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Version: 3.1

Record a payment

Overview​

This flow describes how to record a payment reconciliation in Care. You record a payment against an issued invoice, or as a general credit on an account.

Pre-requisites​

  • If you record a payment against an invoice, the invoice is issued.
  • If you record a general credit, you open the account page for the patient.
  • You have the permissions listed below.

Permissions​

PermissionAccess
Can Write Payment ReconciliationRecord a payment or a credit note. Facility Admin, Admin, Staff, Doctor, Nurse, and Pharmacist have this permission.

Steps​

1. Start the payment​

Start the payment from one of these places:

  • On an issued invoice, click Record Payment. For a refund invoice, click Record Credit Note.
  • After you issue an invoice, Care offers the same action immediately.
  • On an account page, click Advance/Receipt to record a payment on the account. To record a credit note, open the menu and select Record Credit Note.

Note: Press r on an invoice page or an account page to open Record Payment. Press c on an account page to open Advance/Receipt.

2. Enter the payment details​

Complete the form fields.

ComponentsWhat it captures
Payment MethodHow the payer pays. Select Cash, Credit Card, Credit Account, Check, Direct Deposit or Debit Card.
Payment TypeThe nature of the transaction. Select Payment or Advance.
Issuer TypeWho pays. Select Patient or Insurer.
LocationThe place where you collect the payment.
Amount PaidThe amount that the payer pays.
Amount ReceivedThe cash amount that you receive from the payer.
Reference NumberThe transaction reference for the payment.
Payment DateThe date of the payment.
NoteMore information about the payment.

For a credit note, Care does not ask for an Issuer Type. Enter the Refund Amount in place of the Amount Paid.

If you select Cash as the Payment Method, enter the Amount Received. Care calculates the change to return.

For all other payment methods, you can enter a Reference Number.

Note: The Payment Date cannot be in the future.

Note: Whether the Location field is mandatory depends on your facility's configuration.

3. Submit the payment​

Click the submit button to save the payment.

Expected Outcome​

  • Care records the payment against the invoice, or as a credit on the account.
  • For a cash payment, Care shows the change to return to the payer.

Concepts:

Flows: