Payments

Create and manage patient payments

Payments track amounts owed by patients for treatments and services. Each payment follows a lifecycle from creation through collection, with support for full and partial refunds.

Dashboard

The payments page displays summary cards at the top:

• Total Collected — sum of all paid payments with a monthly trend chart

• Outstanding — sum of pending, processing, and draft payments

• Status Breakdown — a chart showing the count of payments by status

Viewing payments

Navigate to Payments from the main menu to see all payments in a paginated list.

Table columns

Column	Description
Payment ID	Unique identifier (e.g., PAY-001)
Patient	Patient name
Amount	Payment amount
Status	Current payment status
Due Date	When payment is due
Treatment	Linked treatment ID (if applicable)
Created	When the payment was created
Memo	Payment description

Filtering

Use the filter bar to narrow results by:

• Status — Draft, Pending, Processing, Paid, Failed, Cancelled, Refunded, Partially Refunded, or Voided

• Location — filter by treatment location

Sorting

Sort by created date, amount, due date, status, or patient name — in ascending or descending order.

Search

Use the search bar to find payments by payment ID or patient name.

Creating a payment

1. Click the Create Payment button to open the form.

2. Fill in the required fields:

Field	Required	Description
Patient	Yes	Select a patient
Amount	Yes	Payment amount in dollars
Treatment	No	Link to an existing treatment
Payment Type	No	Treatment Pre-Payment, Office Visit, or Private Pay
Due Date	No	When payment is due
Memo	No	Description or notes

1. Click Create to save the payment.

Payment estimate

When you select Treatment Pre-Payment or Office Visit as the payment type, the system pulls benefit details from the patient's most recent eligibility check to generate a payment estimate. The estimate includes:

• Copay amount

• Co-insurance percentage

• Remaining deductible

• Out-of-pocket maximum remaining

• Procedure-specific benefit breakdown

Click Use this amount to automatically populate the payment amount.

Payment estimates are based on eligibility benefit information only. Fee schedules and payer-specific rates are not yet included, so the estimate may differ from the final patient responsibility.

Payment statuses

Status	Description
Draft	Payment created but not yet submitted
Pending	Awaiting payment
Processing	Payment is being processed
Paid	Payment completed successfully
Failed	Payment processing failed
Cancelled	Payment was cancelled
Voided	Payment authorization was voided
Partially Refunded	A portion of the payment has been refunded
Refunded	The full payment has been refunded

Payments in Paid, Partially Refunded, Refunded, or Voided status cannot be edited.

Payment details

Click on any payment in the list to open its detail page.

Payment status card

• Payment status (editable via dropdown)

• Amount

• Patient (links to patient detail)

• Paid date (if applicable)

• Due date

• Memo

• Refunded amount (if applicable)

Payment link

If a payment link has been generated, it is displayed with:

• A copyable URL to share with the patient

• Link expiration date

Treatment information

If the payment is linked to a treatment, shows:

• Treatment ID (links to treatment detail)

• Service date and time

• Physician

• Location

• CPT codes

Right-side panel

• Patient — patient demographics and contact info

• Documents — upload and manage supporting documents

• Notes — add notes to the payment

Updating status

From the detail page, use the status dropdown to update the payment status as it progresses through the payment workflow.

Refunding a payment

Payments in Paid or Partially Refunded status can be refunded.

1. Open the payment detail page.

2. Click the Refund button.

3. Select the refund type:

   • Full Refund — refunds the entire remaining amount

   • Partial Refund — enter a custom amount to refund

4. Select a reason:

   • Patient request

   • Billing error

   • Service not rendered

   • Duplicate charge

   • Insurance adjustment

   • Other

5. Optionally add notes.

6. Review the refund summary and click Confirm Refund.

The payment status automatically updates to Partially Refunded or Refunded based on the total refunded amount.

Managing documents

Upload supporting documents from the Documents section on the detail page. Documents can be uploaded via drag-and-drop or file selection.

Adding notes

Open the Notes section on the detail page to add notes or comments related to the payment.

How payments connect to other features

Feature	Relationship
Treatments	Payments can be linked to treatments. Overdue payments are flagged on the treatment detail page.
Eligibility Checks	Eligibility benefit details are used to estimate payment amounts when creating a payment.