Payment Plan Guides

The Payment Plan Window allows users to create a new payment plan in the application allowing patients to pay high balances over time.  

Creating a New Payment Plan

1. To create a new payment plan, a user will navigate to the Payment Plan window within the Billing portal.  
   
2. Once on the Payment Plan window, click the New button on the toolbar.
   
3. Select the patient from the patient search window. 
4. The New Payment Plan window will be displayed. It includes a section dedicated to existing payment plans, which allows users to view any current payment plans they have in place. There is also a Patient Balance Claims section that displays any outstanding patient claim balances. Finally, there is a Payment Plan Details section, which allows users to set up a new payment plan, and a Payment Plan Summary (this section will appear after the payment plan is created) that displays the payment plan installment number, due date, and payment amount.

Select Claims for Payment Plan

This is where you will choose which claim(s) or balance(s) you wish to associate with the payment plan.

1. Check the box(es) to the left of the existing claim(s) balance(s) you want to include in your payment plan. 

Enter the Payment Plan Details

This is where you will enter your payment plan details (installment amounts, dates, recurring payments, etc.)

1. With the Payment Plan Details section, verify your Plan Total (calculated from the selected claims).
2. Select your installment amount or your number of installments.  
   1. If you select to enter an installment amount, the system will calculate and populate the number of installments needed to fulfill the total balance.
   2. If you select enter the Number of Installments, the system will calculate the installment amount based on the # of payments. 

       The last installment payment may be different from the other installment amounts depending on how the total amount is divided by the number of installments, as well as the company's setting that determines the minimum payment allowed as the last installment payment. For more information on this setting, visit our Payment Plan Setup help article.

3. Select the first installment date (Installment Start).
4. Select your Installment Type (Monthly or Weekly).
5. Optional: Save a patient credit card on file by selecting "Add Card" at the bottom of the screen. This will link the card to the payment plan to be used for recurring processing and manual processing.
6. Optional: Enter any payment plan comments.
7. Select  your optional plan flag(s)
   1. Recurring Payment: This will flag the payment plan for the recurring payment process.
   2. Exclude claims from statements: This will exclude the selected claims from being included in the patient’s statement.
   3. Do not send statements: This will set the Do Not Send Patient Statement flag for the patient while the payment plan is in Active Status.
8. Click Save. 

Once you have set up a payment plan, you may find that some edits or updates need to be made to the existing plan. There are various actions you can perform on the existing payment plans from the Payment Plan Details Screen. 

Payment Plan Actions

1. To perform additional actions on an existing payment plan, navigate to the Payment Plan window within the Billing portal.  
   
2. From the Payment Plan window, highlight the desired payment plan and click "Open." Alternatively, you can simply double-click on the desired payment plan from the list to open it.
3. Within the payment plan Detail Actions, select the desired action from the available options.

Update a Payment Plan

When a user clicks Update Plan within the Detail Actions in the Payment Plan Details Screen, the following takes place: 

1. The Update Payment Plan screen comes up.
2. Enter any desired edits or updates.
   1. Optional: Enter any applicable write-off or adjustment.
   2. Optional: Edit the total amount due.
   3. Optional: Edit the installment amount.
   4. Optional: Edit the number of installments.
   5. Optional: Enter any payment plan comments.
   6. Optional: Select any payment plan flag(s)
      1. Recurring Payment: This will flag the payment plan for the recurring payment process.
      2. Exclude claims from statements: This will exclude the selected claims from being included in the patient’s statement.
      3. Do not send statements: This will set the Do Not Send Patient Statement flag for the patient while the payment plan is in Active Status. 
3. Click Save. 

Update a Payment Plan Status

When a user clicks Update Status within the Detail Actions in the Payment Plan Details Screen, the following takes place: 

1. The Payment Plan status screen comes up.
2. Select the new status from the list:
   1. Active: The Payment Plan is active with expected payment amounts and dates.
   2. Cancelled: The payment plan has been canceled.
   3. Completed: The entire payment plan balance was paid in full and no remaining balance exists.
   4. On Hold: The payment plan is in a hold state.
   5. Past Due: The payment plan has an installment that has been deemed past due.
3. Select if you want to remove any unused claims from the plan. 
4. Click Save. 

Change Responsible Party

When a user clicks Resp Party within the Detail Actions in the Payment Plan Details Screen, the following takes place: 

1. The Change Responsible Party screen comes up.
2. Click the dropdown to select the responsible party from the options.
3. Click Save.

Defer a Payment Plan

You can choose to delay or "defer" a payment until a future date by selecting this option. When a user clicks Deferment within the Detail Actions in the Payment Plan Details Screen, the following takes place: 

1. The Defer Payment Plan screen comes up.
2. Select a new deferment date (new date for the payment) from the dropdown list. 

   Please note that any existing deferments will be removed.

3. Optional: Add any additional periods (# of additional installments to extend the timeframe).
4. Click Save. 

Adding a Credit Card to a Payment Plan

You can save a new or existing patient credit card and associate it with the payment plan for recurring and manual processing by selecting this option. When a user clicks Add Card within the Detail Actions in the Payment Plan Details Screen, the following takes place: 

1. The  Add Credit Card screen comes up.
2. Select new to add a new credit card, or select an existing card to connect/link to the payment plan (this is the same as the existing process of saving a patient credit card).