Family Prepayments

Abstract

There are several ways to enter pre-payments into Capable 21C, and some features that track payments by family, rather than by the individual. This knowledgebase article explores prepayment options where a family is involved.

Underlying challenge

There are several types of pre-payment features that can impact how you process a payment for a family member. These include Prepayment Discounts and Care Plans. Each scenario results in a different way to process payments.

For any family payments to be recognized, the family will need to be recognized within Capable 21C. To ensure that family members are linked correctly, refer to the following training material

http://www.capablesoftware.com.au/Training/FamilyAppointingAndInvoicing.wmv

Note that if you have two family members who live at different addresses, but are still in the same family and want to share credit, that the steps are different. In the case, to link them as a family you pick either family member and go to their Patient Details. Click on the Family tab. Click the Add button, and choose the faResolution

The best place to start is to determine what type of family prepayment you are dealing with.

Scenario A: There is credit on an existing family members file and you want to transfer the credit to another family member (e.g. because the first family member may be ceasing care).

Scenario B: There is credit on another family members file and you want to use it to pay for today’s visit.

Scenario C: One family member has a service today, but also wants to prepay for another family member’s visit later that day or at some time in the near future.

Scenario D: One family member comes in and does not have an appointment, but wants to pay for another family member’s appointment that was in the past.

Scenario E: One family member comes in and does not have an appointment, but wants to pay for another family member’s appointment that is in the future.

Scenario F: The family have purchased a block of care for which a Prepayment discount applies.

Scenario G: The family have purchased a Care Plan that allows for more detailed tracking of the visits and payments.

Detailed Information

Note that all scenarios assume that the family have been correctly linked as a family within Capable 21C.

Scenario A: There is credit on an existing family members file and you want to transfer the credit to another family member (e.g. because the first family member may be ceasing care).

  1.  Go the Visits and Financials for the family member that you want to transfer the credit to.
  2.  Left click and choose Simple Payment.
  3.  If you allow payments on other days, you will need to key the date the payment was actually made.
  4. Key the amount of money that you want to transfer.
  5. Choose the payment type “Credit from Family”.
  6. Search for the family member who actually has the credit that you want to transfer. Click on their name in the search window and Choose OK.

Scenario B: There is credit on another family members file and you want to use it to pay for today’s visit:

  1. Launch the receipt as you normally would.
  2. Key the payment amount that would be appropriate to pay for today’s visit.
  3. Change the payment method to be “Credit from Family”.
  4. Search for the family member who actually has the credit that you want to transfer. Click on their name in the search window and Choose OK.
  5. Save and Exit or Save and Print the receipt as is appropriate.

Scenario C: One family member has a service today, but also wants to prepay for another family member’s visit later that day or at some time in the near future: In this case, the correct way to record this is to accept the payment on the file of the person who actually did make the payment, and then transfer the spare money to the patient who it is for.

  1. Process the receipt for today’s visit as you normally would. E.g. They service was $50.00, but the payment was $100.00. Save and Exit or Save and Print as is appropriate. This step takes care of the payment for the service that was had today, and correctly acknowledges that extra money was paid.
  2. The next step is to transfer the credit to the appropriate family member so that it is available to pay for their future visit. To do this, follow the steps for Scenario A.

Scenario D: One family member comes in and does not have an appointment, but wants to pay for another family member’s appointment that was in the past: In this case, the correct way to record this is to accept the payment on the file of the person who actually did make the payment, and then transfer the spare money to the patient who it is for.

  1. Go to the Visits and Financials for the family member who is making the payment today.
  2. Left click and choose Simple Payment.
  3. If you allow payments on other days, you will need to key the date the payment was actually made.
  4. Key the amount of money that is being paid today.
  5. Choose the appropriate payment type.
  6. Then go the Visits and Financials for the family member who you want to transfer the credit to.
  7. Left click on the date of the visit from the past that you want to pay for. (This will allocate the payment to the correct visit).
  8. Choose Simple payment.
  9. If you allow payments on other days, you will need to key the date the payment was actually made.
  10. Key the amount of money that you want to transfer.
  11. Choose the payment type “Credit from Family”.
  12. Search for the family member who actually has the credit that you want to transfer. Click on their name in the search window and Choose OK.

Scenario E: One family member comes in and does not have an appointment, but wants to pay for another family members appointment that is in the future: In this case, the correct way to record this is to accept the payment on the file of the person who actually did make the payment, and then transfer the spare money to the patient who it is for.

  1. Go to the Visits and Financials for the family member who is making the payment today.
  2. Left click and choose Simple Payment.
  3. If you allow payments on other days, you will need to key the date the payment was actually made.
  4. Key the amount of money that is being paid today.
  5. Choose the appropriate payment type.
  6. Then go the Visits and Financials for the family member who you want to transfer the credit to.
  7. Choose Simple payment.
  8. If you allow payments on other days, you will need to key the date the payment was actually made.
  9. Key the amount of money that you want to transfer.
  10. Choose the payment type “Credit from Family”.
  11. Search for the family member who actually has the credit that you want to transfer. Click on their name in the search window and Choose OK.

Scenario F: The family have purchased a block of care for which a Prepayment discount applies (e.g. one family member paid for a block of 10 visits to get a discount rate, but all family members can use the credit). This scenario assumes that you have correctly configured the services for which Prepayment Discounts apply. Refer to this training material on how to do this:

http://www.capablesoftware.com.au/Training/Appointment%20Types%20and%20Fees3.wmv

Note that the section on prepayments starts at 5:53seconds into this 8 minute training video. In this scenario, you will process the Prepayment discount on the file of the family member who is actually making the payment, and then you will choose Credit from Family as the payment method for the other family members. To do this:

  1. Launch the receipt for the family member who is actually making the payment.
  2. Ensure that the correct service is on the receipt.
  3. Key the amount they are actually paying today.
  4. Choose the payment method.
  5. Click the Prepayment button.
  6. Click OK to the prepayment window.
  7. Save and Exit or Save and Print the receipt as is appropriate.
  8. Key Yes to the message asking if you would like to this to be the normal fee for this patient.
  9. Next launch the receipt or receipts for the other family members. The first time you do this, you will choose Credit from Family as the payment method.
  10. Search for the family member who actually has the credit that you want to transfer. Click on their name in the search window and Choose OK.
  11. The next time they come in, the system will pick up the “Credit from Family” by default, and you will be able to Save and Exit or Save and Print as is appropriate.

Scenario G: The family have purchased a Care Plan where the credit is being paid by one family member, but the other family members share that credit.

  1. Refer to the training section on Care Plans for information about how to setup the Care Plan for the family member who will be making the payments.
    http://www.capablesoftware.com.au/knowledgebase/Training/ITraining1.asp
  2. Go the Patient Details for all other family members.
  3. Click on the Family tab.
  4. Tick the box for “Share prepaid credits freely between these family members”.
  5. Tick the box for “Credit Transfers count toward Care Plan limits”.
  6. Save and Exit.
  7. When the family comes in for a visit, for the family member that has the credit on file, you will delete the payment line, and as the credit will be taken from the credit already on file.
  8. For family members who do not have the credit, the first time they come in, you will choose the payment method as “Credit from Family”, and search for the family member who actually has the credit that you want to transfer.
  9. Click on their name in the search window and Choose OK.
  10. The next time that family member comes, the system will remember the last payment method was “Credit from Family”, and who the family member was that it got the credit from, and the receipt will be pre-populated with this information. In this case you will just Save and Exit or Save and Print as is appropriate.
This knowledge resource is designed for use on a Windows (tm) XP system operating at a screen resolution of 1024x768 or better. Windows Media Player must be installed for this training resource to operate correctly.

Copyright 2008 Capable Software Pty Ltd

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