Overview:
This article explains how to transfer payments within the system from one case to another within the same patient or between different patients. This process is useful in scenarios where payments need to be allocated among family members’ accounts or split across different types of cases (e.g., insurance and massage cases).
Step 1: Locate the Patient and Start a New Transaction
Search for the patient in the system or click on their name to access their snapshot.
Click on "New Transaction" to start a new financial entry.
Step 2: Enter Payment Details
Select "Payment" to enter the payment details.
Choose the payment type (e.g., Cash, Credit, etc.).
Enter the full amount of the payment.
Allocate Payment Across the same Patient, two different cases
If the patient has multiple cases (e.g., an insurance case and a cash case), decide how you want to allocate the payment.
For example, you may want $30 to go towards the insurance case and another $30 toward the cash case.
Click "Transfer" to split the payment across cases.
Under Transfer to Patient type the patient’s name and Select the case where you want the funds to go.
Enter the amount you wish to transfer to that specific case.
Click "Submit" to finalize the transfer.
Note: Once submitted, the original payment (e.g., $60) will show on the ledger of the initial case shown at the top right of the screen (e.g., insurance). However, the designated transfer amount (e.g., $30) will move to the other case (e.g., cash), creating a credit split between the cases.
Transfer Payment from one Patient to Another Patient's Account
To allocate part of a payment to another patient’s account, such as a family member:
Start from the original Patients Profile, click New Transaction, and select Payment.
Enter the full Payment Amount and select Transfer.
Search for the other patient’s name where the funds will be transferred and select the appropriate case for the transfer.
Repeat the process for any additional patients.
Click Submit to complete all transfers.
Note: The original patient’s ledger will display the payment, and the transferred amounts will appear in the receiving patient’s ledger as “Transfer from [Original Patient’s Name].”
Step 6: Review the Ledger
Original Ledger: Shows the total payment and transfer amounts.
Receiving Ledger(s): Reflects the transferred funds with the notation “Transfer from” alongside the originating patient’s name.
Additional Information: Transferring Payments Post-Date
If you need to transfer funds after the payment date:
Access the original transaction by clicking the edit button in the Edit column of the Patients Ledger which will pull up the Transaction Modal. Choose Transfer to set up a transfer to the desired account.
To maintain ledger clarity, consider backdating the transfer to match the original payment date, although this is optional.
NOTE: Split Payment Options using Merchant Services
The steps above are to be used as a manually transferring of funds between cases or patients. If using Merchant Services, please see other resources on Split Payments.