Patient Credit

  • 1
  • Question
  • Updated 5 years ago

If we have a patient who has paid for 13 appointments up front, so $650, how do we put this into her patient file? She is up to her 8th appointment, so only has $250 left (used up $400 so far). So how do we receipt her every time she has an appointment and uses some of this credit?

Photo of Pippa


  • 3 Posts
  • 1 Reply Like

Posted 5 years ago

  • 1
Photo of Sam


  • 1 Post
  • 2 Reply Likes
Hi Pippa, you can take the payment and process as an unallocated payment on the patient file (by clicking on payment on the general tab, then clicking the "Accept Unallocated Payment" on the bottom left hand corner).  Then each time she comes in, you receipt and select the amount due from previous credit at the top of the payment screen.
Photo of Andrew

Andrew, Community Manager

  • 390 Posts
  • 119 Reply Likes
Hi Pippa

Thanks for posting.

To give a general example, let's say we have a $1000 appointments pack or deal, which will cover 10 future appointments.  That's 10 appointments worth $100 each.

The first step would be to add the $1000 'credit' to the patient file through an 'Unallocated Payment' as below.

From the Patient File, select Payment and enter the total amount of credit in the 'Payment' field. Rather than assign the payment to an outstanding item, instead we are going to 'Accept Unallocated Payment' in the bottom left of the window.

You may wish to add the unallocated payment to a separate billing account if you are concerned it might accidentally be used on other products or services than intended.

Once the unallocated payment has been added to the file, the patient should have a positive balance.

From here it is simply a matter of charging for each of the 10 appointments as the patient uses them. You may wish to create an Item Code which charges the correct amount for a single appointment to make this easier ($100 in this case).

When the patient arrives for an appointment, select Bill as per usual and charge them for the single session - Be sure to add the item with a payment and not as outstanding.

From the payment screen, you can then deduct the $100 for a single session from the total credit available.

As more of the appointments are used, the credit available will decrease accordingly.

Once there is no credit remaining the patient should have used all of their available 10 sessions.

That's all there is to it, so I hope this helps.  If you need more specific assistance with your particular transactions and credits, please visit our support page to contact one of our helpdesk staff.