In PatientStudio, there are two primary types of transactions: Copayments and Payments.
Copayments
Copayments are payments allocated to a specific date of service (DOS).
These transactions create a credit tied directly to the corresponding claim for that DOS.
Payments
Payments are applied to a patient’s open balance.
They can be distributed across multiple claims or dates of service.
Payments follow a First In, First Out (FIFO) methodology, meaning they are applied to the oldest balances first.
This structure simplifies the payment posting process.
Adding a Payment
Adding a Payment
To record a payment:
Click Add New in the top navigation and select Add New Payment.
Choose the patient making the payment.
Enter the payment amount.
Select the payment method: options include Cash, Check, or Credit Card (present/not present). If using third-party systems like Stripe or Clover, choose Other to log the payment.
Optionally, add a note for payment details.
Click Charge Payment to confirm.
To review payment details, navigate to the patient’s chart under the Financials section.
To see a walkthrough of this feature watch the video below.
Copays
Copays
There are two ways to collect copays:
Via Financials Tab:
Select Add New Payment.
Choose Copay under payment type.
Specify the appointment and enter the amount.
From the Calendar:
Click on the patient's appointment on the calendar.
Use the Collect Copay button (e.g., $40).
It is bets practice to collect copays at the time of service.
To see a walkthrough of this feature watch the video below.
Updated Copays
1. From the calendar, select the applicable appointment
2. The check in modal will appear. Click "Collect Payment"
3. One does not exist, you can add a credit card on file
4. If a credit card has been previously saved, it will appear here.
5. "Other" method should be selected if the payment was collected in a separate system. Stripe, square, venmo, etc...
6. Click "Process Payment"
Refunds
Refunds
To process a refund:
Go to the Patient's Financial Tab and locate the payment to refund.
Click Refund and specify the amount (cannot exceed the original payment).
Enter a reason or note (e.g., "Patient decided to go elsewhere").
Refund according to the original payment method:
Credit Card: Refund to the card if applicable.
Other: Refund manually as no card is linked.
The timing details for refunds relate to the processing and return of funds depending on when the refund is initiated:
Same-Day Refunds: If you refund a payment on the same day it was made, the transaction may be canceled entirely before any funds are transferred from the payer's account. This means the payment effectively never occurred.
Next-Day or Later Refunds: If you initiate the refund at least a day after the payment, the funds have likely already been processed. In this case, it typically takes 1–2 business days for the refunded amount to return to the payer's account, depending on the payment processor or bank.
The specific timing may also vary based on the original payment method and the provider's refund policy.
To see a walkthrough of this feature watch the video below.
No-show Fees
No-show Fees
1. Select the applicable appointment
2. Click "No Show"
3. Click the "Select Fees" field.
4. Select the Fee
5. Click "Confirm"
6. Click "Dismiss"
Cancellation Fees
Cancellation Fees
1. Click the applicable appointment
2. Select Cancel
3. Select the Cancelation Reason
4. Click the "This is a late cancellation"
5. Click "Continue"
6. Click "Cancelation Fee"
7. Click "Charge Fee"
8. Click "Ok"
