Post Cash / Check Payments

Use the Enter Payments option of the Post Transaction window, and select the Cash, Check, or Money Order method to post cash receipts to patient accounts.

Use This Feature

1. Open the Post Transaction Window - You can open this feature in multiple ways: Use the method that's most convenient for you. If a patient record is already active, that patient's information will be loaded automatically. Otherwise, you use Fast Find (either typing information or swiping a registered reward card) to search for the patient to work with.

   ViewPoint main menu - Daily Activities > Post Transaction.

   

   ViewPoint toolbar - Post Transactions.

   

   ViewPoint shortcut menu - Actions > Post Transaction. (Or, press Alt+A on your keyboard to open the Actions menu options.)

   

   Grid Scheduler - Right-click appointment > Post Transactions.

   

   Patient Fingerprint - You can enable patients to open the post transactions window when they touch the fingerprint sensor installed at your workstation. See "ViewPointProperties" for details.

2. Select Patient and Billing Party - Choose the account to work with. If needed, you can to launch Fast Find and choose a different patient. If the patient has multiple responsible parties and / or contracts, select the account holder and contract to use. Insurance contracts are listed directly below the associated subscriber, and include responsible party's name in the Subscriber column.

   

   List Current Phase / List All - By default, only contracts that match the phase on the Patient tab of the patient folder are listed. If the contract you want does not appear, enable the All Phases option to include all contracts for all phases in the list.

   Auto Receipt Contract - The AR column at the right of the post transactions window indicates whether the contract is set up with an Auto Receipts agreement.

   Next Charge - The far right edge of the contract list at the top of the post transaction screen includes the next scheduled payment date and amount. You might use this information to ask the responsible party for their next payment amount in addition to any miscellaneous charges incurred during the day's visit.

   Doctor / Office - The doctor and office that will be credited with this payment appear at the left of the transaction details. Confirm that these are correct before continuing.

3. Enable Post Payments Mode - Click Enter Payments to begin posting receipts to patient accounts.

   

4. Payment Details - Enter the payment date, amount, method (cash, check, or money order), and description.

   

   Doctor / Office - The doctor and office that will be credited with this payment appear at the left of the transaction details. Confirm that these are correct before continuing.

   As you log into ViewPoint, you may select your office location. Any receipts you post will be credited to that office, regardless of the office assigned to the patient folder. If you do not select a location as you log in, receipts you post are credited to the patient's home office. In addition, receipts are always posted to the orthodontist currently assigned to the patient folder.

   Date - The transaction date defaults to the posting date. To change the transaction date, you must have full access to the Transaction Date option of the Patient section of your security group rights. ( See "Set Up Security Access" for details.) If you are allowed to select another date, you are asked to confirm your choice before posting the transaction.

   Amount - The default is the contract amount due, but you can change it if needed.  The far right edge of the contract list at the top of the post transaction screen includes the next scheduled payment date and amount. You might use this information to ask the responsible party for their next payment amount in addition to any miscellaneous charges incurred during the day's visit.

   Method - Select Check, Cashor Money Order. (Not posting cash or checks? Click a link for information about posting credit card, debit card, or auto receipt payments.)

   Description - Enter a description for this payment. You may also simply type "C", followed by a space to enter the description "Cash", or type "CK" followed by a space to enter the description "Check No."

5. Post the Transaction - Click Post.ViewPoint calculates the new account balance and amount due, and asks you to confirm the transaction. Click Yes to complete the process, or click No to exit without posting the transaction.

More Information

ViewPoint Videos - Click the Video button from the post transaction window to find topic-specific video assistance. See "ViewPoint Videos" for details.

Prior Transaction / Running Total - The last posted transaction (either miscellaneous charge or payment) appears on the Post Transaction window, as well as the running receipt total. The running total is the total of all payments you have posted during this Post Transactions session. Any charges you post during this session do not affect this total. The running total is cleared when you exit and re-enter the Post Transactions window.

Ledger - Click the Ledger button at the bottom of the Post Transaction window, or press Alt+L on your keyboard, to go to the patient's financial ledger.See "Patient Ledger" for details.

Notepad - Click the Notepad button at the bottom of the Post Transaction window, or press Alt-N on your keyboard, to go to the patient's notepad. See "Patient Notepad" for details.

Post Refund - Use the Post Refund feature to easily and effectively return money to a responsible party, or transfer overpaid funds to another patient contract. See "Post Refunds" for details

OOPS! - If you post a payment in error, you must reverse it properly to preserve the integrity of your accounting audit system. See "Reverse a Miscellaneous Charge or Payment" for details.

Print Receipt - You can generate a receipt of payment for your patients in a variety of formats. In addition, you may choose to email receipts to responsible parties, rather than printing them. See "Receipt of Payment" for details.

Bulk Payments - Use the Bulk Payment tool to allocate one payment among multiple contracts. For example, you would use the bulk payment tool when you receive an insurance check for several clients, or a parent's check covering multiple siblings. See "Post Bulk Payments" for details.