Manage Time-of-Service Money

How do I get to this page?

On the Main Menu, click Financials. Under PAYMENTS, click Time-of-Service Money

On the Main Menu, click Calendar. Under APPOINTMENTS, click Today's Appointments. Click Manage TOS money (the link is above the Today's Appointments worklist).

User access and permissions

A permission called "Manage TOS Money: Reconcile Payments" is used to control access to the Reconcile Payments tab of the Manage Time-of-Service Money page. This permission is included in roles that have the "Batch Header" permission, including:

*Receptionist
*Receptionist: No Double-Booking
Receptionist: Patient Workflow
*Practice Superuser

A permission called "*Void Own TOS Payments" allows users to void time-of-service payments or unapplieds that they created themselves, but not those created by any other user.

To access all the tabs on the Manage Time-of-Service Money page, you must have one of these user permissions (both permissions incorporate the Manage TOS Money: Reconcile Payments permission):

Billing Admin: TOS Deposit/Payment Batches
Billing Admin: Deposit/Payment Batches

Note: The Practice Superuser and Billing Admin roles include these two permissions.

Tabs on the Manage Time-of-Service Money page

The Manage Time-of-Service Money page has these tabs:

Time of Service Deposit Batch Dashboard

The Time of Service Deposit Batch Dashboard at the top of the Manage Time-of-Service Money page helps you monitor time-of-service money that needs to be placed in TOS deposit batches.

The Time of Service Deposit Batch Dashboard displays:

Number of cash and check TOS payment batches placed in deposit batches and the amount of money in those batches
Number of credit card TOS payment batches placed in deposit batches and the amount of money in those batches

You can filter the Time of Service Deposit Batch Dashboard by TOS payment batches created in the last 2 weeks or 4 weeks and by department.

Credit card TOS deposit batches

For credit card TOS deposit batches, you can view the following information:

Total number of credit card payment batches created, as well as the number and percentage of those payment batches placed into deposit batches.
Total dollar amount recorded in the credit card payment batches, as well as the amount and percentage of that money that was placed into deposit batches.

Note: Click Why? to display more information about the credit card payment and deposit batches displayed on the Time of Service Deposit Batch Dashboard.

Click Undeposited Credit Card Batches to display a list of credit card TOS payment batches that you have not yet deposited for the selected time frame and department. The Choose Payment Batches to Include in Deposit section of the Create Deposits – Credit Cards tab appears.

Credit card payment batches on the dashboard

The Time of Service Deposit Batch Dashboard displays only batches of credit card payments that are not processed automatically by athenaOne. If you process credit card payments from patients using a device that is not enabled for Credit Card Plus, you must manually create deposit batches for these non‑CCP credit card transactions on the Manage Time-of-Service Money — Create Deposits - Credit Cards tab. Using the Create Deposits - Credit Cards tab, the deposits are recorded in athenaOne and can be reconciled to the bank as part of month-end cash reconciliation.

If you use a device enabled for Credit Card Plus (CCP) to process credit card transactions, athenaOne processes those transactions automatically; these transactions do not appear on the Time of Service Deposit Batch Dashboard. (You can see the CCP credit card deposit batches that athenaOne creates on the Manage Time-of-Service Money — View Deposits Created by athenaOne tab.)

Best practices

When you collect money at check-in or checkout time or from the Collect Payment page, athenaOne automatically selects the appropriate payment batch based on the user, post date, department, and bank deposit type. If you do not have an open TOS batch, athenaOne creates one for you automatically (user specific) for the post date, department, and bank deposit type specified. When you record funds collected at the front desk, athenaOne automatically places the money in the correct payment batch for you.

Users who collect time-of-service payments should reconcile their drawer. Users at the front desk should, at the end of every day or shift, total the amount of cash, checks, MC/Visa receipts, American Express receipts, and Discover receipts (totals by payment method) collected in the cash drawer, and reconcile these totals with athenaOne totals.

If you use a non-CCP POS device to process electronic payments, you should:

Print out a batch summary from each device at the end of every day. The batch summary from each device shows totals by Visa/MC, American Express, and Discover payments that were processed through the device for that day.
Compare and verify that these totals equal the electronic payment batch totals recorded in athenaOne.

Practice managers should create TOS deposit batches daily, or as often as they go to the bank or batch out their non-CCP POS devices. Each deposit slip given to the bank should represent one deposit batch in athenaOne. Creating TOS deposit batches is a necessary step for monthly reconciliation of athenaOne with your TOS bank statement.

Practice managers can view TOS deposit batches created by athenahealth for transactions through Credit Card Plus. Funds are deposited directly to your U.S. Bank account and athenaOne automatically creates the deposit batches as a record. These Deposit Batches are available to view in Manage Time-of-Service Money: View Deposits Created by athenaOne.