[ Help Main ] > [Main Nav Bar] > [Patients] > [Patient Search] > (acquire patient) > [Patient Menu] > [Post Copay/Unapplied] (under billing Functions column)

Overall function, use & design:

To post a payment, to an account, that is not credited to a charge item. Possible uses:

• When a patient makes a copayment and the charge is not yet entered into the system, a receipt can be generated from this Unapplied Copayment at the time the patient is in the office.
  
• If a patient pays in advance for services that are planned to be rendered but are not yet charges in the system.
  
• If there is an overpayment either by the insurance or the patient. It can be stored here prior to refunding or later application.
  
• Can be used for patient's to keep a credit balance in their account, ie:, paying several copays in advance.

To post an Unapplied Payment to an account
From Patient Menu, billing functions column

1. Click Post Copay
   
2. Complete all the fields in the pop up Payment window
   
3. Click Save

To view amount in unapplied

1. Go to a Patient Ledger of the account you want to view
   
2. Across the top of the Patient Ledger screen are the totals of critical financial data of the account, one of the totals is Unapplied Funds
   
3. In the ledger the line item payment will show up and be identified by Unapplied Funds under service code, and DOS.

To apply Unapplied funds to a charge

1. In Patient Ledger
   
2. Highlight the charge(s) to which you want to apply funds
   
3. Click Post Payments
   
4. Click on the drop down box under PAYER field
   
5. Select Unapplied Funds from the "Payer" dropdown
   
6. In the Payment field enter the amount to take from Unapplied and post to that charge
   
7. Choose a Payment Code (Important, so as to identify this application of funds in the Ledger)
   
8. Click on Save Payment & Return to saved application or Back to escape and return to the Ledger without saving.

To Remove money from Unapplied in a patient's account (not applying it to a charge)
To refund a patient or insurance with money that is in unapplied, or correct an erroneous payment made to unapplied.

1. Follow the same steps as in post an Unapplied Payment to an account
   
2. Post a negative payment for the amount that you want to remove. Make sure to use the payment code to identify the nature and/or reason for this action in your ledger.
   

FAQ:

I was told that an account shows money in unapplied but when you go to post that money via payment posting it says $0 available. Why?

Your problem is most likely because the doctor who was credited with the copay and the doctor you are trying to post the money to are different. The system does not allow for cross over payments between doctors via unapplied.  At the far right of your patient ledger you should have a column called PAYEE, this will let you know who got credited with the unapplied payment. 

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