Transactions > Payment Codes

Key Info  
Purpose:

Configure payment codes for Transactions module.
Related Module(s):

Transactions
Accessed From:

Maintenance > Transactions > Payment Codes

Window(s):

Payment Codes

Dependencies:

Bank Codes

Adjustment Codes

Payment Codes Window

Payment codes are used to identify the type of payment being made.

Example: A payment could be made by cash or credit card. Payments are handled differently if they are made by a patient or an insurance company, so that is also included in the payment code.

The Payment Codes window allows you to manage the payment codes used by your institution.

Field Description
Code

A text field that indicates the code that identifies the payment code.
Inactive

A check box that, when selected, indicates the code is inactive and not in use.
Description

A text field that describes the payment code.
Print Description

A text field that describes the payment code that displays on printed statements and receipts.
Bank Default

A text field that indicates the default bank for this type of payment.

The ellipsis is used to display the Bank Codes window and select a bank code.

This should only be specified when the payment code is always entered at the same bank.
From

A drop-down list that indicates the source of the payment:

  • Patient: Payments are received from a patient or guarantor on behalf of the patient. These payment codes only appear in the patient payments area and do not appear in the insurance payment area.
  • Insurance: Payments are received from an insurance company. These codes can only be used in the insurance payment area and do not appear in the patient payment area.
Discount

A text field that allows patients to receive a discount (through an adjustment) when making a specific type of payment.

Example: Cash.

The ellipsis is used to display the Adjustment Codes window and select an adjustment code.
Percent

A text field that indicates the percentage of the discount (for payment types that include a discount).

Note: This field is only used if the Discount field is populated.

Direct Deposit Payment?

A check box that, when selected, indicates the payment is electronically transferred and no cash or checks were placed in the cash drawer.

Example: Debit or Credit cards.

Discount only if Today's Charges Paid in Full?

Note: This field is used in conjunction with the Discount and Percent fields.

A check box that, if selected, indicates that the discount should only be applied if the payment covers the cost of all charges from today.

Example: If charges today total $100, and this payment is for $100, then a $10 credit adjustment will be added to this patient’s account.

Note: For this option to work, the Practice Options window > Payment discounts check box must be selected.
Task Procedure
Add Payment Codes
  1. Click the Clear Data () icon.
  2. Complete the fields as necessary and click the Add a new Record () icon.
Edit Payment Codes
  1. Select a listed entry.
  2. Make any necessary changes and click the Modify Record () icon.

    3. Note: Once an payment code is created, the Code field cannot be modified.
Delete Payment Codes
  1. Select a listed entry and click the Delete Record () icon.
  2. When prompted, click Yes to confirm the deletion.

    3. Note: Once an payment code is used, it cannot be deleted and should be marked as inactive.

Preview/Print Report
  1. (Optional) To preview the Payment Codes report, click the Preview Report () icon.
  2. To print the Payment Codes report, click the Print Report () icon.

    3. Note: The Payment Codes report uses the payment.rpt file.