Path: File > Billing > Unapplied Private Pay Payments

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When client payments are collected in NextStep Clinical, they transfer into the Billing Engine as credits. There are a few scenarios that impact when you will be able to apply the credit:

Scenario 1:

• (Recommended) Copay information is entered into the Client Insurance record before a Service is converted into a billable Line Item: If the copay amount that the client is expected to pay is entered into the Insurance widget on the Face Sheet or directly in the Client Insurance record before the Service is converted into a billable Line Item, then when the Service becomes a Line Item, a self-pay line is generated and you will be able to now find that Line Item to apply the credit to.

Scenario 2:

• Copay information is not entered into the Client Insurance record: If a client's expected copay amount is not entered into the Client Insurance record then the system does not know how much the client is expected to owe for a copay at that point in time. For this scenario, you would have to wait until you post an ERA which will include a copay adjustment line. The system will auto-populate the expected copay from the ERA into the Client Insurance record, and this particular Line Item can now be found to apply the credit to.

To apply an unallocated credit to a balance, follow the steps below.

Apply a Private Pay Payment to a Patient Balance

1. Navigate to the Unapplied Private Pay Payments Form by following the path above.
2. Click the Case No. Search button to search by client or leave blank for all.
3. (Optional) Enter a Paid Date Range.
4. Click the Search button.

1. Select one of the following options to apply the patient credit:

• Apply: Automatically applies patient credit starting with the oldest Line Item.
  1. Select the Apply button.
  2. A window is displayed, "# Line Item(s) have been paid!" Click the OK button to close the prompt.
• Apply Individual: This option allows you to post to a specific Line Item.
  1. Select a client payment line by clicking into the row. The row is highlighted in a blue color and displays a little black arrow so that you know you've selected it.
  2. Click the Apply Individual button.
  3. A window is displayed, "You have chose to apply this individual record. Please click Yes to confirm or No to cancel". Click the Yes button.
  4. Select the Line Item and click the OK button to post the previously selected patient credit to this Line Item.
  5. A window is displayed, "# Line Item(s) have been paid!" Click the OK button to close the prompt.