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NOTE: The Pay Plans tab is only present if the EXTEND module is being used.

To view the Pay Plans tab, open the Patients desktop from the link in the Workspace Bar and select a patient using normal selection procedures, then click on the ‘Pay Plans’ tab to open the screen shown below:

This window is divided into three main areas (see red-coloured additions to screen above):

• Patient Payment Plans area
• Payment Plan Details area and Analysis area.

Patient Payment Plans Area

This area displays a list of the selected patient’s Payment Plans, both current and completed. Payment Plans for the patient are viewed, completed, added and edited from this area.

The Analysis and Details area display information relating to the selected Payment Plan and has the following controls:

Adding a Payment Plan for a patient

1. In the Patients desktop, for the appropriate patient click the Pay Plans tab.
2. Click the +1 button to open the Create Payment Plan window:

   

3. Complete the fields in the Create Payment Plan window:

Payment Plan Instalments

There are two methods of calculating the Instalment amounts:

Even Instalments

This method will calculate a series of even instalments based on the amount remaining after the first instalment (i.e. deposit) and the number of instalments entered.

To Create a Series of Even Instalments:

1. Enter the amount of the first instalment in the ‘First Instalment Amount’ field.
2. Enter the total number of instalments required to complete the Payment Plan in the ‘Number of Instalments’ field. (The first instalment being number 1)’
3. When you move from the ‘Number of Instalments’ field, the program will automatically calculate and enter the amount in the ‘Instalment Amount’ field.
4. Enter the number of days required between each instalment in the ‘Instalment Every’ field, e.g. for monthly instalments type in 30.

Preset Method

This method allows the user to select a predefined Payment Plan. Multiple preset methods can be created and then the most suitable one for the patient selected from the list.

To create a Preset Payment method:

1. Click in the ‘Method’ field.
2. Click on the Button or press [Ctrl][L].
3. Click at the bottom of the ‘View Payment Plans’ window.

   The ‘Add Plan Method’ window as below will be displayed:

   

4. In the ‘Description’ field, type a brief description to identify this Payment Plan.
5. Click on the button on the tool bar to display the ‘Add Plan Method Instalment’ window:

   

6. In the ‘Percentage’ field type in the percent of the total cost of treatment to be paid at the first instalment, e.g. 50%.
7. In the ‘Days’ field type in the number of days before this instalment is due, e.g. 0 if the instalment is due immediately or 30 if the instalment is due in 30 days.
8. In the ‘Instalment Text’ field type in the description of this instalment. The description will identify the instalment in the patient transaction window, e.g. ‘Deposit’, ‘Instalment 2’, ‘Final Instalment’, etc.
9. Click ‘OK’ to complete this instalment entry.
   Repeat Steps 6 to 10 until the ‘Plan Method’ is complete.

   

   NOTE: The example above displays a Plan Method that will require the patient to pay:
   - A deposit of 50% of the total cost due immediately
   - A 1st instalment of 20% of the total cost of treatment, due in 30 days
   - A 2nd instalment of 20% of the total cost of treatment, due in 60 days
   - The balance of 10% of the total cost of treatment, due in 90 days

10. The following options are available from the Tool Bar on this window:

    	Edits the selected instalment entry
    	Adds an instalment
    	Deletes the selected instalment
    	Moves the position of the selected instalment up the list
    	Moves the position of the selected instalment down the list

11. Click ‘OK’ when all instalments required for the Payment Plan have been entered. The Payment Plan method will now be available for selection from the ‘View Plan Methods’ window.
12. Click ‘OK’ to enter the selected Payment Plan Method in the ‘Method’ field.
13. Information about the Payment Plan can be typed in the ‘Notes’ field.
14. Click ‘OK’ to enter this Payment Plan for the patient. The following prompt will appear:

    

15. If the patient is paying a deposit and the Plan is to take affect immediately, click ‘Yes’ to open the following window:

    

16. Click ‘OK’ to invoice the first payment in the Plan. The following prompt will appear:

    

17. Click ‘Print’ if required, or cancel to skip. The entry can now be viewed in the Patient Payment Plans area on the Pay Plans tab, as in the example below:

    

Payment Plan Details & Analysis

This area displays details relating to the selected Payment Plan.

• The ‘Analysis’ area analyses the current state of the Payment Plan and is used to determine what/if any action should be taken and the choices available. The information is explained in detail on screen. Clicking the button will display further information to assist the user.
• The ‘Instalments’ area displays the related instalments for the Payment Plan, including dates, descriptions, status and amounts.
• The ‘Clinical Costs Applied to Plan’ area displays the treatment that has been charged in relation to this Payment Plan.

In the ‘Detail’ area:

Invoicing an Instalment

1. Select the instalment to be invoiced and click the button. The ‘Invoice Instalment ’ window, similar to the one below will open:

   

2. The default entries can be changed if required.
3. Click the button to adjust the way this Invoice will be allocated, if required.
4. Click ‘OK’ to complete the invoicing process.
   • The status and date of the selected instalment will be automatically updated.
   • The Payment Plan analysis area will be updated
   • The Patient Transactions window will display an Instalment transaction identified by a clock icon
   • The patient’s statement account balance will be increased by the amount of the Instalment Invoiced.

The following options are available from this area:

1. From the Patient Chart tab, complete and charge the required services.
2. The Apply Costs to a Payment Plan window appears, displaying all the open Payment Plans for the patient.

   

3. Select the Payment Plan to which the Cost of the Services is to be applied.
4. The ‘Apply Costs to Selected Payment Plan’ option should be selected. (The ‘Invoice Costs Now’ option is used to charge treatment not included in a Payment Plan)
5. Click ‘OK’ to complete the process

The following options are available from this area: