September 1, 2022
Osmind Payments is the functionality that allows you to track, collect, and report on patient payments all integrated within your Osmind EHR workflows. You can:
This guide will show you how to get setup with everything you need to generate and keep track of cashflow, without interrupting patient care.
You can generate invoices from the ‘Billing’ tab of a patient chart, or directly from clinical notes for any patient visit. First, you should confirm the information that will populate into the invoice, then you can generate invoices.
Here's what to do to check and modify the information that populates your invoice, step by step.
Check your default information:
Create billing templates:
• Here you can customize what is included in the Invoice.
• You can change the name of the template by clicking on 'New billing template' in the top left and then saving your update with the green checkmark.
• Click '+ Add billing code' to include default codes for this template.
• You can choose a CPT or HCPCS code in the top box
• Number of units
• Base price
• Any Modifiers added will not populate on Invoices, only on Superbills for insurance reimbursement.
Now your default information and templates are set-up. Next, here's how you create an invoice:
You can create an invoice by choosing to the ‘Billing’ tab within a Patient Chart and clicking the blue “New Invoice” button on the right-hand side of the screen
• If there are no options in the dropdown, add the information under Settings.
In the Procedures section, you can add any relevant billing codes to the invoice, or choose a preset Billing Template created in the Billing Settings page. You can add as many additional codes as needed or delete a default auto-populated code. You can also input any units, charges, and discounts for each billing code.
Here are your options for completing the invoice:
Saving the Invoice will save a copy of the Invoice as-is and push the invoice to the list view in the ‘Billing’ section of the Patient Chart. Once an invoice is Saved, you will have the option to go back into the Invoice at any time and do the following:
• This will automatically save the Invoice to the list view in the ‘Billing’ section and go directly to the “New Payment” screen.
You can track and collect payments from patients directly within their patient chart.
A Payment can be added in two locations:
1) Patient Chart → Billing → “New Payment” button
2) Directly from Invoice:
•This will display the outstanding balance from the specific invoice chosen.
•You can choose custom amount for partial payment on the specific Invoice chosen.
•You can accept payments directly from Osmind
• You will be prompted to ‘Select a Card’, where you can choose from any saved cards on file, or “Add new card +”
• Credit Card (External) - this is for credit card payments collected outside of Osmind
• Wire Transfer/ACH
Once collected, you can view payment history in ledger form in the 'Billing' section of the patient chart in the bottom table.
You can find a patient’s individual ledger within their patient chart, under the ‘Billing’ tab. This is where you can track the history of all invoices, payments, and refunds issued to that patient, all in one convenient place within the chart!
The ledger houses three sections:
2. All Invoices
The ‘Outstanding’ tab of the Ledger will only show invoices that are still awaiting full or partial payment. Once an invoice has been fully paid, it will automatically transfer out of the ‘Outstanding’ tab and can be found in the ‘All Invoices’ tab.
In this tab, you will see a table showing Invoice Status (unpaid, partially paid, or paid,) Number (chronological order for invoice creation), and Date (date created), as well as any linked Chart Notes and the Amount Due (unpaid balance of the invoice.)
You are able to sort the Invoice #, Date, and Amount Due columns in ascending or descending order, and can view the invoice from this page (’View Invoice’) or choose any of the following options directly from the dropdown list ‘More actions’:
The ‘All Invoices’ tab of the ledger will show all available Invoices in the Patient account that have not been previously deleted.
In this tab, you will see a table showing the same statuses as , have the same filtering options, and the same action choices from 'More actions' as you had in the Outstanding filter.
The ‘Payments’ tab of the Ledger will show all logged payments within the Patient Account. In this tab, you will see a table showing the Payment date and time, correlating Invoice #, Memos, Payment Amount, and any Available Credit left on the payment (if the specific payment made was Adding Credit to the account).
An Invoice # will only populate if the payment was applied to a specific invoice.
You are able to sort the Date, Payment Amount, and Available Credit columns in ascending or descending order, and can refund any payments from this table back to the patient if needed.
Now you have everything to create and manage invoices all within one Osmind's integrated EHR!