Making a Payment

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Glossary Item Box

Payment: Modifying a Payment | Deleting a Payment | Payment Search

Patient: Patient Search | Family Search

GPCHelp

Making a Payment

A payment can be made only for an existing bill. Payment form can be opened from the bill form if you click on the pay button. To directly make a payment while creating a bill you can click on the pay button on the bill form instead of saving it. The pay button when clicked will automatically save your bill first and then proceed on to payment.

Otherwise, payments can be made after searching the patient, searching a family or searching an agency.

Making a Payment by Searching a Patient

To make a payment by searching a patient select billing and payments from the main menu and then select 'Individual Payment'. The patient search form will be displayed. Search for the patients you want to make payment for. If your search has matched any records, then the patients will be displayed below in the grid. Double click on the grid or hit enter on any patient record to display the payment form with the outstanding bills for the patient. If there are no outstanding bills for the patient, the software will message you.

Making a Payment by Searching a Family

To make a payment by searching a family select billing and payments from the main menu and then select 'Family Payment'. The family search form will be displayed. Search for the family you want to make payment for. If your search has matched any records, then the families will be displayed below in the grid. Double click on the grid or hit enter on any family record to display the payment form with the outstanding bills for all patients in the family. If there are no outstanding bills for the patients in the family, the software will message you.

Making a Payment by Searching an Agency

To make a payment by searching an agency select billing and payments from the main menu and then select 'Agency Payment'. The agency search form will be displayed. Search for the agency you want to make payment for. If your search has matched any records, then the agencies will be displayed below in the grid. Double click on the grid or hit enter on any agency record to display the payment form with the outstanding bills for that agency. If there are no outstanding bills for the selected agency, the software will message you.

Making a Payment Directly while Billing

When you are billing a patient, you can directly go to the payment form by clicking the pay button on the bill form. Clicking the pay button will first save the bill, if the bill has no errors, then display the payment form for the bill.

Payment Form

Payment of a bill can be made in 3 different ways:

Lump Sum
By Bill
By Item

Payment By Lump Sum

Click to enlarge

Select this method if you want a lump sum payment to be made against the bill. If there are more than 1 service items in the bill, the lump sum amount will automatically be adjusted against the items. You cannot put in an amount which is greater than the bill amount. The payment amount will have to less than or equal to the bill amount. It might happen that one of the service items have been fully paid while the other is partially paid. This bill will then be available for payment later. If a bill has been fully paid, that is, all the service items have been paid totally, then no more payment can be made against the bill.

Payment By Bill

If you opt for the payment by bill method, then you have to insert the payment against each bill in the grid. The bill is the parent row in the grid,while the service items are the child rows. When you type in an amount for the bill and hit enter, the amount in the service items will be automatically adjusted.

Payment By Item

If you opt for the payment by item method, then you have to insert the payment against each service items in a bill in the grid. Type in the payment amount for the service item and hit enter.

Whenever any amount is adjusted in the grid, the payment summary will also be adjusted. The payment summary gives you a summarized version of the payment taking place.

Setting the Payment Allocation

The payment is not ready to be saved unless and until proper payment allocation is completed. There are a number of options available to you for payment allocations the most simple being the cash. Other allocations currently include eftpos, credit card, 3 different cheques, online banking and others.

The sum of the allocations will have to match the sum of total payment.

When you select cheque to allocate a payment, you have to enter the cheque number in the details column of the allocation grid.

Simple allocation for single bill

The allocation of payment is quite simple when you are making a payment against a single bill.

Select the type of allocation you want from the drop down in the first column of the allocation grid and type in the required amount. The sum of your allocations is displayed below which should match the total of the payment before you save the payment.

Complex allocation for multiple bills

It may often happen that you are required to make the payment for multiple bills at a single time. For example, when you are making a payment by agency search, then all the outstanding bills for the agency are displayed in the payment form. In such a situation, the payment allocation takes place in a separate form.

The payment allocation grid is absent in the payment form. After you enter the amount for payment and click on save, the payment breakup form is displayed.

Here you have two options:

Set a single allocation method for all the bills. For example, you can select cash from the drop down which means that both the bills in the above diagram have been paid by cash.
If the bills are paid differently, you have no option but to manually insert the payment allocations in each of the bills.

After you have finished allocating the payment, click on save.

Patient: Patient Search | Family Search

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