Users can fully customize appointment types to require patient copays or deposits during online booking, self-scheduling, or appointment check-in. This flexible setup helps ensure upfront payments, reduces no-shows, and streamlines financial management by integrating payment collection directly into the scheduling or check-in workflow.
Booking fees by appointment type
Start by clicking the Utilities icon, then navigate to Company Master and select Appointment Type.
To require patients to pay a booking fee based on the appointment type, select an existing appointment type or click + New Appointment Type to create a new one.
Enter the appointment type details.
Use the Charge Copay / Deposit during Self-Scheduling through Patient Portal or at Patient Check-In dropdown menu to choose when patients are required to pay a copay or deposit, either during Self Scheduling or at Patient Check-In. If this setting is enabled for Self Scheduling or Check-In, patients with insurance who have a copay will be prompted to pay their copay when scheduling or checking in for an appointment type that requires one.
Choose from the Self-Pay Cases dropdown menu to configure how you would like to collect fees for patients with Self-Pay cases.
You have three options to select from:
Auto-Post to Patient Funds
When patients with a Self-Pay case make a payment during self-scheduling or check-in, selecting this option will automatically generate a patient fund for them.
Create Unposted Patient Payment
When patients with a Self-Pay case make a payment during self-scheduling or check-in, choosing this option will generate an unposted patient payment.
Generate Administrative Encounter with Miscellaneous Charge and Payment Auto-Posted
Upon selecting this option, you will be prompted to select a Miscellaneous Charge from the available dropdown menu. By doing so, an administrative encounter will be generated with the corresponding miscellaneous charge amount. This occurs when patients with a Self Pay case submit payment at either self-scheduling or Check-In.
If you have chosen Auto-Post to Patient Funds or Create Unposted Patient Payment, enter the Deposit Amount that patients should be charged for Self-Pay Cases.
If you select Generate Administrative Encounter with Misc. Charge and Payment Auto-Posted, it’s important to ensure an Administrative Fee has been set up correctly. Then, choose the appropriate Miscellaneous Charge code from the dropdown. If this charge is linked to a fee schedule, the Deposit Amount for Self-Pay cases will populate automatically.
Click Save.
When viewing a patient's appointment in Scheduling, payments made by patients who paid their copay or deposit during self-scheduling or check-in will be displayed under the Payments tab. A note will be included indicating that the payment was made at the time of Self Scheduling or Check-In.
