Performing Financial Functions > Setting Up Contracts and Payment Plans
A visit charge is applied to the patient’s account each time the patient checks out. ExampleExample
An office uses a visit charge for a retention fee, as retention treatment is not included in the contract. When a retention patient is checked out, the software displays a prompt, asking if you want to apply the charge.
The visit charge can be set so that it is charged until a maximum amount is reached, or indefinitely.
The visit charge amount can be set to change after a specified number of visits.
The visit charge can be linked to a procedure code — for example, Place Retainer — so that the visit charge contract is set up automatically and the first charge is automatically posted. See Creating a Visit Charge Contract for more information.
When setting up a visit charge, the right side of the Financial Functions — Contracts and Payment Plans window is modified to display the payment amount, number of payments, maximum amount, amount charged, amount remaining, and start date.
You can specify that you want the visit charges to continue for a set number of visits or until a maximum amount is reached. It is possible to configure a procedure code to include this information when the code is posted. See Setting Up Procedures for more information.
If you want the visit charges to be applied at each visit with no preset limits, set the number of payments to zero. The payment grid displays all visit charges that have already been applied, showing the date and amount of each charge.
To set up a visit charge:
Click the Financial Functions button in the patient chart. The Financial Functions — Charges and Payments window is displayed.
Click the Contracts and Payment Plans button. The Financial Functions — Contracts and Payment Plans window is displayed.
In the Description field, type a description for the visit charge. Press Tab. The Contract Total field is selected. Leave this field blank and press Tab.
The Visit Charge option button is selected. The right side of the Financial Functions — Contracts and Payment Plans window changes to enable you to set up the visit charge. Press Tab.
In the Payment Amount field, type the amount of the payment. Press Tab.
Select an optionoption.
In the Num. of Payments
field, type the number of payments. Press Tab.
The software automatically populates the Maximum Amount field,
based on the number of payments.
In the Start Date field, the default date is one month from
the current date. This date can be changed to as early as
the current date.
Select the Allow ONLY 1 Charge per Month
option if this patient should only be charged one time during
the month, regardless of the number of visits.
If you do not enter
a specific number of payments, press Tab.
The Start Date field is selected. Enter the date you want
the charge to become effective in the Start Date field.
Select the Allow ONLY 1 Charge per Month
option if this patient should only be charged one time during
the month, regardless of the number of visits.
If the visit charge should change after a set number of visits
(for example, a client entering their second year of retention
treatment), select the option and type the new charge amount
and the number of charges in the Set Fee
to___ after ___ charges
field.
If you have indicated that the fee should change after a set
number of visits, type a description for the new visit charge
in the Description field.
Press Enter or click the Post Transactions button. The software prompts you to enter a start date if you have not entered a start date previously. Click Yes and type the start date in the field.
If a start date is present but you do not have an estimated completion date, click Yes when prompted and type the estimated completion date in the field.
A visit charge does not display in the grid until after the charges are applied at checkout.
Click here for visit charges hints and tips.