Charges and payments can be applied to the patient's account both from inside an encounter note and, for charges not associated with a SOAP/Encounter note, directly to the billing block from the chart view.
An merchant service processor has to be to integrated before credit card payments can be processed in Cerbo.
- Short video on how to add charges and payments to the patient's account
- Add Charge to Patient's Account
- Add a Credit Card
- Choosing an Integrated Merchant Services Partner
Payments can be added from the Encounter/SOAP note by hovering over the Charges/Payments plus symbol (+) and selecting Add Payment:
Payments can be added outside of a note from the chart view note by hovering over the Charges/Payments plus symbol (+) and selecting Add Payment:
1. Click Apply Credits Button
If the patient has available credits in their account, allocate these to unpaid charges along with any new payment.
2. Add Payment to Charge
In the Add Payment window, manually enter the Payment Amount or check the "check to pay in full" box to have the system calculate the total amount due and fully allocate the payment (and any available credits) to unpaid charges in the note.
The amount of money available to apply to unpaid charges in the Add Payment window is the payment amount plus any available credits. In the Apply Credits window, it is just the amount of available credits.
Allocate Credits Towards Unpaid Charges
To pay for a charge with a credit on a patient's account, click on the Apply Credits button to allocate credits to unpaid charges without adding a payment.
Check the boxes beside the charges where payment will be allocated. The system automatically allocates the maximum amount to each charge as it is checked until the available money runs out.
Click in a charge's "To Pay" field to edit the payment amount to be allocated to that charge.
When a payment is added to the patient's account, the account balance is adjusted accordingly. The payment will also appear on any account statements, receipts, etc. covering the relevant period. And, if it was used to completely pay off any unpaid charges, an insurance invoice that is generated for those charges will be marked "Paid in Full."
A note on credits:
It is technically possible to add a payment without allocating it to open charges, such that the patient has BOTH unallocated credit AND unpaid charges in his or her account. Payments in excess of unpaid charges or payments that are not fully allocated to unpaid charges become available (unallocated) credits in the patient's account, which can be used to pay charges in the future.
In general, payments should be fully allocated to unpaid charges except in unusual cases, so that only patients with a positive account balance (i.e. no unpaid charges) have available credits.