How To: Enter Client Payments

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TherapyNotes’ billing features allow you to keep a record of charges and payments for both insurance companies and your clients. When you receive a payment from a client, enter the payment into TherapyNotes.

Role Required: Practice Biller or Biller for Assigned Patients Only

To enter a client payment:

  • Click Billing > Enter Patient Payment > Search Patients OR Click Patients > Patient Name > Patient Billing tab > Enter Patient Payment

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  • Select the method of payment from the Payment Method dropdown
Quick Tip: If you have credit card processing enabled, you can select a previously used card, swipe a new card, or manually enter a new card from the Payment Method dropdown to immediately charge the client's credit, debit, or HSA card.
  • Enter the Payment Date, Payment Amount, and other applicable payment information, such as Check Number for check payments or Transaction ID for externally processed credit, debit, or HSA card payments
  • The Payment Amount is automatically allocated to the oldest dates of service still pending payments. To change the allocation, enter the amount you wish to apply to each date of service in the Allocation column
  • To write off a portion of the client balance, select the checkbox for the desired date(s) of service in the Write-Off column. The values in the Write-Off column show the exact amount to be written off according to the Pt Amt, Pt Bal, and Allocation for the corresponding date of service
Quick Tip: If you accidentally select a Write-Off checkbox and save the payment, read How To: Undo Client Balance Write-off to learn how to revert the write-off.
  • Click the Save Payment button

Note: If the amounts entered in the Payment Allocation fields add up to a value less than the Payment Amount, the unallocated portion of the payment becomes an unassigned credit. For more information, read How To: Create and Apply Unassigned Credit.

Helpful examples:

  • If a client gives you a check for $100 to cover four upcoming copays of $25, enter $100 in the Payment Amount field and $25 in the Allocation field for each date of service the check covers
  • Imagine a client owes you $25 but only has $24 cash at the time. You tell the client not to worry about the missing $1. Enter $24 in the Payment Amount field, enter $24 in the appropriate Allocation field, then select the corresponding checkbox in the Write-Off column to write off the remaining $1
  • If a client pays you $50 to cover a $25 copay but only has one outstanding appointment, enter $50 in the Payment Amount field and allocate $25 to the outstanding appointment. If the client has a future appointment scheduled, you may allocate the remaining $25 to the upcoming appointment. Otherwise, the extra $25 will be recorded as an unassigned credit which can be used to cover any future balance for the client
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