Payment Entry - Step-By-Step Example

The Step-By-Step Example in Payment Entry includes three scenarios that guide you through the minimum steps required to enter a payment transaction for a patient.  The scenarios for Method 1, Method 2, and Method 3 use example field values, italicized for clarity.  To follow a scenario, simply substitute the examples with valid values from your practice.

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Directions:

To see Payment Entry examples for...

• Method 1 - By Detail (Manual Method), click More.

   

  To enter most payments, use Method 1, which is also known as the manual payment method and the By Detail method.  You can use this method to enter most types of payments including transfers, write-offs, rebills, reversals, and adjustments.

  Tip:  The following topics include more details for specific types of Method 1 transactions:

  • Payment Entry - Transaction Detail Entry By Detail

  • Payment Entry - Tasks:  Includes a list of specific tasks and the help topics that guide you through the tasks.

  • Payment Entry - Entering an Adjustment Transaction:  Includes steps for entering adjustments.

  • Payment Entry - Entering a Reversal Transaction:  Includes steps for reversing transactions.

  • Payment Entry - Entering a Rebill Transaction:  Includes steps for generating claims to rebill insurance.

  Procedure:

  1. Load the Patient.

  1. Enter Patient Account Number 55019 in the Patient Reference Panel.

  2. Press [ENTER] to activate the Patient Load button.

  2. To open Payment Entry and display the Batch Entry Window, click Payment Entry in the Menu Tree.
     
     Note:  If the Batch Entry Window does not display automatically because it was already opened today, click Batch in the Batch Information Area of the Work Window.
      

  3. Review the Batch Entry Window defaults.

  1. Select Batch Sequence 0.

  2. Select By Detail (Manual Method) in the Cash Application option.

  3. Enter Batch # XXX.  (Substitute your initials for XXX).

  4. Click Display All Items.

  5. Leave the Service Dates, Group #, and Insurance Code all blank.

  6. Press [ENTER] to activate the OK button and to move onto the Work Window.

  4. Review the following Work Window Areas.  You probably do not need to make any changes.

  5. Patient Guarantor Area

  6. Patient Balances Area

  7. Batch Information Area

  5. Leave the default Payment Date and Reference.

  6. Select the ticket to pay.  Click to highlight a line for a ticket in the Ticket List Section of the Transaction Detail Area.

  7. Press [ENTER] to activate the Add New Transactions button.  You will see the Ticket Detail Section display.

  8. Enter the transaction details.

  1. Enter PP in the Transaction Code.  Press [TAB].

  2. Press [TAB] to accept the default Reference.

  3. Press [TAB] to accept the default Date.

  4. Enter 10.00 in the Amount field.  Press [TAB].

  5. Press [ENTER] to activate the Add Line button, which completes entry for the current line.

  6. Press [ENTER] to activate the End Payments button to finish entering detail lines and to display the Commit Payments Area.

  7. Press [ENTER] to activate the Commit Payments button.

   

  Congratulations!  You have finished entering a manual payment transaction.

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• Method 2 - Automatic Oldest First, click More.

   

  To apply payments to patient Private Balances while working forward from the oldest unpaid charge to the most recent charge until the payment amount is used completely, use Method 2, called the Automatic Oldest First method.  Payments are automatically applied to the oldest date of service first, then each successive service until the payment is dispersed.

  This method is used for...

  • Paying off patient's oldest charges first.  For example, a patient can pay $500 on account.

  • Paying accounts associated with family billing.

  • Creating unapplied credits for payments that exceed the patient's current balance.
     

  Tip:  The following topics include more details for specific types of Method 2 transactions:

  • Payment Entry - Transaction Detail Entry By Automatic Oldest First

  • Payment Entry - Creating and Applying Unapplied Credits
    
     

  Procedure:

  1. Load the Patient.

  1. Enter Patient Number 55019 in the Patient Reference Panel.

  2. Press [ENTER] to activate the Patient Load button.

  2. To open Payment Entry and display the Batch Entry Window, click Payment Entry in the Menu Tree.
     
     Note:  If the Batch Entry Window does not display automatically because it was already opened today, click Batch in the Batch Information Area of the Work Window.
      

  3. Review the Batch Entry Window defaults.

  1. Select Batch Sequence 1.

  2. Select Automatic Oldest First in the Cash Application option.

  3. Enter Batch # XXX.  (Substitute your initials for XXX).

  4. Leave the Service Dates, Group #, and Insurance Code all blank.

  5. Press [ENTER] to activate the OK button and to move onto the Work Window.

  4. Review the following Work Window Areas.  You probably do not need to make any changes.

  5. Patient Guarantor Area

  6. Patient Balances Area

  7. Batch Information Area

  5. Enter the transaction details.

  1. Enter ANT in the Apply Cash to Ticket with Primary Insurance field.  Press [ENTER] to update the criteria list to the right.

  2. Click Refresh to update the Ticket List Section.

  3. Enter 25.00 in the Total Cash to Apply field.

  4. Press [TAB] until the Apply Cash button is in focus (usually twice).

  5. Press [ENTER] to activate the Apply Cash button.

  6. Click [OK] if you see warning messages.

   

  Congratulations!  You have finished entering an automatic payment transaction.

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• Method 3 - By Ticket (Auto Transfers & Adjustments by %), click More.

   

  To apply cash to a specific ticket or to multiple tickets, use Method 3, also called the By Ticket method and the Auto Transfers & Adjustments by % method.  INSight calculates the payment amount and any adjustment amount based on the Procedure Code's Allowed Amount and the Insurance Code's % of Allowed field or the Procedure Code's Payment % field.  Using the established percentage, INSight calculates the appropriate payment or adjustment amount by using the Approved Amount and the Deductible you enter.  You can transfer any remaining balance to the appropriate responsible party or write it off completely.

  Tip:  The following procedures include more details for specific types of Method 3 transactions:

  • Payment Entry - Transaction Detail Entry By Ticket

  • Payment Entry - Tasks:  Includes a list of specific tasks and the help topics that guide you through the tasks.

  • Payment Entry - Entering an Adjustment by Percent:  Includes steps for entering payments with adjustments by %.

  • Payment Entry - Entering a Payment from Medicare or a Contractual Company:  Includes steps for entering payments when allowed amounts are on file.

  • Payment Entry - Entering a Transfer from Insurance to Patient:  Includes steps for transferring an amount from the Insurance to the Patient.

  Procedure:

  1. Load the Patient.

  1. Enter Patient Number 55019 in the Patient Reference Panel.

  2. Press [ENTER] to activate the Patient Load button.

  2. To open Payment Entry and display the Batch Entry Window, click Payment Entry in the Menu Tree.
     
     Note:  If the Batch Entry Window does not display automatically because it was already opened today, click Batch in the Batch Information Area of the Work Window.
      

  3. Review the Batch Entry Window defaults.

  1. Select Batch Sequence 2.

  2. Select By Ticket (Auto Transfers & Adjustments by %) in the Cash Application option.

  3. Enter Batch # XXX.  (Substitute your initials for XXX).

  4. Leave the Service Dates, Group #, and Insurance Code all blank.

  5. Press [ENTER] to activate the OK button and to move onto the Work Window.

  4. Review the following Work Window Areas.  You probably do not need to make any changes.

  5. Patient Guarantor Area

  6. Patient Balances Area

  7. Batch Information Area

  5. Enter the transaction details.

  1. Select a line in the Transaction Detail List for payment.

  2. Click Add New Transactions .
     Tip:  This pulls in the Insurance Code.

  3. Leave the default Payment Code, which is set by a table.

  4. Enter a Payment Amount that matches the Ticket Balance.

  5. If a Contractual Amount appears, change it to zero.

  6. Click OK .

  7. Click Commit Payments .

   

  Congratulations!  You have finished entering a simple payment transaction by ticket.

   

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