Pay to Clinic Feature

When a group account has a shared client & patient dataset, it is possible during payment handling to apply a payment to an alternative location using the Pay to Clinic menu. This is only available when a multi-location configuration has a shared client and patient dataset.

By default, the active location is chosen as the Pay to Clinic when payments are being handled. However, you can elect to adjust the payment location manually. When you select an alternative location, all payment event record details are logged against the selected location, regardless of the location the user is logged into, or initiating the payment transactions from.

User permissions may restrict full visibility to other locations.

Please also be mindful that in a shared client and patient configuration, many data table default load with the active location as a filter. If you do not see an expected event, confirm your data table filters are appropriate for your needs.

An example where this feature can be utilized is if you are looking to manually transfer a deposit between locations for a client's account. Invoice and payment locations must currently match in order to be available and accessible for utilization. This means if an invoice exists for Location A, and a deposit payment is under Location B, the deposit funds will be recorded on the client's account for confirmation, but they will not appear available when retrieving credit balance amounts while viewing the invoice.

To adjust the deposit payment location, you'll want to create a custom payment method to indicate a transfer event under all clinic locations, if you are not sharing payment types at a group level. The existing deposit payment you wish to transfer should be refunded under the transfer custom payment type. To modify the payment event, you'll need to be logged in under Location B in our example.

Next, you'll want to add the deposit payment back against the client's chart, however you'll need this to record under Location A to match the invoice location. The Pay to Clinic feature allows this transfer without needing to log into a separate clinic location.

For the next steps, you can either utilize the existing custom payment type or create a separate unique payment type to record the true transfer event more clearly in your reporting. Similarly as how you would normally add a new deposit to a client's chart, you'll navigate to the take payment page. Here you'll select either the custom payment type of your preference, the transfer amount, and then under the Pay to Clinic menu, select Location A.

Once you complete the payment transaction, the client will now have a new credit balance amount accessible under Location A which can be applied against the invoice under Location A. Both Location A and B will also have a record of events available in reporting as well.