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.
Step 3: Allocate Payment Across Cases (If Applicable)
If the patient has multiple cases (e.g., an insurance case and a massage case), decide how you want to allocate the payment.
For example, you may want $50 to go towards the insurance case and another $50 toward the massage case.
Click "Transfer" to split the payment across cases.
Step 4: Transfer Payment to a Different Case within the Same Patient
Under “Transfer to Patient,” type the patient’s name.
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., $100) will show on the ledger of the initial case (e.g., insurance). However, the designated transfer amount (e.g., $50) will move to the other case (e.g., massage), creating a credit split between the cases.
Step 5: Transfer Payment 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 patient’s snapshot, 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.
Select the appropriate case for the transfer if needed, and 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 and 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.
Split Payment Options with Merchant Services
Some merchant services integrated with the system allow split payments, where funds can be automatically split across cases.
If Split Payment is Not Available: Manually transfer funds between cases or patients using the steps above.
This process allows for accurate and flexible financial management, enabling funds to be transferred between cases or family members seamlessly.
By following these steps, users can manage payments and fund allocations effectively in the system.