Overview
In PIMSY, you can take a payment from various areas with the Take Payments button. The Take a Payment window offers access to key tools such as updating insurance, checking year-to-date balances, reviewing payment history, printing statements, and more. This feature is designed to streamline the entire payment management process from start to finish.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Users will need to be assigned the appropriate profile for managing payments and billing
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Invoice List
- Split Invoice
- Split Invoice Reverse / Undo
- Invoicing co pay - self pay
Step-by-Step Instructions
Step 1: Take a payment for the client's session
There are multiple areas throughout PIMSY where taking client payments can be made:
- SAL Appointment
- Client's Chart
- Notes
- TOS Patient Liability Screen
For the purposes of this article, we will be using the SAL Appointment to take payments.
From the top navigation menu, go to:
Utilities > SAL > My SAL Calendar
Step 2: Fill Out Required Fields
To process a payment, navigate to the scheduled appointment in the Calendar.
Double-click to open the appointment, then select the Take Payments button. Once clicked, the What Type of Payment pop-up will appear with the following options:
- 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
For this exercise, we will select the Take New Payment for This Session (Co Pay, Self Pay, Etc.) option. Click OK.
Step 2: Enter Payment Information
Once in the Take Payment window, double click on the CoPay button on the far right side. This will auto populate the Amount Invoiced and Amount Paid with the correct amount. If the client is paying a different amount, you can change that in the Amount Paid. Please note, when doing a credit card payment with the integrated credit card vendor, this is the amount that will actually be charged on the card. Enter the Charge Type and Payment Method. Payment Method like Credit Card opens the Credit Card tab, where you may select to charge a card.
After entering the necessary information, click Save in the upper left corner. Once saved, the Invoice # will appear on the right side of the screen.
Under the Payment History tab at the bottom of the screen, you can also print a receipt for a specific payment by selecting it and clicking either the Receipt Lite or Print Receipts buttons.
Examples:
Receipt Lite
Receipt Full
Receipt Full is often used when a client requests a "Superbill", as it includes the Tax ID, NPI number and details needed for the client to submit to their insurance for reimbursement.
Step 3: Split Payments
If a payment is saved and the Amount Paid exceeds the amount in the Amount Invoiced field (an overpayment), PIMSY will prompt you to confirm whether you'd like to "Split the overpayment" other invoices.
If you click Yes, the New Payment screen will appear, allowing you to apply the remaining balance to other open invoices. You can either use the Auto Split button to distribute the payment automatically or manually select the invoices where you’d like the payment to be applied.
After finishing the splits, click Save. PIMSY will then ask you to confirm the selected splits. Click Yes to complete the transaction.
After closing the Split Payment window, you can print receipts for the client as needed from the initial screen. There is also a Totals tab that opens the full payment screen with the associated details.
Additional Information
PIMSY has several areas where the user can Take Payments or Make Payments if the payment feature is permitted in their profile.
What is the difference between Take Payment or Make Payment?
- Clicking the Take Payment button from the My SAL Calendar, a note, or the Time of Service screen in PIMSY opens a window where you can process a client’s payment. The payment will be applied to the selected appointment. When this is done, note the SAL # and Note # fields in the top right corner are displayed. This ensures the payment is attached to an actual session, and not just money on the client's account.
- If you click on a Make Payment button, such as in the Client chart, to collect a payment for a client, it is a general payment on the account and is not connected to a specific invoice. The payment can be tied to an invoice later.
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