Patient Payments

Like insurance payments, patient payments come in a variety of ways. Sometimes a payment comes at the beginning of the appointment, and other times it arrives a few weeks later. Some payments are made for an individual patient, while others are made for several members of the family at once. All of these different situations are accounted for in the Transaction Entry module.

Note: Patient payments can also be made electronically via InstaMed. Such payments will automatically be posted to the Ledger via QSIDental Web's interface with InstaMed.

The Transaction Entry module allows for the entry of treatments and payments. As the treatments are connected to the Restorative Chart, the screen will primarily be used to enter payments by clicking the Payments tab at the bottom of the screen.

Add a Patient Payment

To add a payment:

  1. Launch the Transaction Entry module for the desired patient.
  2. Click the Payments/Adjustment tab if required.
  3. Select either Payment Types or Adjustment Types.
  4. Select the type of payment or adjustment.
  5. Complete the relevant details for the payment or adjustment. The fields vary based on the type of payment or adjustment selected.
  6. Payments may be applied to the patient or to the responsible party via the Apply To dropdown.
  7. Payments may be allocated to specific procedures. Select the dropdown beside the desired procedure to apply the patient portion to that procedure. The amount may be adjusted in the New Amt field if desired.
  8. Click Apply.

Unallocated Patient Payments

Unallocated payments are patient funds taken in by the office that have not yet been associated with any procedures. Most payments are allocated by QDW automatically, but there are instances of unallocated payments, like prepayments, refunds, and posting payments to the incorrect patient.

You can allocate payments using the Unallocated Pay/Adjs tab in the Transaction Entry module. See Allocate Patient Payments for instructions.

Allocate Patient Payments

To allocate patient payments:

  1. Launch the Transaction Entry module for the desired patient.
  2. On the Unallocated Pay/Adjs tab, select the desired unallocated payment by clicking the line item in the Unallocated Payments and Adjustments section.
  3. Select the desired procedures in the Procedures To Post section.
    The estimated patient portion is added to the New Amt field automatically. You can override the amount by typing an alternate fee in the field.
  4. Click the Allocate button.
    Note: Note that payments and adjustments can be allocated from any office.