Engagement offers a payment solution that will give your patients the option to pay in a way that is most convenient for them. Payment requests can be sent as a link to pay via text or email, or they can be submitted through both physical and virtual terminals.
If you are unable to access Payments or make changes, you have not been granted permission in your user profile. Contact an admin team member in your practice to enable access. Click here to learn how to update user permissions.
Reporting details for payments can be found in your payments module, and are categorized by:
Watch this short video to learn more about utilizing Payments in Engagement.
If you are interested in adding Engagement Payments with Xplor Pay (previously known as Clearent), CLICK HERE and one of our representatives will contact you to help you get set up.
Transactions
In the left side menu, click on the Revenue Cycle dropdown, then click Payments
From the Transactions tab, view all posted and unposted transactions by date range
Transactions that have not been posted to the ledger will be show as a number in the red alert bubble in the upper right corner of the Transactions tab
Select a date range by clicking on the calendar icon button. By default, the date range is set to show transactions made in the last month
Transactions will be automatically associated to the ledger if your Payments settings are enabled to allow automatic ledger writebacks
Transactions can also be marked as posted in your Engagement Inbox
Review the payment method of the transaction in the Method column
To void a same-day transaction or a payment that has not been processed yet, click on Actions to the right of the transaction and then click Refund (Note: A payment can only be voided if it has not been processed. Funds will not be withdrawn from the patient's account if a transaction is voided. If a payment has already been processed when Refund is selected, the payment will be refunded to the patient)
Click the blue Collect Payment button in the right corner to complete a transaction at a physical or virtual terminal, or to send a bulk or single payment request. For more information on payment requests, click here
Hover over each patient's Payment Receipt within the Confirmation column to see more information. Review the transaction ID and the last four digits of the card used
You can also send payment and refund receipts via email or you can download a PDF copy for printing.
To email the patient a copy, click Send Copy while hovering over the Payment Receipt option. Or, to print a receipt, click Download PDF.
If sending the patient an emailed copy, enter the email address of the recipient, and hit Confirm
Watch our Payments Webinar! Learn more about using Engagement Payments and get answers during your session through private 1:1 chat.
Deposits
In the left side menu, click on the Revenue Cycle dropdown, then click Payments
Click on the Deposits tab
Select a Date Range by clicking on the calendar icon button
In this list, you will see the deposit date, gross sales, total refunds, the amount that was deposited, and to which account it was deposited
Click the Arrow icon on the right of the deposit to see an itemized list of all payments made within that deposit. Allow deposit details a few minutes to propagate
Funds are deposited once per business day (Monday - Friday). Deposits are batched at midnight every night. Learn more about posting payments to the ledger here.
Payment Requests
In the left side menu, click on the Revenue Cycle dropdown, then click Payments
Click on the Payment requests tab
Select a Date Range by clicking on the calendar icon button
In this list, you will see the date the request was made, how much was requested, how much was actually paid, and the status of the request. Request statuses are as follows:
Completed: Payment has been received within the selected timeframe
Requested: Payment has been requested within the selected timeframe but has not been received
Cancelled: Payment request has been cancelled
Failed: Patient payment has failed or payment request message failed to send to patient
If you need to cancel a payment request, click on the Actions button and click Cancel payment request
Note: Payment requests do not expire unless another payment request is sent to the same patient. The previously sent payment request will no longer be active at that point.
Accounts Receivable
Review the Accounts Receivable tab to track collections, outstanding balances, and send bulk payment requests. Follow the steps below to send a bulk payment request:
In the left side menu, click on the Revenue Cycle dropdown, then click Payments
Click on the Accounts Receivable tab
Review outstanding AR and status by filtering patients. Click the dropdown arrows available on the columns shown to filter the populated patient list
Helpful tip: Your applied filters will show up as blue bubble above the columns and columns with filters applied with be greenTo save your applied filters click the Save Filter option in the right hand corner. To view previously saved filters for quicker navigation you can select in the Filters library.
Once you have selected the filters you would like applied, click the top checkbox in the left corner of the patients list to select all patients. Click Bulk Actions and then Send payment request to proceed
When submitting a bulk payment request, you can also choose to Snooze particular patients that you may not want to receive requests for a certain period of time. Learn more about snoozing patients here.
Click here to learn more about sending bulk payment requests.
Click here to learn more about sending single payment requests.
Click here to learn how to add automatic follow up reminders to payment requests.
Click here to learn more about snoozing patients.
Payment Plans
To create or review existing payment plans, click on the Revenue Cycle dropdown, then click Payments.
Click on the Payment plans tab. Use the search bar to locate a patient payment plan by name. By default, the dashboard will show all active, authorized, pending, and failed payment plans for all time. Click on the calendar button to populate payment plans within a certain timeframe.
Use the progress bar in each listed payment plan to review how many payments have been made out of the total amount of payments that will be collected.
Click here to learn more about creating and managing payment plans.
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