How to receive patient registration fee

Day-to-Day Users
1

overstand wrote on Wednesday, July 11, 2012:

Hello i’m a newbie trying to use openemr in a clinic . I have managed to setup the clinic’s practice and services . I am having problems with  receiving cash payment for patient registration from first time visitors to the clinic . My country does not support credit card transaction so most payments are done over the counter by cash .
Also i would like to know how la results get signed .
Thanks

2

tmccormi wrote on Thursday, July 12, 2012:

If you turn on the Inventory Module in Globals you will get a new menu items in the popups called prepay that will solve the problem.  You could also use Fees->payments, but it is a little cumbersome for single payments as it is a batch posting tool.

Note to team: Need to decouple the PrePay menu item from the Inventory module and move it to the Fees-> menu

3

bradymiller wrote on Saturday, July 14, 2012:

Hi Tony,

The PrePay item is decoupled already; just for some reason, it is called ‘Payment’ in the popup rather than ‘PrePay’ when the inventory module is not used. Pretty odd. Sounds like it should simply by Payment in both cases; this thing may belongs in the Fees menu item also, since it seems to be a very useful way to make pre-pay/copays.

-brady
OpenEMR

4

tmccormi wrote on Monday, July 16, 2012:

Yeah, I think we need it to be in Fees Menu.  Maybe “Patient Payment”, should rename the current “Payments” to be “Batch Payment Entry”
-Tony

5

bradymiller wrote on Sunday, July 22, 2012:

Hi,

Made some proposed changes to the Fees section of the left_nav menu:
Renamed Payments to Batch Payments
Placed a link Payments to the link that was only previously in the popup menu

There is now a link to a Checkout and Payments screen which seem to be very similar. The main question here is if it makes sense to retire Checkout? Or should we keep both of them there. If do keep Checkout, then there is a bug (likely very simple to fix) that is not showing copays (copays were migrated to the ar_activity table, so aren’t showing up there).

Here’s the github branch:
http://github.com/bradymiller/openemr/commits/payment-menu-label_1

-brady
OpenEMR

6

bradymiller wrote on Thursday, July 26, 2012:

Hi,
Committed above to sourceforge. It does appear that the Checkout and Payments are different enough (the checkout lists all diagnoses/procedure descriptions in the receipt whereas the Payments just lists the charges), so perhaps makes sense to keep both (until somebody completely merges the fx of the two together).
-brady
OpenEMR

7

opti1 wrote on Wednesday, August 15, 2012:

I added inventory but there is no new PrePay menu item. I am having trouble adding payments in the batch payment screen, see other thread

8

bradymiller wrote on Sunday, August 19, 2012:

Hi,

There have been lots of billing module changes and fixes for the soon to be release 4.1.1 version. The billing module takes some time to learn (I was forced to in order to fix some bugs). I suggest playing around with the soon to be released version to see if things work better and are easier:
http://www.open-emr.org/wiki/index.php/Development_4.1.1_Demo
http://www.open-emr.org/wiki/index.php/OpenEMR_Downloads#Daily_snapshots

-brady
OpenEMR

9

opti1 wrote on Monday, August 20, 2012:

I added Inventory in the demo installation, and the result is the same as mine - can’t see this PrePay popup that has been mentioned

10

bradymiller wrote on Wednesday, August 22, 2012:

Hi opti1,

No need to add the Inventory module. Can be found in two places (in 4.1.1-dev version):
Fees->Payment (note the Batch Payments now is link for the other stuff)
Popups->Payment
(Note these are both the same thing; and see the Payment Against selection for choosing Pre-pay or Co-pay etc.

-brady
OpenEMR

11

ahmed159 wrote on Wednesday, February 04, 2015:

Hi team,

I am new to openemr i am using version 4.2.0. Most of my Patient are poor don’t have insurance card so i have to go prepay. when i am opening new patient record in frontoffice and in fee i go for payment prepay at the end of day i cant find any detail about it.

Please help me …

12

fsgl wrote on Wednesday, February 04, 2015:

You have to click the “Generate Invoice” button to save the cash payment.

Note that Pre-Pay is for patients with insurance, so choose “Self” for Patient Coverage.

The payment should appear in the EOB Posting Invoice as well as in Payment Method Report.

13

ahmed159 wrote on Thursday, February 05, 2015:

Hi Fsgl & Team

Thanks for the Support given by you, I was in doubt to go with openemr r not but now i am happy for the decision going with Openemr.

If i am clicking Self and same as above in the pic you have send i am getting this msg- (Sorry No Appointment is Fixed. No Encounter could be created)

  1. My receptionist open the file for the guest
  2. after that Fee-Payment-Cash-self-amount after that i am getting error

Thanks Again

14

fsgl wrote on Thursday, February 05, 2015:

In addition to creating a new patient, a new encounter must also be created.

The billing system is built around the encounter. A payment cannot be applied if no encounter is associated with it.

15

fsgl wrote on Thursday, February 05, 2015:

Would suggest that you become familiar with the Users Guide.

16

blankev wrote on Thursday, February 05, 2015:

Is it possible to make a new ENCOUNTER with the text Pre-Payment? make a negative payment? Just a thought.

17

mdsupport wrote on Tuesday, February 10, 2015:

Best to make the system record reflect real life events. When patient shows up at reception,

  1. Create patient record if necessary
  2. If office policy requires fixed charge for today’s visit, create encounter and use fee sheet to record co-payment. After the visit but before patient checks out, clerk can record the charges, collect additional amounts if needed and provide a itemized receipt.
  3. If patient sends payment before the visit, use batch payments to record pre-payment from the patient. This does not require the encounter at the time of receipt. You will find batch payments to be more flexible as you can record parents paying for the visits of several family members (including self) on different dates.
    This is done by allocate until the undistributed balance becomes 0.

If your workflow does not match either of the scenarios, you should describe it in detail for others to comment.