Billing

Patient Billing

Patient Billing is collecting payments from the Patients for the services rendered by the Practice. On processing the Claims to the Payers, the Practice can send the outstanding Invoices to the Patients to collect the remaining charges.

• Patient Billing Process
• Sending Invoice Reminders to the Patient
• Patient Billing Settings

Patient Billing Process

The process of Patient Billing involves filtering the outstanding Invoices for Patient Billing under the 'Billing > Invoices > Search Options 1 > Outstanding Invoices' section. Many Practices want to adjust any available Patient Credits and charge the Patient Credit Cards saved on file before sending Invoices to Patients. The Practice can follow the below steps which will help them collect the payments without sending the Invoices to the Patients.

1. Using Patient's Credits for Outstanding Invoices
2. Collecting Payments from Patient's Card on File
3. Sending Invoices with Due and Patient Responsibility

1. Using Patient's Credits for Outstanding Invoices

As a first step of Patient Billing, Practices can look for any Patient Credits that can be used. If the Patient has an unused amount for any Invoice, it can be applied as a payment to the outstanding Invoices by following the steps given below.

1. Select the 'With Due, PR and Patient has Credits' filter option under the Outstanding Invoice Search options.
   
2. This lists all the Invoices for which Claims are processed and Invoice has 'Patient Responsibility', and the Patient has unused payments or credits.
3. To apply the available Patient Credits to Invoices with Due, follow the steps given below.
   
   1. Click on the Patient name link that navigates to the Patient Dashboard.
   2. Go to the Receipts tab and list the Receipts with unused payments by sorting the Receipts by the 'Unused Payments' column. You can also list by selecting the 'Receipts with Unused Payments' option in the 'Watch List'.
   3. Edit the Receipt and apply the unused payments to the Invoices.
   
   
4. If there are outstanding Invoices with Patient Responsibility even after applying the Patient Credits, those Invoices can be billed to the Patient.

2. Collecting Payments from Patient's Card on File

The Practice can charge the Patients from their saved Cards on File by following the steps given below.

1. Select the 'With Due, PR, and Patient has Card on File' filter option under the Outstanding Invoice Search options.
   
2. This lists all the Invoices with Patient Responsibility and the Patient has Card on File. This step is applicable only for Practices with Bluefin Payment Gateway.
3. Select the outstanding Invoices and click the 'Charge Card on File' button.
4. The Payment amount can be automatically filled with the appropriate option from the 'Fill Payment Amount with' drop-down. The options include:
   
   1. Patient Due (Default selection)
   2. Invoice Due
   3. Copay Amount from Insurance
   4. Copay Amount from Insurance. If not available, use Patient Due
   5. Copay Amount from Insurance. If not available, use Invoice Due
5. All the cards can be charged simultaneously by selecting the 'Process Payment' button.
   

3. Sending Invoices with Due and Patient Responsibility

Practice can send the outstanding Invoices with Due and Patient Responsibility to the Patients by following the steps given below.

1. Select the 'With Due, Patient Responsibility (PR)' filter option under the Outstanding Invoice Search options.
2. This lists all the Invoices for which Claims are processed, has Patient Responsibility, and Patients with Credit Cards on File.
3. Select multiple Invoices and use the 'Send Invoice' option to send Invoices to the Patients.
4. The Practice can send Invoices to PHR, E-Mail, or Patients Cell Number. To know more about sending Invoices through different communication modes, click here.
5. Practices can also use 'With Due, PR and Patient has no Credits & no Card on File' to get Invoices with due with no Credits and no Card on File.

Sending Invoice Reminders to the Patient

Practices typically prefer to send multiple reminders to Patients before sending the Invoice to collections or charging the card on file. We have provided a new enhancement in Patient Billing that allows Practices to filter and send the first reminder to the Patients for all Invoices sent 30 days prior. Additionally, options to filter invoices by 60 days, 90 days, and so on are provided to send subsequent reminders to Patients.

To list the Invoices for Patient Billing, follow the steps given below.

1. Go to 'Billing > Invoices'
2. Choose the 'Patient Billing' option from the 'Search Options 1' filter menu. All outstanding Invoices with Invoice Due and PR are listed.
3. You can further filter the Invoices based on the communication preference of the Patient viz. PHR, Email, or Mail. For example, choosing the 'Has PR & Invoice Due - PHR' option lists the outstanding Invoices of the Patients with PHR accounts. The Practice can select the Invoices and send them to the Patients by clicking the 'Send Invoice' button.
4. The Practice can also filter the outstanding Invoices based on different time periods such as 0-30, 30-60, 60, 90, and 120 days from the date the Invoice was sent or the first Invoice was sent.
5. This helps the Practice to send Reminders by choosing the appropriate option.

Based on the First Invoice Sent Date: Filter the Invoices based on the date when the first Invoice was sent to the Patient.

Based on the Invoice Date: Filter the Invoices based on the Invoice Date

Practices can send reminders along with the Late Payment Fee specified in the Practice Policy. To send the outstanding Invoices with a Late Payment Fee, follow the steps given below.

1. Edit the Invoice, add the Late Payment Fee Procedure Code, approve the Invoice, and send it to the Patient.
2. The Late Payment Fee can be added to multiple Invoices by selecting the Invoices and clicking the 'Add Procedures to Invoices' option under the 'Actions' button. Click here to learn more about adding Procedure Codes to multiple Invoices.

Patient Billing Settings

The Patient Billing settings allow Practices to customize the billing parameters for an efficient workflow.

Navigate to the 'Settings > Billing > Billing Settings > Patient Billing Settings' section.

• Send Invoice to Patients with only the Patient Portion of Invoice Due:
  This setting enables Practices to enter an amount submitted on a Claim so it can be excluded from the Patient's Invoice, ensuring that only the remaining balance specific to the Patient is shown.
• Invoice Label Selection:
  Choose the label to be displayed on the Invoice.
• Email Notifications for Invoices, Receipts, and Statements:
  Send an email notification to the Patient's Email ID each time an Invoice, Receipt, or Statement is sent to the Patient's PHR account.

1. Default Options for Sending Invoices
2. Default Options for Sending Patient Statements
3. Default Options to Re-send Invoices
4. Other Default Options
5. Default Options when Card on File is Selected

Default Options for Sending Invoices

Practices can choose preferred settings for automatically sending Invoices.

• Choose the default 'Send-Invoice - PHR Message' template:
  To create or edit the template, navigate to 'Settings > Templates > Practice Templates'
• Choose the default 'Email Template for sending Invoice via Email in addition to PHR':
  This template will be selected automatically when the 'Send to Email too' option is enabled under the 'Send Invoice > Send to PHR' section.
• Choose the default 'Send Invoice - Email' Template:
  To create or edit the template, navigate to 'Settings > Templates > Practice Templates'

Default Options for Sending Patient Statements

Practices can configure the default options for sending Patient Statements.

• Choose the default 'Send Statement - PHR Template':
  To create or edit the template, navigate to 'Settings > Templates > Practice Templates'
• Choose the default Email Template for sending a Statement via Email in addition to PHR:
  This template will be selected automatically when the 'Send to Email too' option is enabled under the 'Send Statement > Send to PHR' section.
• Choose the default 'Send Statement - Email Template':
  To create or edit the template, navigate to 'Settings > Templates > Practice Templates'
• Choose the default Practice Member for the 'From' field, when sending an Invoice or Statement to PHR:
  The responses from the Patient's PHR will be directed to the selected Practice Member.

Default Options to Re-send Invoices

Practices can automatically resend Invoices to Patients whenever there is a change to the Invoice Due. This functionality applies only if the Invoice has already been sent initially.

• Re-send the Invoice to the PHR account:
  Enable this option to resend the Invoice to the PHR account when the Patient pays or when the Invoice Due changes.
• Choose the default template for re-sending the Invoice to PHR Account:
  The Invoice will be sent to the PHR account using either the last used or preferred template based on the selection.
• Re-send the Invoice to the Email ID:
  When enabled, Invoices will automatically be resent to the Patient's Email ID upon payment or 'Invoice Due' changes. This only applies if the Invoice has been previously sent by the Practice.
• Choose the default template for re-sending the Invoice to the Email ID:
  The Invoice will be sent to the Patient's Email ID using the last used or preferred template based on the selection.

Other Default Options

• Choose the 'Guarantor Email ID' option by default in 'Send Invoice to Email' & 'Send Statement to Email':
  Enabling this setting will pre-select the 'Send to Guarantor' checkbox by default on both the 'Send Invoice' and 'Send Statement' pages.
• Auto-select the 'Exclude Invoices with Patient having PHR Account' option, while sending multiple Invoices to the Patient's Email ID:
  This setting will prevent sending Invoices to Patients who have a PHR account.

Default Options when Card on File is Selected

Practices can configure the default options when the Patient's Card on File is used.

• Store the card on file while the Patient pays for Invoices from PHR:
  When this option is enabled, the Patient's card information will be saved automatically whenever they make a card payment from their PHR account.
• Allow Patients to delete the card on file from their PHR account:
  Once enabled, Patients can remove their saved cards directly from their PHR account.