Once a patient has been marked as Ready to Go, you can collect the payment for their visit and invoice.
There are two ways to navigate to a patient's invoices:
Select the 3-dot menu beside a patient’s name from the Status Board and select Invoice.
From within a patient's Chart, click on the Invoice tab.
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.
All patient invoices are listed in the left side pane of the Invoice screen.
Take 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.
Processing a Payment
All Payment transactions are processed through the patient’s Account Ledger screen. There are multiple ways to navigate to a patient's Ledger:
From the Business Office, select Financials → Search for an Account
From within a patient's Chart, navigate to the Invoice tab and click on the Payments & Ledger button on the patient’s Invoice screen
Select the Payments & Ledger option from the three dot menu next to a patient’s name via the Status Board or the patient search results.
The Payments pane will open on the right hand side for you to capture a Payment (or Refund).
You can also make a payment by navigating from the Business Office → Financials → Search for and select an Account → Click Payments at the top right 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.
Take Note: The Patient drop down field will only display patients associated to the account that have had previous visits or an active visit.
Account statements can be printed by clicking Print Statement at the top right 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.
Take 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 or 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 with the Method as Insurance, a required Insurance Type field and optional Transaction ID appear.
If processing with the Method as 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 the Payments side pane is used to apply Account Payments, Account Credits, or Account Refunds (at the Account level vs. per Invoice):
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.