This article will give an overview of everything that is involved in a purchase. Similar to encounters, purchases are tied to an appointment. When you schedule an appointment, a corresponding purchase is created.
Purchases can be viewed from the Transactions tab in the patient record or by using the Transaction button found in both the appointment panel and encounter.
Where to view patient purchases Where to view all clinic purchases
A Purchase consists of:
- Patient details
- Provider
- Billing Profile
- Case Type
- Treatment type
- Ledger
- Diagnosis & service codes
- Insurance policy
- Payment breakdown
To adjust codes, apply insurance policy, lock, and accept payment for this purchase, click Edit.
Click through the following for how-to guides:
Services & Diagnoses
The diagnosis pointing module is mirrored in three locations: the purchase (here), encounter tools, and the appointment panel.
You can add and adjust diagnostic and service codes from this screen.
- Add a service (CPT) code using the search bar labeled Type to search and add service codes (bottom of image)
- Add a diagnostic (ICD) code using the search bar labeled Type to search for diagnostic codes (under each service code)
- Quickly point diagnostic codes to all services using the tag button at the top next to each selected diagnostic code
You can also reorder the services and diagnosis by dragging and dropping!
Apply insurance
Along with the Services & Diagnoses module, insurance policies can be applied from the purchase (here), encounter tools, and the appointment panel.
- To apply a patient's insurance policy select the policy from the drop down.
- To add an insurance policy that isn't already saved to the patient's record, click the + Insurance button.
- To view and edit details related to the insurance policy click the policy to open a detail drop down.
Lock a purchase
Once your diagnosis and service codes have been entered and confirmed, and all insurance policies have been applied, you can lock your purchase. Locking a purchase confirms that all details have been reviewed and you're ready to prepare a claim. This will also automatically test the associated claim.
A purchase must be locked to generate a claim if the Require purchase locking setting is enabled. This setting is optional and can be changed at any time under Clinic Settings > Billing > Require purchase locking.
Take payment
Select Pay.
Check the purchase session you would like to take payment for, and click Collect.
Your purchase will now reflect the recorded payment in the Credit column of the Ledger.
Delete a purchase
You can delete a purchase made in error as long as no payment has been applied and there is no encounter or appointment associated with the purchase.
- Ad-hoc Supplement & Supply or Package purchases: You can delete the purchase as long as there are no posted payments.
- Appointment purchases: The associated encounter and appointment must also be deleted before you can delete the purchase.
Here is an example of a purchase:
