Add a Patient Payment or Adjustment – CareStack

Charges for completed treatments are posted once the procedure codes are marked as 'Completed'. Once the patient has a balance, you can enter their payment in the system and allocate it towards the appropriate treatment codes.

You can add a patient payment, add an adjustment only, or add a patient payment with an adjustment.

Watch this video for a concise summary.

Let's get started.

Select the patient using the Global Search bar > hover over Billing > select Payments.

The Patient Payment slide-out will open up with the Add New Payment/Adj. tab as default.

Note: When there is some patient account balance, the Regular Payment will open up automatically. If the Balance Due is 0, you will be redirected to Advance Payment.

Add a New Patient Payment

Perform the steps below to add a new patient payment.

Select Regular Payment as the Option.
Enter the necessary payment details.
- Payment Amount: Enter the dollar amount of the payment being accepted.
- Payment Location: Choose the office location at which the payment was made.
- Payment Date: Select the date the payment was accepted.
- Payment Type: Select the mode of the payment being made (such as Cash, Check, Credit/Debit Card, etc.)
- Remarks: Enter any remarks you deem necessary.

Select the required Invoice.
- All the Procedure Code(s) of the invoice will be automatically selected.
- If you need to select only specific Procedure Code(s) of the invoice, expand the invoice section and select the necessary codes.

Checkmark the Send Email checkbox if you need to email the receipts to the patient.
Click Add Receipt & Apply.
- You will see two green toast notifications on the top right stating, 'Payment applied successfully' and 'Receipt added successfully.'

If you have selected the Send Email option in the previous step, perform the steps below.

Enter the Subject and content to notify the patient about the payment.
You can utilise Email Templates for faster email creation.
- The payment receipt(s) will be auto-attached to the email as Attachment(s).
Click Send.

If you have selected the Payment Type as Credit or Debit Card, you need to select the Payment Gateway.
If Stripe is selected, click Pay with Stripe (or the selected Payment Gateway).

Note: If the codes are not visible, uncheck the Filters to view any hidden procedure codes.

Note: Optionally, you may specify whether the payment should be applied towards the Oldest or Newest first by selecting the appropriate option located to the left of the Step 2 header.

Tip: Click Go to Manage Credits to manage your unapplied credits. From the very same slide-out, you can create a new payment plan by clicking + Create Payment Plan.

Add Adjustments to Payments

Global Adjustment

There are two types of adjustment levels - Global Level and Line Level. The former will be applied to all codes while the latter applies to selected ones individually. After adding the Payment Amount and selecting the required Codes, perform the following steps.

Click + Add Global Adjustment.

Select the Adjustment Code as required.
Enter the Adjustment Amount or Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.

Note: This ensures amounts are allocated accurately, even when treatments involve multiple providers.

Click on the Note icon to add any Remarks as needed.
Click Add Receipt & Apply.

Note: You can view the Patient Balance in Selected Codes, Net Adjustments that were done, and the Total Unapplied Credits displayed at the bottom of the slide-out once adjustments are made.

Line Level Adjustment

Under Select Procedure Code(s) section:

Expand the required Invoice to see all procedure codes.
Click the '+' icon on the relevant procedure code to add a layer of adjustment.

Choose the Adjustment Type and Adjustment Code.
Enter the Adjustment Amount.
Click Add Receipt & Apply.

Add Adjustments Only

If you want to add only adjustments and not payments, perform the steps below.

From the Payment slide-out:

Select the Add New Payment/Adj tab.
- Click Adjustments Only.
Select the required Codes.

For Global Adjustment:

Click + Add Global Adjustment.

Select the Adjustment Code as required.
Enter the Adjustment Amount or Adjustment Percentage.
- For Adjustment Amount, select the Distribute Proportionally option to distribute the adjustment uniformly to all selected codes.
- For Adjustment Percentage, select the Distribute Evenly option to distribute the adjustment percentage uniformly to all selected codes.

Note: This ensures amounts are allocated accurately, even when treatments involve multiple providers.