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This article explains how to collect patient payments directly in the EHR, with payments automatically flowing into Elation Billing.

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Overview

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What is Collecting a Patient Payment in the EHR?

With this workflow available to Elation EHR + Billing users, patient payments collected in the EHR automatically flow into Elation Billing.

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Requirements

Collecting Patient Payments in the EHR requires that your practice has activated Stripe. See Activate Online Payments for instructions.

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Workflow Instructions

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Step 1 - Initiate Payment Collection

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Option 1 - Collect via the Calendar

In the Appointment Calendar, select the patient, then click Collect Payment. Appointment detail popup for Peregrin Took showing a Follow-Up on Sep 13 at 2:30pm, insurance Active with 15 copay, current balance 200, and the Collect Payment button highlighted.

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Option 2 - Collect via the Payment Button

  1. From your EHR Practice Home, select Payment. The Payment button highlighted in the top navigation toolbar of Elation Practice Home, located as the rightmost icon after Fax Inbox.
  2. Begin typing the patient’s name and select them from the list. Patient Payment Request dialog showing "peregr" typed in the Patient field, with Took, Peregrin selected from the autocomplete dropdown, showing DOB and last visit date.

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Step 2 - Enter Payment Amount and Reason

Patient Payment Request form for Took, Peregrin with Amount 30 entered and Payment Reason dropdown open showing "Copay" and "Outstanding Balance" options. Copay shows 30, Current Balance $431. The patient’s standard Copay and Current Balance are immediately available. Click […] in Current Balance to navigate to the patient’s Elation Billing page. Enter the Payment Amount and select the Payment Reason:

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Copay

Denoting a payment as Copay will apply this payment to the Visit Note. Assuming the Date of Payment matches the DOS, once balance responsibility transfers to the patient in Elation Billing, the copay will automatically apply.

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Outstanding Balance

An Outstanding Balance payment will immediately and automatically apply to the balance in Elation Billing.

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Patient Payment Note

Add Patient Payment Note allows you to leave a note for the patient that will be included in their email receipt. Payment form showing 30 amount, "Outstanding balance" reason, a patient payment note, 30 copay, $431 current balance, Credit/Debit selected, and "Send patient a request" payment option.

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Cash/Check - Reference Number

When recording a Cash or Check payment, leaving a Reference Number will also populate in Elation Billing.

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Step 3 - Select Payment Method

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Credit/Debit - Stripe

Requires that your practice has enrolled with Stripe.

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Credit/Debit - Non-Stripe Merchant

If using a different merchant:
  1. Collect the payment as Cash or Check
  2. Navigate to Elation Billing Payments
  3. Open the payment collected
  4. Edit and add the merchant’s transaction reference number
  5. Save

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Check

At this time, the EHR does not support direct recording of Check Numbers. To record:
  1. Navigate to Elation Billing Payments
  2. Open the payment collected
  3. Edit the payment
  4. Add the Check Number
  5. Save

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Cash

Select Cash for cash payments.

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Step 4 - View Summary and Print Receipt

Once you collect the payment, you’ll be presented with a Patient Payment Summary. Patient Payment Summary dialog showing Took, Peregrin, $50.00 paid by Check for Outstanding Balance, with status Paid and Print receipt button available. You can print the patient’s receipt directly from this pane.

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To Print a Receipt Later

  1. Navigate to the EHR
  2. Go to Reports → Patient Payment Report
  3. (Optional) Search for the patient
  4. Under the Actions column, select […]
  5. Select View Receipt