog will appear to indicate that a report was generated. Click OK to continue.
5. Click Reports on the Main menu. The Reports screen will appear.
6. Locate your report (Payment History) and click the description link to output it to your screen or printer.
7. Once the appointment details are complete, click Continue to commit you changes. Alternatively, click Cancel to abort the appointment.

Adding Payments from Check In

1. Click Check In on the Main menu.
2. Navigate to the day on which the patient appointment that requires a payment was scheduled.
3. Click the Payment (cash) icon in the patient's line item.



The Payment for screen will appear.

4. Repeat steps 2–3 from the previous section.
• Keep in mind that you cannot edit payments from the Check-in screen: You can only apply them.
• Hover over the cash icon in the appropriate line item on the Check-in screen to view the amount the patient has paid, if any.

Editing a Payment

1. Edit the appropriate appointment. Either
• Double-click the appointment on the scheduling grid
• Right-click over the appointment and select Edit on the Options menu.
2. Payments that have been associated with an appointment appear in the appointment in a manner similar to the following:



3. Click the payment you wish to edit—it is a link. This will display the Payment screen.

Cash: $250.00

4. Make the necessary changes and then click Update.

As an alternative, click the Delete icon to remove a payment assigned in error.

5. Click Continue on the Edit Appointment screen once you have finished editing the appointment.

Viewing Payment History

To view a patient's history,

1. Navigate to patient demographics and select the appropriate patient.
2. Click the Financials tab.
3. Locate the payment for which you wish to view history and then click the History: View / Print link in the appropriate payment line item.

Payment History lists everything that has happened to the payment (e.g., make, modify, delete) according to the user and the date and time the change was made.