payments between clinics

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  • Updated 2 years ago
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We have clinics at two locations. If a client is seen at one (clinic 1) and pays at the other (clinic 2) the payment is allocated against the appointment location - this means that our EOD is out at both locations as payment does not show where it was taken (clinic 2) - EOD rec is under, and shows at clinic 1 - EOD rec is over.

We have spoken to support at FD but the only option they have is to change the provider to match the clinic where payment was taken. This then means our activity reports would not be correct and also leaves the appointment that the payment is for, completed but still open/coloured. This could become a problem in the future if it happens more than occasionally or involves a provider that only attends one of the clinics.

We would like to be able to adjust the payment location (similar to the change date ability?) so that payment is still linked to the appointment (and provider) at clinic 1 but shows on the EOD at clinic 2.

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Freeman Podiatry

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Posted 2 years ago

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Andrew, Community Manager

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Hello

Welcome to the Community. 

Front Desk is specifically setup to handle this type of complicated scenario. The ‘Multiple Locations’ feature should be exactly what you need, which can be enabled in the Advanced tab of System Information

This allows users to accept payment at one location for a service provided at a different location, with the takings for the day being correct at the payment accepting location, and the billings revenues being correct for the practitioner or practice group.

1) Log into Front Desk as the Admin user, and enable ‘Multiple Locations’ from the Advanced tab of System Information.

Close System Information, and restart Front Desk as prompted.



2) After re-opening Front Desk, return to System Information and select the Practice Locations tab. 

Create each of your business locations by clicking the Add button.



3) At the bottom of the window, be sure select the physical location of the computer as 'Your Location'.

This step will need to be completed for each Front Desk machine.



4) Complete.

When billing, all payments made through Front Desk will now be associated with the physical location selected in step 3. 

When reporting, the ‘By Location’ option will now be available on relevant reports. 



This is used to track payments made at a physical location, regardless of where the service took place, and is especially useful for end-of-day reconciliation and banking. 

Please note this shouldn’t be confused with Practice Groups (which might also be labelled as a ‘location’), which tracks entries (transactions, patient files etc.) associated with practitioners in that group.

If you need assistance with the correct use of this feature, please feel free to open a support case at https://www.smartsoft.com.au/support.