Properly configuring your payment settings is a critical step to streamline payment processing, ensure accuracy, and improve the efficiency of managing patient payments. Below is a detailed guide to the settings available under the Payments section:
Default Payment Notes
Customize the default notes for different types of payment requests to clearly communicate payment details to patients:
One-Time Payment Request: This note is displayed when requesting a one-time custom payment from a patient.
Account Balance Request (Patients with Insurance): Default note for patients with insurance, prompting them to pay their outstanding balance after all claims have been processed.
Account Balance Request (Patients without Insurance): Default note for patients without insurance to pay their outstanding balance.
These notes help ensure patients receive clear, consistent messaging tailored to their payment scenarios.
Payment Sync Settings
The Payment Sync Settings section ensures that payments are accurately recorded in your Practice Management System (PMS):
Automatic Sync: Enable this option to automatically sync patient payments to their ledger in your PMS when the patient's name and Date of Birth (DOB) match. Payments without a match will appear in the Summary Tab, where they can be manually assigned.
Provider Selection: Choose the provider responsible for posting payments. For larger offices, selecting a generic provider may simplify reconciliation.
Payment Types: Assign specific payment types for different transactions:
Customer Online Payment: Set or create a unique payment type to categorize online payments made via the patient portal.
In-Office POS Payment Post Payment Type: (PbN Payments users only) Assign a dedicated payment type for payments processed through the in-office Point-of-Sale (POS) system. For example, "In-Office POS Payments."
Charged by Practice Post Payment Type: Required for all practices using Stripe or PbN Payments. This ensures transactions where the practice directly charges patients are properly categorized in your PMS. Create a payment type like "Charged by Practice Payments" for easy identification.
Payment Follow-Up Sequence
Enhance payment collection efforts with automated follow-ups:
Customization: Add patients to a follow-up sequence either automatically or manually. The sequence includes multiple reminders sent at specific intervals.
Notification Methods: Patients receive notifications via email and/or text messages as part of the follow-up sequence.
Click here for an in-depth look at the payment follow-up sequence.
Payment Automation Settings
This section allows you to set up automation rules for adding patients to the payment follow-up sequence:
Automation Criteria: Specify conditions for automatically adding patients to the sequence.
Balance Range: Define the minimum and maximum balance for automation to apply.
Interaction Timeframe: Set the timeframe for the last interaction with the patient or guarantor.
Pending Insurance Claims: Exclude patients with unresolved insurance claims until all claims are processed.
Age Filter: Determine the age range of patients eligible to receive payment requests.
Account Exclusions: Exclude specific account types (e.g., staff or inactive accounts) from the automation process.
Discount Criteria: Offer discounts to patients who pay their balances in full by configuring discount parameters.
Click here for an in-depth look at the payment automation settings.
Payment Snooze Reasons
Manage follow-up communications by applying "snoozes" for patients who need more time to pay:
Snooze Types: Reasons may include pending insurance claims, agreements to pay directly, waiting for HSA funds, and more.
Adding Snoozes: To add a snooze, click "Add New," enter the reason, set the duration in days, and click "Create."
This feature ensures patients are not contacted prematurely and allows your team to follow up effectively.
Testing Actions for a Specific Date
Plan and test scheduled payment actions to ensure accuracy and proper execution:
Scheduled Actions: Select a date to test and schedule actions such as payment reminders or follow-up communications. This allows you to verify functionality before the actions go live.
Properly configuring these settings can optimize your payment workflows, improve the patient experience, and ensure smooth synchronization with your PMS. Take full advantage of these tools to enhance your payment collection process.