What is a Bulk Copay in the EHR system?
How do I access and use the Bulk Copayment feature?
What payment methods are supported for Bulk Copayment?
How do I know if a copayment has been successfully processed?
Is there a limit to the number of copayments I can process at once?
What happens if a payment fails during Bulk Copayment processing?
Can I reverse a copayment after it has been processed in bulk?
How do I search for transactions with copayments due in the EHR?
How can I check the status of each payment transaction after processing bulk copayments?
Where can I view logs or reports related to bulk copayment transactions?
Who is eligible to use the bulk copay feature in the EHR?
How does the system indicate whether a card is on file for a patient account?
What happens if I select a patient who does not have a card on file during bulk copayment processing?
If a patient has an outstanding copay balance, will payment processed be applied to that balance?
Can I distinguish between different types of copayments during the bulk process?
How does the EHR system handle payments for different provider types?
What is a Bulk Copay in the EHR system?
Answer: Bulk Copay is a feature integrated with Global Payments that allows processing of multiple copayments at once, rather than handling them individually. This tool is designed to streamline your workflow, saving time and reducing the effort needed to collect copayments for multiple patient appointments simultaneously.
How do I access and use the Bulk Copayment feature?
Answer: To access the Bulk Copayment feature in your EHR system, follow these steps:
1. Navigate to Scheduler > Appointment Search.
2. In the Appointment Search section, apply the following filters:
- Appointment Date: Set the start and end dates to filter the appointments.
- Additional Info: Tick the ‘Billing’ checkbox.
- Card on File: Choose ‘Any’ to include all patients or ‘Yes’ to only include patients with a card on file.
- Copay: Select ‘Copayment Due’ to find patients with outstanding copays.
Selecting COPAYMENT DUE or PAID automatically changes the end date in the Appointment Date to the next 2 days from the start date.
Please note: The copay paid/due filter will only show accurate data for copayments applied to an appointment starting August 13, 2024. This means that copayments applied to an appointment prior may not reflect the correct copay status when using this filter.
3. After setting the filters, click the Search button.
4. In the search results, you can see which patients have a card on file and which do not. Visual icons will indicate the card status.
5. Select the checkboxes for the accounts you wish to collect copays from, or use the Select All checkbox to collect from all listed patients.
6. Click the Collect Copay button to initiate the payment process.
7. While processing, a new page will open displaying the payment transaction details. From the Copayment Details, you can check the status of each payment transaction.
- To view detailed information for a specific patient, click the View Details link associated with their record.
What payment methods are supported for Bulk Copayment?
Answer: The Bulk Copayment feature supports payments using cards on file. This includes credit cards that have been securely stored in the system for patient accounts. When processing bulk copays, the system will automatically charge the card on file for each selected patient.
If a patient does not have a card on file, alternative payment methods may need to be processed individually outside of the Bulk Copayment feature.
How do I know if a copayment has been successfully processed?
Answer: To verify if a copayment has been successfully processed using the Bulk Copayment feature, follow these steps:
1. Track Transaction Status: After initiating the payment process, a Copayment Details page will open. This page will show the status of each copayment transaction.
2. Check the Payment Status: The status of each copayment will be displayed next to the patient’s record. A successful transaction will typically show a status like Processed or Completed.
3. View Details: For detailed information on a specific transaction, click the View Details link next to the patient’s record. This will provide further confirmation and details about the payment.
By checking these details, you can confirm whether a copayment has been successfully processed.
Is there a limit to the number of copayments I can process at once?
Answer: There is typically no specific limit to the number of copayments you can process at once using the Bulk Copayment feature.
What happens if a payment fails during Bulk Copayment processing?
Answer: If a payment fails during Bulk Copayment processing, here’s what typically happens:
1. Transaction Status Update:
The failed transaction will be marked as such in the Copayment Details page. You can check the status of each transaction to identify which ones failed.
2. Review Failed Transactions:
Click the View Details link next to the patient’s record to get more information about the failure. This may include reasons such as insufficient funds, expired card, no credit card on file or other payment issues.
Can I reverse a copayment after it has been processed in bulk?
Answer: No, payments cannot be reversed in bulk. Each payment must be voided individually per patient account.
How do I search for transactions with copayments due in the EHR?
Answer: To search for transactions with copayments due in the EHR, follow these steps:
1. In your EHR Admin, navigate to Scheduler > Appointment Search
2. Set the following filters:
- Appointment Date: Set the start and end dates to filter the appointments.
- Additional Info: Tick the ‘Billing’ checkbox.
- Card on File: Choose ‘Any’ to include all patients or ‘Yes’ to only include patients with a card on file.
- Copay: Select ‘Copayment Due’ to find patients with outstanding copays.
Selecting COPAYMENT DUE or PAID automatically changes the end date in the Appointment Date to the next 2 days from the start date.
3. After setting your criteria, click the Search button to view the results.
4. The results list will show patients with copayments due, allowing you to review and manage their accounts accordingly.
5. You can process the bulk payments from here, by selecting each patient’s accounts, then click the Collect Copay button to initiate the payment process.
Notes
The copay paid/due filter will only show accurate data for copayments applied to an appointment starting August 13, 2024. This means that copayments applied to an appointment prior may not reflect the correct copay status when using this filter.
How can I check the status of each payment transaction after processing bulk copayments?
Answer: The system will provide a summary of successful and unsuccessful payment transactions on a dedicated Payment Details tab.
1. After initiating the payment process, a dedicated Copayment Details page will open in a new tab.
2. This page will show the status of each copayment transaction. The status of each copayment will be displayed next to the patient’s record.
3. For detailed information on a specific transaction, click the View Details link next to the patient’s record. This will provide further confirmation and details about the payment.
Where can I view logs or reports related to bulk copayment transactions?
Answer: You can view logs or reports related to bulk copayment transactions by following these steps:
1. In your EHR Admin, navigate to Billing > Payment Logs
2. Use the filters to search by Reference ID or Patient ID/Name.
3. Review the details and check the payment status for each transaction.
Who is eligible to use the bulk copay feature in the EHR?
Answer: The bulk copay feature is available exclusively to clients / practice who have integrated Global Payments (GPI) within their EHR system.
How do the system indicate whether a card is on file for a patient account?
Answer: The system indicates whether a card is on file for a patient account using icons in the copayment section. These visual cues help quickly identify which patient accounts have a card on file when processing payments.
 |
Card on File: indicates that a payment card is stored on file. |
 |
Card Not on File: indicates that no payment card is currently stored for that patient. |
What happens if I select a patient who does not have a card on file during bulk copayment processing?
Answer: If you select a patient who does not have a card on file during bulk copayment processing, the transaction will fail, you will be notified with a message prompt and tNo, an automatic copay charge will be created, and the payment will be applied to the appointment date specified in the appointment search.he status will indicate that no card is on file.
If a patient has an outstanding copay balance, will payment processed be applied to that balance?
Answer: No, an automatic copay charge will be created wherein the payment will be applied to the appointment date indicated on the appointment search.
Can I distinguish between different types of copayments during the bulk process?
Answer: During your search for patients copayment dues in the Scheduler -> Appointment Search section, the type of copay is displayed based on the provider type.
- If the appointment is scheduled with a Primary Care Provider (PCP), “PCP Copay” will appear in the Resource column of the search results list.
- If the appointment is with a Specialist, “Specialist Copay” will be displayed instead.
Notes
To specify whether a provider is a primary care provider or a specialist, configure the Billing Provider Type in the Administration > Resource Management > Resource Setup > General tab.
For additional information, refer to the Copay Field Population guide.
How does the EHR system handle payments for different provider types?
Answer: The EHR system automatically categorizes and processes payments based on the provider type. This ensures that the appropriate copay amount is collected and recorded for either a primary care or specialist appointment. To identify provider type during Bulk Copay Process:
1. Navigate to Scheduler > Appointment Search
2. Set the following filters:
- Appointment Date: Set the start and end dates to filter the appointments.
- Additional Info: Tick the ‘Billing’ checkbox.
- Card on File: Choose ‘Any’ to include all patients or ‘Yes’ to only include patients with a card on file.
- Copay: Select ‘Copayment Due’ to find patients with outstanding copays.
3. Check the search results:
- If the appointment is scheduled with a Primary Care Provider (PCP), “PCP Copay” will appear in the Resource column of the search results list.
- If the appointment is with a Specialist, “Specialist Copay” will be displayed instead.
Notes
To specify whether a provider is a primary care provider or a specialist, configure the Billing Provider Type in the Administration > Resource Management > Resource Setup > General tab.
For additional information, refer to the Copay Field Population guide.
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