WebPT EMR | Patient Payments
  • 26 Mar 2024
  • 4 Minutes to read
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WebPT EMR | Patient Payments

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Article Summary

Overview

WebPT's Patient Payment system streamlines the entire payment collection process allowing you to track dollar amounts for copayments, coinsurances, deductibles, and other sales transactions including wellness products and therapy supply sales. You can review detailed summaries of balances and collected payments, as well as record payments in an appointment or in a case and print payment receipts and histories.

 
Click the arrow or colorblock below to discover more.



Benefits

WebPT EMR + Payments | Benefits

  • Copay, Coinsurance, and Deductible information entered in the patient chart carries over to the Scheduler, where you can record collected payments when the patient checks in.
  • Payment history is available for each patient case in the patient chart. Track current balances and print a full history.
  • The Payment Log provides valuable business insights by tracking money collected and outstanding balances for the entire clinic.
  • You can enter payment information directly from the appointment on the Scheduler, or in the patient chart.

 
Discover even more with our Integrated Credit Card Processing feature.



Add Copay, Coinsurance, and Deductible Information to the Patient Chart

WebPT EMR | Add Copay, Coinsurance, and Deductible Information in Patient Chart

Enter copay, coinsurance, and deductible amounts in the Add Insurance/Policy Information screen, and payment types and amounts will carry through to patient appointments.

EMR_Patient Manager_Info_Insurance_Policy Info_Copay Deductible

 
Go to the patient chart, and select Patient Info.

  • If you are adding insurance to a case for the first time, click the Add Insurance tab, select the insurance and click Next, then enter the amounts into the Policy Information screen.
    EMR_Patient Manager_Patient Info_Add Insurance tab

  • If the insurance is entered in the case, Edit the insurance and click Next to get to the Policy Information screen.
    EMR_Patient Manager_Patient Info_Edit Insurance_Medicare

 
Discover how to add and edit insurance payers.



Record Payments in Appointments

WebPT Scheduler | Record Payments in Appointments

You can access the appointment at any time to record payments or when they check in. Click on the appointment to open it, view the Appointment Action options, and collect the payment.

EMR_Scheduler_Appointment Action_Check In Payment

 

  • If you have entered Copay, Coinsurance, and Deductible Information in the patient chart (see above), click Check In to open the payment screen and collect the payment.
  • Otherwise, you must click the Payment button and manually add payment information.


Record Payments in a Patient Case

WebPT EMR | Record Payments in Case

Go to the patient chart, select the appropriate case, and click Patient Payments to record patient payments in the case. Use the Add Payment button to collect payment for any date of service.

EMR_1.0_Patient Chart_Patient Payment_Add Payment

Payment Collection Date and Time

When you hover over the patient payment, the payment collection date and time display in UTC.

EMR_Patient Chart_Patient Payment Hover



Collecting Payments

WebPT EMR | Collecting Payments

Whether you are collecting the patient payment in the appointment or in the case you'll encounter the Collect Payment window.

EMR_Collect Payments window_Overview

 
When collecting payments the steps may vary based on the charge types, transaction type and payment types.
 

  1. Click Add Charge to add a new charge or review the existing charge details.

  2. Check the Paid check box next to each charge related to the payment or check Select All if the patient is paying their full balance.

  3. Verify the Total Due.

  4. Review or indicate the Provider payment association.

  5. Choose the Payment Method from the dropdown. If the patient is paying by Credit/HSA/FSA Card follow the steps for Processing a Card Payment or a Partial Card Payment.

  6. After collecting the payment, choose the appropriate Save Option from the dropdown menu to save the transaction. Then either close the screen, print a receipt, or print a full payment history for that patient’s case. You can also print a receipt for the visit later from the Print Receipt appointment action button.



Collect Payment Fields

WebPT EMR | Collect Payment Fields

 

Collect Payment FieldCollect Payment Field Descriptions
Date of ServiceAppointment date
Charge TypeCopay, Deductible, Coinsurance, Supplies, Wellness, Other, or Internal Payment. (P) indicates Primary Insurance and (S) indicates Secondary Insurance.
📝 Important: Payments marked as Internal Payment will not flow into WebPT Billing or Therabill. WebPT Billing Members: If using the Internal Payment option, ensure you exclude that dollar amount when balancing patient payments.
Amount DueIf entered in the patient chart (see above), the amount will populate; otherwise, you must add manually.
DescriptionText field to customize payment description if desired.
PaidCheck to indicate payment received.
Trash IconDelete charge.
Add ChargeRecord an additional payment.
Date of TransactionAutomatically defaults to the date you record the payment and cannot be changed. Payment Method is required; select Cash, Debit Card, Credit Card, HSA Card or Check. Entering card or check details is optional.
Total DueAll charges on the payment screen
Total PaidAuto-calculation based on payments checked Paid.
Remaining BalanceAuto-calculation based on payments not checked Paid.
ProviderIndicate which provider to associate the payment to.


Payment Receipts and Payment History

WebPT EMR | Payment Receipts and Payment History

  • Print a visit-specific receipt from the patient's appointment. Open the specific appointment and choose Print Receipt
  • You can print History at any time from the patient's case. Choose Print History
  • Print a custom date range using the Payment Log.


Payment Log

WebPT EMR | Payment Log

The Payment Log allows you to review collections and outstanding balances for the entire clinic, and print date-specific records.
Discover more about the Payment Log.




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