In PIMSY, there are multiple places where you can take a payment from a client, just look for the Take Payments button.
In this section, we will cover taking a payment from the My Sal Calendar, which is an easy place to access that feature. There is much information you can access from the Take a Payment window: update insurance, view totals, year to date view, payment history, print a statement, update checklist, etc.
Docs – access to any documents in the client’s chart.
Attach Note – easily attach a note to a payment here.
Transaction Summary – a report that lists the following:
Billed To/Charge Type
Receipt Full – print a complete receipt for the client.
Receipt Lite – print a partial or Lite receipt for the client.
Amount Invoiced – the amount charged for this visit
Invoice Date – the date the amount due was invoiced
Amount Paid – the amount paid by the client for this visit. If you only enter the amount paid, PIMSY will ask if you want to split this over payment. See below for instructions on the Split window.
Paid Date – the date the client paid the invoice
Charge Type – there are several charge types available here which are set up via the Insurance Co., Payers, and Charge Types under the Administration tab
Payment Method – how the client is making the payment
Check / Ref. # - a check number if the client pays by check
Billing Code – the billing code associated with this payment
Printed Remarks – remarks that will be printed on the client’s statement
Private Remarks – remarks that are private in the PIMSY system
Write Off – if known, the write off amount for this invoice payment
Amount Paid for Payroll Purposes – amount paid to the provider for this invoice
Service Date – the date of the appointment to be paid
Invoice # - the invoice number for the payment
Note # - the note number for the payment
SAL # - the calendar appointment number for the payment
Estimated Charge – amounts filled in for codes entered anywhere in PIMSY
Co Pay – the amount of the charge that the client is responsible for
Estimated Co Insurance – a copay amount set in the client’s insurance will populate here
Co Pay + Co Ins – calculates the percentage and adds to the copay for an estimated charge to the client
Primary Insurance – the client’s primary insurance is displayed here. Changes can be made to the client’s insurance information here.
Secondary Insurance – if there is one, the client’s secondary insurance is displayed here. Changes can be made to the client’s insurance information here.
Tertiary Insurance – the client’s tertiary insurance is displayed here if applicable. Changes can be made to the client’s insurance information here.
Totals – a quick glance at the Invoice and Session totals for this client’s visit.
Payment History – the client’s complete payment history.
Statement – statements can be viewed and/or printed. The View Individual Transactions button takes you to the Invoicing screen to review a specific transaction.
Check List – populates the chart deficiency list from the Check List tab in the client’s chart.
To take a payment, go to the scheduled appointment in the My SAL Calendar.
Double-click on the appointment and click on the Take Payments button.
After you click the button, the What Type of Payment screen will appear.
- Take New Payment for This Session:
- Take New Payment on Client’s Account:
- Bill Client for This Session:
- Open Previous Co Pay/Self Pay for This Session:
Select the type of payment and click OK to take a new payment for this session. After you click OK, the Take a Payment screen will appear.
In the top section you can print a receipt, full or lite, estimate charge and take a co-pay.
In the bottom section, designate insurance, record notes, etc.
The highlighted areas below are required. However, the Check/Ref# is up to your office as to how that is used, as well as the Write Off. If you know there will be a write off or a difference, you can enter it here or you can wait until after billing.
Once you have made the appropriate entries, click Save in the upper left corner. Once saved, the Invoice# and SAL# will populate on the right side of the above screen.
After you are finished with your changes, click Exit, which will take you back to the first screen shot above. Click Ok and the payment for this client has been posted for this session.
Also from this screen, you can print a receipt for the patient. Click on the Receipt Full or Receipt Lite button at the top.
Below is a sample receipt for a cash payment.
When finished, click Exit, which will take you back to the scheduled appointment window. Click Close and the payment for this client has been posted for this session.
If you only enter the Amount Paid, PIMSY will ask if you want to split this over payment.
When you click Yes, the New Payment window appears:
Select the appropriate rows to split the payment.
Sally Jane has just arrived for her appointment and needs to pay her insurance co-pay amount. The front desk staff person goes to the My Sal Calendar and opens today’s appointment for Sally.
Using the Take a Payment button, Sylvia completes all the relevant information and takes the payment from Sally. While Sylvia takes the payment, Sally tells her that her insurance has changed since her last visit so Sylvia makes the necessary changes to her insurance right from the Take a Payment screen. This convenience saves both women valuable time.
If you cannot find what you need in this article, please contact Support (email) or call 877.334.8512 ext. 3.