Payment Plans

Medical bills can seem overwhelming to many patients. Balances often exceed the amounts that patients can pay at one time. For this reason, doctors assign patients to payment plans. A payment plan specifies a certain amount that must be paid each month (or other specified time period) until the balance is paid off. Medisoft can track which payment plan is assigned to each patient. Additionally, it can flag patient accounts if payments are missed.

Creating Payment Plans

To create a payment plan, take the following steps:

  1. Click the Lists menu and Patient Payment Plans.
  2. Click the New button.

  3. You are going to see the following screen. Here you can give the plan a description, as well as specify the day the first payment will be due, how often payment will be due, and the amount of payment that will be due each period. Make your selections and click Save.

Assigning Payment Plans to Patients

After creating a plan, you need to specify which patients will be on that plan. To assign a plan to a patient, take the following steps:

  1. Open the Patients/Guarantors and Cases screen by clicking the Lists menu and Patients/Guarantors and Cases.
  2. Find the patient you wish to assign the payment plan to and double-click on that patient. This will open that patient’s record.
  3. Click the Payment Plan tab. Here you will be able to select the appropriate payment plan for this patient. After making your selection, click Save.

The program will now track the scheduled date for the next payment and the amount to be applied.  If the patient follows the payment plan (e.g., the patient pays the required amount by the required date), the account is excluded from any collection letters that might be prepared.  If the patient does not follow the plan, the account will be included in any collection letters that might be prepared.


VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

Cycle Billing

Cycle billing is a feature that can increase the cash flow to the office. Using cycle billing allows an office to send statements out more than once a month without sending multiple statements for the same transactions. This feature is most useful in offices that do not require frequent, regular visits for their patients. To use cycle billing, take the following steps: (Note: Steps 1-3 are only required for initial setup of cycle billing. Once these steps are completed, you can begin the process of billing starting with step 4.)

  1. Open the Program Options screen to the Billing tab.

  1. You will see a section of the screen labeled Statements. In this section, there are two fields that must be configured in order to use Cycle Billing. Place a check mark in the field labeled Use Cycle Billing. You will also need to specify the length of your cycle. This is done in the field labeled Cycle Billing Days. This field should usually have 30 entered in it. With this number we are specifying the number of days that must elapse before a statement is printed again.

  1. After setting these values, click the Save button.

  2. Open Statement Management by clicking the Activities menu and Statement Management.
  3. There are certain fields that are useful when doing cycle billing. These fields do not default into your grid display within Statement Management. You will need to add these fields to the grid. Click the small black dot to modify the grid.

  1. The Grid Columns window will open. Click Add Fields.

  2. While holding the [CTRL] button down, click on the fields labeled Last Billing Date and Next Statement Date. This will select both of the fields. Click OK.

  3. You will see those two fields added to the Grid Columns window. Click OK.
  4. You will now see columns in Statement Management labeled Last Billing Date and Next Statement Date.
  5. If you follow the steps outlined above for billing your statements, you will see these fields populated. As long as you are using cycle billing, the transactions attached to statements will not appear on another statement until the date listed in the Next Statement Date field.

As previously stated, Cycle Billing is not a tool that all offices would find useful. If patients have multiple visits during a particular month, it is possible that they could get multiple statements during that month. If patients are only seen few times each year, cycle billing will allow them to send statements as often as they would like, without sending multiple statements to the same patients/guarantors.

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

Change Status

Pressing the Change Status button will allow you to change the status for a group of statements. Pressing this button will bring up the following screen.

The first thing you will need to specify is which statements you wish to change. This can be done by selecting the Batch option or the Selected Statement(s) option.

Batch: Selecting Batch will allow you to specify a certain batch number, and change the status for all statements within that batch.

Selected Statement(s): This option will allow you to change the status for a statement or group of statements regardless of batch number. In order to select multiple statements, you will need to hold the [CTRL] button down and click on the statements you wish to change. This must be done PRIOR to pressing the Change Status button.

After selecting which statements you wish to change, you will need to specify the current status of the statements you wish to change. The Status From field will allow you to only change statements that have a certain status. You also have the ability to change all selected statements regardless of status. This is done by selecting the Any status type field.

Once you have selected the current status you wish to change, you will need to select the new status you wish to assign to the statements.

If you would like, you can change the billing method from paper to electronic or vice versa. This is done using the Billing Method From and Billing Method To fields.

The process is completed by clicking the OK button.


VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

Billing Patient Statements

After creating your statements, you are now ready to bill them. When a statement is first created, it is not marked as either a paper statement, or an electronic statement. This gives you the option of sending the statement either way.

Printing Paper Statements

In order to print your paper statements, take the following steps:

  1. Create your statements using the process outlined previously.
  2. Click the Print/Send button.

  3. The following window will appear. Select Paper. You will also see a field labeled Exclude Billed Paid Entries. This field will cause the statements to ignore any transactions that have a balance of zero, regardless of whether the entire statement has been paid or not. We recommend that you check this. Once you have made your selections, click OK.

  4. You will now be asked to select a format for your patient statements. Medisoft comes standard with the formats listed. You also have the ability to modify these formats in order to create your own. If the statements you have created are remainder statements, you MUST select a remainder statement format. If the statements you have created are standard statements, you MUST select one of the other formats. After making your selection, press OK.

  5. The program will now prompt you to select where you would like to output your statements. In order for the statement to be marked as billed, you must select either the option to Print the report on the printer or Export the report to a file. Make your selection and click Start.

  6. You will see the Data Selection Questions screen. This screen will allow you to filter your statements. The Statement Total Range will default to 0.01 to 99999. This means that you will only get statements with a total between 1 cent and $99,999. If you want zero or negative balance statements, you will need to modify this value. You will also see a Statement Number Range. This filter will default to a range including the entire range of statements in statement management. Do not change this filter. Make any other selections you wish to filter on and click OK.

  1. The statements will be sent to the output device previously specified.

You will note that Statement Management works in a much different manner than Claim Management. The statements printed are NOT limited to those statements with a status of Ready to Send and a batch set to 0. You will get any statements that have charges with outstanding balances on them.

Additionally, if the same patient or guarantor has multiple statements created in statement management, those statements will NOT print out on separate forms. They will be combined into one statement when printed. There is one exception to this condition. If you have created statements in both the standard and remainder formats, the statements will not merge with other statements with a different type.

Tips and Tricks:

It is possible that charges appear on a remainder statement prior to being paid by the insurance carrier. This has to do with the allowed amount settings. See the Allowed Amount handout for more information.

VN:R_U [1.9.17_1161]
Rating: 0.0/10 (0 votes cast)
VN:F [1.9.17_1161]
Rating: 0 (from 0 votes)
Be Sociable, Share!

MultiLink Entry

MultiLink codes are used to enter multiple charge transactions at the same time. Many provider offices will find that they are entering the same groups of procedure codes for the same types of visit. An example of this would be a well-patient exam. MultiLinks allow you quickly enter all of those transactions.

MultiLink codes must be set up prior to clicking the MultiLink button in Transaction Entry. This is done by clicking the Lists menu and MultiLink Codes. You will see a list screen similar to the other list screens. Click the New button. The following screen will appear:

Code: The MultiLink Code field functions like the code fields in the other Medisoft list windows. The code is the value you will enter within transaction entry in order to enter charges for all the linked procedure codes.

Description: When entering the Description, it is important to make an entry that adequately describes the group of procedure codes. This will allow you to more easily determine when it would be appropriate to use this code.

Link Codes: The Link Codes are used to specify which codes will be entered into Transaction Entry when this MultiLink code is used. The transactions will be entered in the order they are entered into these fields. You can type the procedure code, or select it from the drop-down menu. If you need search capabilities, click the magnifying glass.

Tips and Tricks:

You can only enter charge type codes into MultiLinks. You cannot use MultiLinks to enter payments or adjustments.

Once you have finished setting up the MultiLink code, click Save.

After setting up your MultiLinks, they can be entered into Transaction Entry by clicking the MultiLink button.

Once you click the MultiLink button, you will see the following screen.

In the field labeled MultiLink Code, enter the code for the group of transactions you wish to enter. The Transaction Date field will automatically default to the program date specified in the lower right corner of the Medisoft screen. Once you are have selected the correct information, click Create Transactions. The desired charges will be listed in Transaction Entry. Click Save Transactions.

VN:R_U [1.9.17_1161]
Rating: 10.0/10 (1 vote cast)
VN:F [1.9.17_1161]
Rating: +1 (from 1 vote)
Pin It
Be Sociable, Share!