Some practices collect the Patient Co-pay upon checkin, while other collect the Co-pay at checkout. Either workflow is fine, as long as the Co-pay is entered into MBSWin at the time of collection. Doing so allows for the following:
Co-payments, like all other Payments and Adjustments, are processed in Batches. The usual workflow is to open a Batch first thing in the morning, into which all of the day’s Co-pays will be entered. The following is a summary of the steps for processing a Co-payments:
This step is performed only once, at the beginning of the day. Once the Batch has been created, all subsequent Copays for the day will be applied to it.
The Payment & Adjustment Batches will appear, showing the existing open Batches (see below). Check to make sure there is not already a Copay batch open for the current day (if there is, use that Copayment batch for the day, rather than creating a new one).
A New Transaction Batch form will open, as shown below.
A Batch ID will be assigned to the Batch, and it will be ready for processing transactions, as needed.
Copays are entered from the Patient record. Perform the following steps for each Patient Copay at the time of payment:
The Patient form will open, at the top of which is a toolbar, as shown below.
The Add Copay form will open, as shown below.
The drop-down will display a list of open Batches, as shown below. This is different than the Payment Batch you created earlier, as the Encounter Batch represents charges, not payments. Later, after an Encounter has been processed for the Patient’s visit, the Copay will be applied against the charges contained therein. If the appropriate Encounter Batch has not yet been created, check the Create New Batch box.
The drop-down will display a list of open Payment/Adjustment Batches. The Payment Batch you created earlier should appear on the list. If this is the first Patient Copay of the day, and you didn’t have a chance to create a Batch yet, check the Create New Batch box.
A dialog box will appear confirming the Copay and asking if you want to print a receipt.
A receipt will print, as shown below. Although generic looking enough to be replicated in Word, it is authenticated by the Receipt ID, which is a combination of the Payment Batch ID, Master ID, and TX ID.
If you now look at the Transaction Batch, you will see the payment listed, as shown below.