Flows/Record a payment

flowbillingCARE 3.0+

Overview

This flow describes how to record a payment reconciliation in Care. You record a payment against an issued invoice, or as a general credit on an account.

Pre-requisites

If you record a payment against an invoice, the invoice is issued.
If you record a general credit, you open the account page for the patient.
You have the permissions listed below.

Permissions

Permission	Access
Can Write Payment Reconciliation	Record a payment or a credit note. Facility Admin, Admin, Staff, Doctor, Nurse, and Pharmacist have this permission.

Steps

1. Start the payment

Start the payment from one of these places:

On an issued invoice, click Record Payment. For a refund invoice, click Record Credit Note.
After you issue an invoice, Care offers the same action immediately.
On an account page, click Advance/Receipt to record a payment on the account. To record a credit note, open the menu and select Record Credit Note.

📝 Note

Press r on an invoice page or an account page to open Record Payment. Press c on an account page to open Advance/Receipt.

2. Enter the payment details

Complete the form fields.

Components	What it captures
Payment Method	How the payer pays. Select Cash, Credit Card, Credit Account, Check, Direct Deposit or Debit Card.
Payment Type	The nature of the transaction. Select Payment or Advance.
Issuer Type	Who pays. Select Patient or Insurer.
Location	The place where you collect the payment.
Amount Paid	The amount that the payer pays.
Amount Received	The cash amount that you receive from the payer.
Reference Number	The transaction reference for the payment.
Payment Date	The date of the payment.
Note	More information about the payment.

For a credit note, Care does not ask for an Issuer Type. Enter the Refund Amount in place of the Amount Paid.

If you select Cash as the Payment Method, enter the Amount Received. Care calculates the change to return.

For all other payment methods, you can enter a Reference Number.

📝 Note

The Payment Date cannot be in the future.

📝 Note

Whether the Location field is mandatory depends on your facility's configuration.

3. Submit the payment

Click the submit button to save the payment.

Expected Outcome

Care records the payment against the invoice, or as a credit on the account.
For a cash payment, Care shows the change to return to the payer.

Concept: Concepts/Payment Reconciliation

Overview

Pre-requisites

Permissions

Steps

1. Start the payment

2. Enter the payment details

3. Submit the payment

Expected Outcome

Related