Collect Payment

athenaCollector

This page allows you to collect a patient payment outside the 5-stage patient encounter. You can collect payments for past visits, today's visit, future visits, and other payment amounts, depending on the patient's account and how you opened the page. The Collect Patient Payment page uses payment type-specific workflows for Cash/Other, Check, Credit Card, and Card on File payments.

 

On the Patient Actions Bar, click Billing, and then click Collect Patient Payment

 

 

 

Tip: Click the image to see an expanded view.

 

 

Card on File
  • The Card on File field appears at the top of the page.
  • You can only collect a Card on File (COF) payment for an existing COF agreement.
  • If the patient does not have an existing COF agreement, you can create one and then use it to collect payment.

 

Payment Sections

In each section, view the Amount Due and enter a Charge Amount to be collected, if applicable.

 

Sections can include:

  • Past Visits
  • Today's Visit
  • Other Payment Amount
  • Future Visits

Past Visits

The Past Visits section displays prior patient-responsibility balances, including Bad debts, Outstanding balance, In collections, and Payment plan amounts.

  • Click View details to view charge details for each section.
  • Click View less to return to the charge summary.
Today's Visit

The Today's Visit section displays payment amounts for today's appointment. This section appears only if the patient has an appointment today and you opened the Collect Patient Payment page from the appointment workflow.

 

Other Payment Amount

This section allows you to collect an amount that is not associated with an open charge.

Unapplied Credit — Payments collected as an other payment amount go into unapplied credit and can be manually applied to claims.

 

Future Visits

The Future Visits section displays future visit payment amounts. This section appears only if the patient has a prepayment plan.

 

 

 

  1. From the patient Quickview, display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
    The Collect Patient Payment page appears.

  2. In each section, view the Amount Due and enter a Charge Amount to be collected, if applicable.

    • Past Visits
    • Today's Visit
    • Future Visits

  3. At the bottom of the page, enter the payment type details:

    1. Payment type — Select Cash/Other.

    2. Post Date — Verify (or select) the post date for the payment (usually the current date).

    3. Department — Verify (or select) the department for this payment.

    4. Click Collect Payment

  4. Payment Summary:
    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can:

      • Print

      • Email Receipt

 

  1. From the patient Quickview, display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
    The Collect Patient Payment page appears.


  2. In each section, view the Amount Due and enter a Charge Amount to be collected, if applicable.

    • Past Visits
    • Today's Visit
    • Future Visits

  3. At the bottom of the page, enter the payment type details:

    1. Payment type — Select Check.

    2. Post Date — Verify (or select) the post date for the payment (usually the current date).

    3. Department — Verify (or select) the department for this payment.

    4. Click Collect Payment.

  4. Payment Type Details — Check:

    1. Complete the required fields.
    2. The Account number, Routing number, and Check number fields are automatically filled in when you scan the check.

    3. Click Collect Payment.

  5. Payment Summary:
    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt

 

 

  1. From the patient Quickview, display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
    The Collect Patient Payment page appears.
  1. In each section, view the Amount Due and enter a Charge Amount to be collected, if applicable.

    At the bottom of the page, enter the payment type details:

    1. Payment type — Select Credit Card.

    2. Post Date — Verify (or select) the post date for the payment (usually the current date).

    3. Department — Verify (or select) the department for this payment.

  2. Click Collect Payment.


 

If using the Ingenico credit card terminal:

 

The Ingenico Lane/3000 and Lane/3600 credit card terminals accept 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).

 

Note: If your organization purchased the Ingenico Lane/3000 credit card terminal, you can continue to use this device.

 

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.

 

If no credit card device is connected

Use your athenaOne username and password to log in to Credit Card Plus, and then click Login.

  • Payment Type Details — Credit Card:
    1. Complete the required fields.
    2. Click Collect payment.

 

Payment Summary:

  1. Click View Receipt to view the payment receipt details.
  2. From the receipt window, you can
    • Print
    • Email Receipt
    • Void Payment

 

 

 

If your practice uses CCP, you may need to use the CCP system to collect patient payments for balances that do not relate to athenaOne dates of service/claims.

  1. Display the Nonpatient Payment Activity page: On the Main Menu, click Financials > Under PAYMENTS, click Nonpatient Payment Activity. The Collect Payment page appears.
  2. Payment Collection Details:
    1. Payment type — Select Credit Card.
    2. Description — Enter the description of the transaction. For audit reasons, this description should be something like "List patient Last Name — Credit balance for Legacy Account (list legacy account number)."
    3. Amount — Enter the dollar amount collected.
    4. Complete the other required fields. See Nonpatient Payment Activity > Field Reference for details.

    5. Click Continue.

  3. (If no credit card device is connected) Use your athenaOne username and password to log in to Credit Card Plus, and then click Login.
    The Payment Type Details page appears.

    1. Complete the required fields. See the Nonpatient Payment Activity > Field Referencefor details.
    2. Click Collect payment.

  4. Payment Confirmation:

    1. Click View Receipt to view the payment receipt details.
    2. From the receipt window, you can

      • Print

      • Email Receipt
      • Void Payment

 

 

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.

 

 

To record the payment in athenaOne, you must create a payment method specific to CareCredit.

  1. Display the Payment Methods page: On the Main Menu, click Settings >Practice Manager. In the left menu, under Practice Links — Miscellaneous, click Payment Methods.
  2. ID — Enter the short name, CARECREDIT.
  3. Name — Enter the full name, CareCredit.
  4. Payment method type — Select Care Credit.
  5. Bank deposit type — Select Other.
  6. Click Save. The Payment Method appears in the list below.

 

  1. Display the Collect Payment page: On the Patient Actions Bar, click Billing, and then click Collect Patient Payment.
  2. Post Date — Verify (or select) the post date for the payment (usually the current date).
  3. Department — Verify (or select) the department for this payment.
  4. Time-Of-Service Batch — Verify (or select) the payment batch for this payment. Collect the payment amount from the patient.
  5. 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.
  6. Method — Select the payment method that the patient used to make the payment (CareCredit).
  7. Other Payment Amount reason — Select the relevant payment reason, if the patient makes an additional payment not associated with open charges.
  8. Total Payment (in the gray bar) — Verify that the total of payments collected is correct. Ensure that this number is correct before you click Save.
  9. Click Save.

 

 

 

 

Note: If your practice does not use Credit Card Plus for E‑payments, the link to the Estimated Out-of-Pocket Calculator is available on the Collect Payment page only. This is for security reasons.

 

 

If your practice has the Family Billing feature enabled and the patient has family members registered in the practice, this page also provides a link to transfer unapplied credit to another family member's account.

 

 

 

If you are using the Collect Payment page and the athenaOne Device Manager (ADM) attempts to engage with a department-enabled CCP device, an error may occur with ADM or the device. A message in the Payment Information section of the page informs you that an error occurred. If you are using that device to collect a payment, click show troubleshooting detail to view the error message and troubleshoot your device.

 

 

 

 

 

athenaOne automatically applies a patient payment to its corresponding date of service when both of the following are true:

  • You collect the payment as a copay during the check-in or checkout stage of an appointment, or as a payment for Today's Visit on the Collect Payment page.
  • An open claim or missing slip exists for that date of service.

athenaOne handles payments collected under these conditions in one of the following ways:

  • The payment is automatically applied to its corresponding date of service when the claim is created.
  • The payment remains unapplied until the claim is adjudicated by insurance. After claim adjudication, the payment is applied as follows:
    • If a balance is transferred to the patient, the payment is applied to the claim.
    • If no balance is transferred to the patient, the credit is applied to other outstanding patient charges.
      Note: If a patient has an outstanding balance, the patient receives a statement only if the outstanding balance is greater than the payment. For example, if you receive a $50 copay from a patient who owes $100 from an earlier date of service, the patient receives a statement for $100. The statement also shows the unapplied amount of $50.
  • The payment is applied to its corresponding date of service as payment in full (self-pay).

 

 

Payments are automatically applied to a claim during claim creation as follows.

 

If any of the following is true:

  • The collected amount is less than or equal to $30.00.
  • The type is copay.
  • A poster indicated that a copay is owed and a matching copay was collected on that date of service.

And all of the following are true:

  1. The procedure code is eligible for a copay to be applied. Following is a list of all procedure codes considered eligible:
    • Starts with 97
    • Starts with 992
    • Starts with 993
    • Is between 90801 and 90816
    • Is between 90845 and 90880
    • Is between 92000 and 92083
    • Is one of these codes: 90791, 90792, 90832, 90834, 90837, 90839, 90901, 90911, 98940, 98941, 98942, 98943, H00015, Y9670, Y9674
    • Is not between 99217 and 99239
    • Is not between 99251 and 99263
    • Is not between 99291 and 99298
    • Is not between 99301 and 99316
    • Is not between 99381 and 99387
    • Is not between 99391 and 99397
  2. For claims with more than one procedure code, only one procedure code is eligible for a copay (see the list of eligible procedure codes in criteria 1 above). For example, codes 99214 and 99291 cannot both be present on a claim.
  3. The payment was collected on the charge's From Date (same date of service).
  4. The copay has not been paid on that claim already (one copay per claim).
  5. The Transfer Type is primary insurance or patient.

 

 

A payment is applied to a charge as payment in full when:

  1. The charge amount is greater than or equal to $40.00.
  2. The amount collected as patient payment is equal to the charge amount.
  3. The payment reason is not Payment for An Old Service.
  4. The full charge is assigned to patient responsibility.
  5. The payment was collected on the same date as the charge's From Date.
  6. The charge amount has not been transferred.
  7. The practice setting "Apply Unapplied To Charges Oldest-First" is not turned OFF.
  8. No transaction activity has occurred on the account within the number of days specified by the practice setting "Number of Days Before Applying Unapplied Payments."

 

 

 

 

Credit Card Plus (CCP) supports point-to-point encryption (P2PE) and the EMV chip card for credit card transactions with the Ingenico Lane/3000 and Lane/3600 credit card terminals. P2PE and EMV are important security improvements that reduce the risk of credit card data leaks and fraud.

Note: Because of the enhanced security of the Ingenico device, you no longer need to re-enter your athenaOne password when you collect payments using the Ingenico device.

 

To learn more about the credit card security improvements made by athenahealth and the impact on your practice, please read the detailed FAQ.

 

 

Since October 2015, major credit card brands require that EMV cards in "card present" point-of-service situations be read via the chip instead of the magnetic stripe. Practices that do not have EMV-enabled terminals can still process credit cards with traditional magnetic stripes using the older MagTek and RDM machines. However, if a fraudulent transaction is processed with these older machines when a patient uses a chip card, your practice may be liable for the amount of the fraud.

 

The Ingenico Lane/3000 and Lane/3600 credit card terminals accept 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).

 

Note: If your organization purchased the Ingenico Lane/3000 credit card terminal, you can continue to use this device.

 

 

 

For information about purchasing the Ingenico Lane/3000 and Lane/3600 devices, see CCP Ingenico Device Purchase Instructions. You can also find detailed installation instructions for Ingenico Lane/3000 and Lane/3600 terminals on the Success Community.

 

Depending on how your organization is billed for Credit Card Plus, you may be able to order Ingenico Lane/3600 devices on these athenaOne pages:

 

 

After you install the Ingenico device, you can continue to use RDM check scanners to scan checks, but the credit card swipe function is disabled. Also, you can leave the MagTek credit card swiper plugged in to your computer, but you can no longer use it.

 

Because the RDM device lacks EMV and P2PE support, we recommend using the following devices:

Note: The Burroughs device is not required. You can continue to use the RDM device for check payments.

 

For more information about the Burroughs check and ID card scanner device and how to order one, see the Burroughs Check Scanner Installation, Testing, Usage, and FAQ guide on the Success Community. To learn more about the credit card security improvements made by athenahealth, the impact on your practice, and how to order new credit card terminals, see the detailed FAQ.

 

 

 

You can choose to enforce secure device use in athenaOne when processing credit card payments. With this functionality enabled, practice users must use the Ingenico Lane/3000 or Lane/3600 device to make all Credit Card Plus (CCP) credit card payments. Practice users cannot make payments using keyboard entry or any other device, such as the RDM 7011f or MagTek Dynamag. If a practice user attempts to make a credit card payment without the Ingenico device connected, an error message appears.

 

Enforcing the use of the Ingenico Lane/3000 or Lane/3600 device does not affect the following:

Enforcing secure payment device use restricts CCP payments entirely to Ingenico devices. In the case of a device or network malfunction, you will be unable to accept credit card payments with a backup method. Carefully consider the ramifications of enforcing secure payment device use before you ask athenahealth to enable it.

 

This functionality is not recommended for all organizations. Please contact your CSM if your organization needs this functionality enabled.

 

 

 

 

 

 

Collect Payment
Step 1 — Payment Collection Details
Payment type

Select the payment type:

  • Cash/Other
  • Check
  • Credit Card
Post Date Enter today's date.
Department Select the department for this payment.
(different fields appear based on the selected Payment Type)
Payment method

(This field appears if you selected Payment type: Cash/Other)

 

Select the payment method from the list.

Note: The payment method menu is administered on the Payment Methods page.
Step 2 — Payment Type Details

(different fields appear for each Payment Type)
Payment Type: Credit Card
How is the credit card information supplied?
  • The card is present — The credit card was presented (used) at time of payment.
  • By telephone/email — Credit card information was supplied on the phone or by mail.
 

If you are using a credit card device, collect the payment by swiping, inserting, or tapping the card.


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:
Cardholder's name

Enter the name on the credit card.

This field is populated by a successful swipe of a 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.
Credit card number Enter the credit card number.
Expiration date

Enter the expiration date.

This field is populated by a successful swipe of a credit card.
Security code

Enter the security code.

Click the What's this? link to locate the code.

 

This field is populated by a successful swipe of a credit card.

 

Required for non-Card Present transactions.

Optional for Card Present transactions.
Billing address

Enter the billing address information of the credit card holder

(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).
Payment Type: Check
Check amount Enter the amount of the check.
Name on check Enter the name on the check.
Check type
  • Personal
  • Business

For guidance on distinguishing between personal and business check formats, check this article in the Success Community: What Types of Checks are Supported by Credit Card Plus Processing?.
Account number This field is automatically populated when you scan the check with the check scanner device.
Routing number This field is automatically populated when you scan the check with the check scanner device.
Check number This field is automatically populated when you scan the check with the check scanner device.

 

 

 

 

 

 

 

 

Related Topics Link IconRelated Topics