Once a patient has been marked as “Ready to Go”, you can collect the payment for their visit and invoice. Navigate to the patient’s invoice by either:
Selecting the patient’s name from the Status Board and clicking on the Invoice tab.
Selecting the 3-dot menu besides the patient’s name and clicking on invoice.
Within the patient’s invoice, you will be able to see the subtotal, discounts applied, taxes applied, invoice total, account balance, and invoice balance at the bottom of the screen.
💡Please Note: The invoice total may not match the invoice balance. The balance reflects any payments that have been applied to the invoice whereas the invoice total is the total amount after discounts and taxes.
From the Invoice, you will want to select the Payments & Ledger button at the bottom of the invoice page to access the financial ledger and record a payment.
Processing a Payment
All Payment transactions are processed through the patient’s Account Ledger screen, either by navigating through Business Office > Financials > then searching/selecting an Account, clicking on the Payments & Ledger button on the patient’s Invoice screen, or by selected ‘Payments & Ledger’ option from the three dot menu next to a patient’s name.
The Payments pane will open on the right hand side for you to capture a Payment, and the patient name and invoice number will already be selected.
You can also make a payment by navigating to the Business Office > Financials > clicking on the Account row > selecting ‘Payments’ at the bottom of the screen. The Payments Pane will open on the right and the Patient can be selected from the drop down field. Once a patient is selected, the rest of the fields (previously grayed out) will become available.
📓 Please Note: The Patient drop down field will only display patients associated to the account that have had previous visits or an active visit.
The Account Statement can be printed by clicking Print Statement at the bottom of the Account Ledger and selecting an option.
Once selected, you will see a notification on the bottom left of the screen indicating that the PDF is being exported.
The PDF will contain the entire Account Ledger history, including Visit Invoices and all transaction rows indicating a Debit or Credit amount.
📓 Please Note: The printed Account Statement will not display any voided transaction rows.
Invoice Tab
The Invoice tab of Payments is used for applying payments or refunds to a selected invoice for a selected patient under the owner’s account.
Patient – Drop down menu including all patients associated with the client account
Invoice – Drop down menu including all previous invoices for easy reference
Type – Transaction Type, either Payment or Refund.
Method – Accepted Methods for non-Gravity Payments and Instinct Payments customers include Cash, Visa, Mastercard, American Express, Discover, Check, Care Credit, Insurance and Other.
* Non-Gravity Payments or Instinct Payments customers must process Credit/Debit card transactions using your facility’s card terminals. The “Payment” module in Instinct Invoice merely documents that the transaction has been processed elsewhere.
** Gravity Payments and Instinct Payments customers will see a specific Credit/Debit Card option instead of displaying Visa, Mastercard, American Express, and Discover. These customers can process a card transaction directly from the Instinct Invoice using their Point-of-Sale (POS) devices.
If processing via Credit/Debit Card, a Transaction ID field appears and is required.
If processing via Insurance, a required Insurance Type field and optional Transaction ID appear.
If processing via Other, the Notes field is required.
Amount – Select a dropdown to quickly enter the Current Balance, or % of Balance in the Amount field. You can also enter any amount by typing it in directly.
Note – Notes field for all Methods. This is required for any ‘Other’ Payment Methods.
Once a payment has been processed, the Payments screen will update in real time and display a confirmation message as shown below.
You can then:
Change to Inpatient – Update status of patient to ‘Inpatient’ if they’re not already listed as such
Check Out – Check this patient out of Instinct
Print Invoice – Download/print the current invoice
New Transaction – Process a new transaction (helpful if owner uses multiple forms for payment)
Account Tab
The Account tab in Payments is used to apply Account Payments, Account Credits, or Account Refunds at the Account level.
Balance Payoff: collect a payment to apply to multiple pets and invoices or old balances
Deposit: collect a payment that deposits funds as Account Credit (Unapplied Payments)
Refund: issue a refund from the Account Credit (Unapplied Payments) amount available