Apply Payments to Billables

Once the payment is collected in Avea, the user will have three options for allocating the payment. The user can either choose to Auto-Apply the Payment, Leave the Payment Unapplied, or Manually Apply the Payment. Let's review each option to see which one works best for the user's desired workflow.

Auto Apply the Payment

Selecting Auto Apply Payment instructs the system to automatically apply the payment to the oldest billable(s) with an open balance. Billables whose balances are reduced to $0 as a result of the payment will automatically close. Billables whose balances are reduced but not fully paid off will remain open. 

• 1. Collect the Patient's Payment using any of the methods outlined here.
  2. After selecting Collect Payment, the system will ask how to apply the payment.
     
  3. Select Auto Apply Payment.
     
  4. Next, select Submit.
     
  5. The system will then redirect the user to the Payments tab to display the payment and how it was posted.
      

Leave the Payment Unapplied

Selecting Leave Payment Unapplied instructs the system to collect the payment as an account credit and take no further action. Leaving a payment unapplied will require a user to later apply the credits to any open billable charges. This feature is useful for facilities that would like to have more control over applying patient credits to outstanding charges. 

• 1. Collect the Patient's Payment using any of the methods outlined here.
  2. After selecting Collect Payment, the system will ask how to apply the payment.
     
  3. Use the default option Leave Payment Unapplied.
     
     
  4. Next, select Submit.
     
  5. The system will then redirect the user to the Payments tab and highlight the new payment.
     
  6. Select Auto Apply Payments to apply all patient credits to all open billables.
     
  7. Select Apply Payment to specify the amount(s) and the patient billable(s) the credit should be applied to.
      

Manually Apply the Payment

Selecting Manually Apply the Payment will generate a dropdown where the user can select the billable and the amount of the payment the system should apply. This feature is useful for facilities that would like to have more control over applying patient credits to outstanding charges. 

• 1. Collect the Patient's Payment using any of the methods outlined here.
  2. After selecting Collect Payment, the system will ask how to apply the payment.  Update the dropdown to Manually Apply the Payment.
     
  3. The system will then generate a dropdown of Patient Billables with an open balance. This dropdown will default to the oldest, outstanding charge.
      
  4. To apply the payment to a different billable, update the dropdown with the appropriate billable.
  5. Next, enter the Amount of the payment that should be applied to the billable.
      
  6. If additional payments need to be applied, select the plus icon to add another billable and input the Amount.
       
  7. Next, select Submit.
     
  8. The system will then redirect the user to the Payments tab to view the payment and how it was allocated.
     

Editing Applied Payments

Payments that have been applied can be edited in two ways, let's review them both.

Apply Payment

1. Navigate to Patient > Patient Billing > Payments.
2. Select Apply Payment. 
   
3. Under Applied Amount, update the amount of each payment you want to change.
4. Select Submit to complete the process. 
   

Refund

If a payment is refunded, any previously applied credits will be automatically removed by the system. In case the payment was applied towards the closure of a billable, the system will automatically re-open the billable and adjust the patient's balance accordingly. For instructions on how to initiate a refund, please click here.