Collect Payment

athenaCollector

This page allows you to collect a patient payment outside the 5-stage patient encounter. Payments are usually collected at the front desk at the time of a patient's visit, but a patient may wish to make a payment for prior or future services, or you may need to take a patient payment at the front desk for some other reason.

Step-by-step instructions

To collect a patient payment outside the appointment workflow (not using Credit Card Plus)

Display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
Post Date — Verify (or select) the post date for the payment (usually the current date).
Department — Verify (or select) the department for this payment.
Time-Of-Service Batch — Verify (or select) the payment batch for this payment. Collect the payment amount from the patient.
If the patient has open charges, they appear under the small headings: Service Date, Procedure, Outstanding Amount, and Today's Payment. Collect any payment due and record the amount paid in the corresponding $ fields under the Today's Payment column.
The payment is applied directly to the relevant charges on the claims.
Method — Select the payment method that the patient used to make the payment. In the Check # / Last 4 digits of CC # field, enter the check or the last four digits of the credit card number that the patient used (if appropriate). If the payment method is check, the check number is required.
Other Payment Amount reason — Select the relevant payment reason, if the patient makes an additional payment not associated with open charges.
Note: If you select Prepayment from the menu, the For Plan field appears. In the For Plan field, select the appropriate prepayment plan. If the plan you need is not in the list, select [Add Plan] to add it.
Total Payment (in the gray bar) — Verify that the total of payments collected is correct. Make sure that this amount is correct before you click Save.
Click Save.
Note: When you print a receipt during the appointment workflow, the Doctor field and medical group information on the receipt are based on the selected appointment's Rendering Provider rather than the name listed as the Usual Provider on the patient's Quickview. If the receipt is printed outside the appointment workflow, the Doctor field and medical group information on the receipt are based on the Usual Provider for the patient.

To collect a patient payment outside the appointment workflow (using Credit Card Plus and the Ingenico credit card terminal)

The Ingenico Lane/3000 credit card terminal accepts the following payment methods:

EMV (chip) credit cards
Magnetic stripe credit cards
Near-field communication (NFC) capable credit cards
Contactless payment methods (such as Apple Pay, Samsung Pay, Android Pay, and Google Wallet)

Note: If your organization purchased the Ingenico iPP320 credit card terminal, you can continue to use this device (Ingenico will continue to support the iPP320 device through December 31, 2030).

From the patient Quickview, display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
A new window opens.
If required, sign in using your athenaOne username and password.

Today's Payment Amount

This section lists all outstanding amounts that are the patient's responsibility.

Enter the amount to be paid in the corresponding $ fields under the Today's Payment column.
The payment is applied directly to the relevant charges on the claims.

Other Payment Amount

Reason — If the patient is making a payment not associated with open charges, select the payment reason from the menu.
for plan — If you select Prepayment from the Reason menu, this field appears. Select the appropriate prepayment plan.
Note: If the plan you need is not in the list, select [Add Plan]. The Add Prepayment Plan page appears. Enter the information for the prepayment plan on this page and click Add Plan.
Enter the "other" payment amount in the $ field under the Today's Payment column.
TOTAL PAYMENT (in the gray bar) — Verify the total of all payments to be collected. Make sure that this amount is correct before you proceed.

Payment Information

Post Date — Verify (or select) the post date for the payment (usually the current date).
Department — Verify (or select) the department for this payment.
Payment type — Select Credit Card (if it is not already selected).
Select one of these options: Card Present or Telephone/Mail.
Payment method — This field is unavailable for credit card payments.
Entry Method — Select Swipe/Insert/Tap, or select Manual to manually enter the credit card number on the terminal.
Note: If you selected Telephone/Mail as the Payment type, the Entry Method field defaults to Manual, and you must manually enter the card number on the terminal.
If you are using a credit card device, collect the payment by swiping, inserting, or tapping the card.
The credit card information appears automatically in the Credit card number, Security code, Expiration date, and Cardholder's name fields.

Note: When Practice Setting CCP: Require Secure Device to Collect Payments is OFF, you can collect payments without the machine being present.
If you are entering the credit card information manually, fill in these fields:

Credit card number — Enter the credit card number in this field.
Security code — Enter the security code on the credit card. Click the What's this? link to locate the code.
Note: This field is required if you select the Telephone/Mail option as the credit card source.
Expiration date — Enter the expiration date from the card.
Cardholder's name — Enter the cardholder's name as it appears on the credit card.
The patient's name and date of birth appear next to the field as confirmation that the payment applies to this patient's account.

Billing address

Enter the billing address information (you have two options).

Select the Use patient/guarantor address option to fill in the address fields with the patient or guarantor address on file in athenaOne.
Enter the information in the Address line, City, State, and ZIP fields (required fields are highlighted in yellow).

Click Collect payment.

Follow the prompts on the Ingenico terminal to complete the payment collection process.
The dialog box displays the terminal's status during the transaction.

For more information about accepting payments with EMV (chip) cards and NFC devices and cards, see Credit Card Plus — EMV and Contactless Payments.

To collect CareCredit payments

CareCredit is a healthcare credit card designed for your health, beauty, and wellness needs. It's a way to pay for the costs of many treatments and procedures and allows you to make convenient monthly payments.

Because CareCredit credit cards do not have an expiration date, they cannot be processed through athenaOne. Instead, you should process the payment online at www.carecredit.com.

Field Reference

Column Headings
Post Date	The post date for the payment (usually the current date).
Time-Of-Service Batch [New Time-Of-Service Batch]	The batch number of the user's current open time-of-service batch.
Method	The payment method used to make the payment at check-in time (this menu is administered via the Payment Methods page).
Check # / Last 4 digits of CC #	The check number or the last four digits of the credit card number that the patient used to make the payment (if appropriate). If the payment method is check, the check number is required.
Service Date	The date of service for the charge item.
Procedure	The procedure code and short procedure description for the charge item.
Outstanding Amount	The amount that the patient owes for this charge item.
Today's Payment	Enter the payment amount that you collect from the patient for this charge item.

Other Payment Amount reason:	If the patient makes an additional payment at check-in, select the reason for the additional payment. Note: If you select Prepayment, the For Plan field appears.
For Plan	The prepayment plan for which you are collecting the payment. (This field appears only if Prepayment is selected in the Other Payment Amount reason field.) Note: If the appropriate prepayment plan does not appear in the list, you can select [Add Plan] to add a prepayment plan to the patient's record.
Collect Family Payment (heading and fields below appear if your practice has family billing enabled and the patient has family members registered in the practice)
Unapplied credit for other family members	The total amount of unapplied credit for all other family members.
Column Headings
Family Member	The name of the family member associated with this charge item.
Procedure	The procedure code and short procedure description for the charge item.
Outstanding	The amount that the patient owes for this charge item.
Today's Payment	Enter the payment amount that you collect from the patient for this charge item.
FAMILY TOTAL	The total payment amount entered for the entire family (auto-populated — the sum of the amounts that you entered in both the Today's Payment fields).