Cash Register and Patient Payment Overview

The Cash Register is used by the clinic front desk staff and by billing professionals to apply patient payments, print receipts, and look up patient account information. The Cash Register is used to support selling supplies and other services paid directly by the patient. The Cash Register automatically opens when a patient appointment is marked Arrived if there is a patient copay obligation.

Opening the Cash Register

The Cash Register (Collect Payment Window) is available in Insight Billing as well as Insight EMR. There are several ways to access the window.

  • Click the icon.
  • Select Open Cash Register from the Actions menu.
  • Select New Payment from the Cash Collections subtab on the Payments tab. (Insight Billing only)

Patient Search

When the Cash Register launches automatically from an Arrived Appointment, it is prepopulated with the information for the selected patient. If the Cash Register opens without a patient selected, you need to manually search for the patient. Select the Show All check box to view a list of both active and inactive patients, if the patient you are trying to find is inactive.

There are two ways to search for a patient from the Cash Register:

  • Type directly into the Name field if you know the name of the patient.
  • Or click to search by patient parameters such as first and last name, statement number, DOB, phone number, or insurance number.

Viewing the Cash Register

The Cash Register has six tabs. The functionality associated with each tam is described below:

Name Description
Payment - F2 Displays patient payments taken at the front desk or billing department.
Pt Estimate - F3 Provides a preview of the estimated patient responsibility that can be printed and given to the patient.
Statements - F4 Displays a list of prior statements.
Receipts - F5 Allows a review and/or print of past patient receipts.
Ledger - F6 Displays transaction ledger for the patient's account.
Account - F7 Allows a review of patient account information.

Click any specific service date, claim number, or payment type to easily filter information displayed. You can also create a custom filter for any column displayed.

Note: The Total Due amount includes today’s patient obligation, plus any past patient obligations. The Due For Today's Visit amount, is the patient obligations for today’s visit.

Select the Display Charge Detail check box at the bottom of the window to see past charges. Deselecting this check box removes the Charge Detail section from the window.

  • To apply payments for all outstanding obligations automatically, select the Pay in Full check box. The amount entered is automatically allocated to all of the obligations.
  • To apply a payment for today’s obligation only, fill in the amount of the payment. The system will automatically allocate the payment to today’s obligation.
  • To apply payment for today’s obligation and make a partial payment on past obligations, enter the amount the patient is paying and the system will automatically allocate the payment to today’s obligation, then any remaining obligations in order from oldest to newest.

If the patient is paying more than the Total Due amount, enter the amount paid. The system automatically applies payments to all of the obligations and calculates a patient credit that may be used for future obligations as they are incurred. To manually apply payments to specific past obligations, open the charge detail, and uncheck the obligations that are not to be paid. You can also select the Clear Selections button, and then recheck any dates of service to apply payments.

You can manually apply any patient payment to any past obligations or the current obligation, but the system will automatically apply patient payments for the current obligation first, then the oldest obligations.

The system automatically calculates the balance due for the checked dates of service. You can click the Clear Selections button to clear payments from all dates of service and select the dates to apply.

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