Overview
The Patient Payment Manager, also called the PPM, is a tool that allows you to create recurring payments for patients to pay for their primary care plan over time. This feature requires integration via Open Edge or Fortis credit card processing.
Adding a Payment Contract
Using the Mega Search box, locate the patient for whom you want to create a contract.
- Click the Wand icon to open the Patient Menu
- Click Add Payment Contract, which adds a Contracts tab to the Patient Information
Enter Contract Details
Enter information about the contract:
Payment Day of Month: Choose the date the payment is processed. Some clinics choose 2 dates per month to simplify reconciliation such as the 1st or 15th, but the date is flexible if patients request a specific date to charge their card
Start Date: This is the date the contract starts
Contract Total: Enter the total amount the patient will be paying
Down Payment: This is optional. If a down payment amount is entered, it will be charged once the contract is created. Keep in mind the current date and the Payment Day of the Month so the patient is aware that two payments may process close together, or change the start date to a day after the Payment Day of Month so that the patient isn't charged again until the next cycle
Payment Method: Click the + sign to add a credit card. Details on entering payment methods are shown below
Payment Interval: Choose how frequently the card will be charged
Number of Payments: Enter the total number of payments to process. Do not schedule payments to exceed one year from the start date. The system will automatically calculate the amount of each payment and display the date and amount in the Payment Schedule box
When you enter a start date and contract total, the first payment will appear in the Payment Schedule portion of the window
Add Payment Method
Enter the credit card information by clicking Add Card on File button at the bottom of the window. If the computer has a credit card swiper attached, the card data can be entered using it. If the swiper is not attached, manually enter the information in the box that opens.
Click the button with two pages on it next to Name on Card to copy the patient's name into the box
The default payment method is shown in the box and identified by the card type and last four digits of the card number. If additional cards are entered, choose a new default by clicking the arrow and selecting.
Contract Options
When you click the Place Contract On Hold button, the patient will not be charged until you take the contract off hold.
The card will be charged for ALL missed payments at one time when you take the contract off hold
Edit the contract to change the parameters. When you click the Edit Contract button you will return to the original entry window where you can change components in the Payment Schedule box including: Payment Day of the Month, The Amount the patient wants to pay as well as the payment method.
If a patient wants to use multiple credit cards, add the additional cards by clicking the Add Payment Method button. When the additional cards are entered, choose the specific card for any given month by clicking in the Payment Method column and choosing the card from the list.
Viewing Contract Information
PPM Report
View details about patients with payment contracts by using the radio buttons on the left to filter the data. Use the scroll bar at the bottom of the window to see each data point about the contracts selected.
On Hold contracts will appear in pink
Card Declined Notifications
The decline minimizer function of the credit card processor automatically updates card information if the expiration date changes or if the card number is changed because it was lost or stolen. However, if a card is declined and not updated by the decline minimizer, the system automatically sends an email notification to the people entered in the PPM section of System Setup.
