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The Self Payments form consists of three sections. In the first section, the Document/Check Information corresponds to the Payment tier. The Account information corresponds to the Payment Distributions tier. The second section allows the user to enter Payment Distributions to Charges. The final section allows the user to enter Payment Notes and Special Billing Messages.
The Payment Document/Check Information captured in MedSuite contains the following information:
Batch No
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Enter/Select the Batch to which the payment was applied. This defaults to the batch selected in the Payment Batch List
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Remit Date
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Date the payment was deposited into the bank. A warning will be issued if this is entered as a future date.
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Account No
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Enter or Search (F9) for the account that is making the Self Payment.
You may enter an account number or name in the Account No field. If a single entry is found that matches the information entered, the Account information will be retrieved. If not match is found or if more that one match is found, you will be automatically taken to the Account Search window that will present a list of matching account entries.
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Pmt Method
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Enter/Select the Payment Method (Check, EFT, Cash, etc)
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Charge Card
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Enter/Select the credit card type (VISA, MC, Amex, etc.) user-defined
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Doc./Check No
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Enter the Document or check number
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Pmt Type
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Enter/Select the Payment Type
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Adj Type 1
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Enter/Select the primary Adjustment Type
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Adj Type 2
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Enter/Select the secondary Adjustment Type
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Automatic Payment Distribution
MedSuite is a line-item posting system. Payments must be applied to individual line items. Self Payment rarely, if ever, come in with the payment broken-down by line-item. On accounts with a large number of open line-items, Self Payment Posting can become quite tedious. To streamline this process, you may enter the total payment, total primary adjustment and total secondary adjustment and click on the Auto Distrib button (or press Alt-A). The totals entered will be distributed to the line-items in oldest to newest order until there is no more money to distribute. If there is money left to distribute (all line-items are at a zero balance), the first line-item will be set to a credit balance.
Payment
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Total payment amount
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Adjust 1
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Total adjustment 1 amount
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Adjust 2
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Total adjustment 2 amount
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Auto Distrib
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Click this button to auto distribute the totals above to the line items
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Payment Distributions to Line-Items
All charges at the self pay level (insurance has already paid) will be displayed. If no line-items are displayed in the grid, you may click the Show All button on the bottom of the screen to display all line-items on the account regardless of whether or not they are at the self-pay level or not.
Date
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Service date is displayed
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CPT
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Procedure code is displayed.
This field is highlighted Yellow if the Charge is in Collection Turnover
This field is highlighted Red if the Charge has been previously written-off to Collections
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Bill
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Charge amount billed is displayed
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Payment
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Enter the charge amount paid
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Adj 1
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Enter the charge amount primary adjustment
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Adj 2
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Enter the charge amount secondary adjustment
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Open
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The open balance of the charge is displayed
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Payment Notes
You may enter a free-form payment note regarding the payment that will display in the account ledger. The note will be displayed in the Activity View of the ledger and on the Memo tab of the ledger with a blank date as there may be multiple dates of service on a singe payment note. If you select Print Payment Note on Statement, the note will not only go in the ledger but show on the patients statement as well.
Print Payment Note on Statement
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Indicates if the note typed in the box should be printed on a statement.
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Note
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Text of the note to be added to the account ledger. If "Print Payment Note on Statement" is checked the note typed will also print on the statement.
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Special Bill Message
Sometimes, you want to convey information to the account holder or patient. This can be done via the Special Billing Message. The message can be a "canned" of pre-defined message or it may be free-format text. The Account Billing Tab will be updated with the selected/entered message and the recurring flag.
(Blank)
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Enter/Select the "canned" special billing message that will be set on the account.
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Recurring
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Indicates if the message is recurring or a one-time message.
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Message
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Text of the message. Up to four lines of 60-characters of text per line may be entered.
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Buttons
Show All
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Shows all charges on the account regardless of whether they are at the self-pay level or not.
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Suspense
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You may suspend claims or statements for the account and add a memo indicating why this was done. The Suspend Claims and/or Suspend Statement flags on the Account Billing Tab will be updated.
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View
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You may select this button to view the account demographics or ledger.
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Imaging
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Displays images attached to the payment.
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Finish
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Saves the payment as entered and closes the Self Payment form putting you back on the Batch List screen.
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Ok
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Saves the payment as entered.
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Cancel
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Cancels the payment changes made and closes the Self Payment form
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