Practice users have complete control over all patient payment plans, whether they’re active, accepted, delinquent, retrying, proposed, or archived. This guide outlines how to view summaries, track payments, and take key actions like editing, charging, canceling, or downloading plans.
Payment Plans Overview Summary
The top of the Payment Plans page offers a dashboard-style summary:
Plan Payments: Total payments received from payment plans in the last 24 months.
Under Contract Balance: The amount still due from all current payment plans. This includes:
Active Plan Balances
Delinquent Plan Balances
Retrying Plan Balances
Revenue Graph: A bar chart showing payments received per month from payment plans.
1. Active Plan Balance
Plans move to “Active” once the first payment or downpayment is made. You’ll see:
Patient Name
Plan Name
Plan Amount
Remaining Amount
Completed Installments
Next Payment Date
Available Actions:
Edit Plan
Cancel Plan
Download Plan
Edit Plan
When you edit a plan, you can:
View all installments
Charge or Mark Installment as Paid Offline
Change installment date or amount
Charge Installment
Click Charge to open a pre-filled popup to process the payment:
Mark As Paid Offline
Mark an installment as paid offline if processed outside PbN:
No receipt is generated.
⚠️ Note: This payment does not sync to your PMS. Update your PMS manually.
Edit Installment
You can change:
Amount: Adjust differences to the next or all future installments.
Date: Set a new date and choose how to apply it:
Options include:
Don’t change future dates
Shift future dates by the same number of days
Set all remaining installments to this new date
Example: Choosing the 31st will schedule payments on the last day of each month.
2. Accepted Plan Balance
Plans that are accepted (by patient or practice) but not yet started (no payment made) appear here.
You’ll see:
Patient Name
Plan Name
Plan Amount
Available Actions:
Charge & Start Payment Plan
Archive Plan
Download Plan
Before starting, ensure a default payment method is added. Click on the Plan Name to view full details:
3. Delinquent Plan Balance
These are plans where payments failed and retry attempts were exhausted.
You’ll see:
Total outstanding balance for all delinquent plans
Failed attempts log per plan
Available Actions:
Edit Plan
Cancel Plan
Download Plan
Click into a plan to manually Charge & Start Payment Plan again. If successful, the plan returns to “Active.”
4. Retrying Balance Plans
Plans with failed payments currently in retry mode appear here. The system will attempt to charge again based on your configured retry schedule.
Successful charge = plan moves to “Active”
All attempts failed = plan moves to “Delinquent”
5. Proposed Plans
Plans shown here have been sent to the patient as a one-time or 3-option proposal.
Key behaviors:
Patient must accept within 60 days
If three “Best Plans” are sent, all show here until one is accepted
On acceptance, remaining proposals auto-archive
You’ll see:
Patient Name
Plan Name
Created On
Plan Amount
Available Actions:
Manually Accept Plan (if signed paper consent obtained)
Archive Plan
Send Reminder
Manually Accepting a Plan
Click the ✅ icon and confirm:
“This payment plan is currently in a proposed state. Would you like to manually mark this plan as accepted? Please confirm that you have taken patient consent on paper.”
⚠️ A signed paper agreement is mandatory before manual acceptance.
Once accepted:
Plan moves to Accepted
Remaining proposed plans are archived
6. Archived Plans
These include:
✅ Completed: All payments received
❌ Cancelled: Manually canceled
⌛ Expired: Not accepted within 60 days
Archived plans are view-only for historical reference.
Summary
Practice by Numbers offers complete transparency and flexibility in managing patient payment plans. Whether you're following up on a missed payment, editing an upcoming installment, or reviewing completed plans, the Payment Plans page is your central hub for action.