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How to track patient payments, adjustments, credits, and refunds in Alleva Billing.
Patient transactions, credits, and refunds are easy to track in the Payment Management tab. In the list view, see all relevant transaction information, search by client, filter by date, transaction type, payment type, or payer.
Jump to:
How to post a patient payment:
1. Navigate to Payment Management > Patient Transactions.
2. Select "Post Payment".
3. Select the patient, then fill the required fields: payment type (cash, check, credit card, or other), payment date, and amount. Other fields are also available for your records.
4. Billing will automatically pull up the patient's services that have outstanding balances due with service information visible. Click "Allocate Payment" and the payment amount will be allocated automatically starting with the oldest service and filling in the rest of the services until the payment is fully allocated.
TIP: If the payment amount is more than the patient owes for services, you can add the overpayment to the "Unapplied Credit" field. This amount will be available in the future to apply to services rendered.
5. Once all of the payment has been allocated, click "Post". This will immediately post the payment and the outstanding balance on the patient account will decrease accordingly. The payment will be visible on the Patient Payment tab as well as under the "Transactions" tab on the Patient Account.
How to post an adjustment:
1. On the Patient Transaction tab, select "Post Adjustment".
2. Fill in the required fields including patient, adjustment type (Billing Error, Bad Debt, Collections, or Charity), the Payer (facility/location of your company that is responsible for the adjustment), and amount.
3. Click "Allocate Adjustment" to automatically add the adjustment to the services that have outstanding balances, in order of oldest service to newest.
4. Click "Post" and the adjustment will be added to the patient account, and will be visible in the Patient Transaction table.
How to apply credits:
1. If the patient has over payed and you need to apply this credit to services, navigate to the Patient Transactions tab and select "Apply Credits".
2. A list view will open of all patients with unapplied credit. Click the down arrow on the patient you are applying credit for and click on the Transaction ID to open the credit.
3. The apply credits screen will open, and all information about the original payment will populate automatically. Just click "Allocate Payment", and the system will add the credit to all services with outstanding balances, starting with the oldest service first.
4. Click "Post", and the credit will be applied to the balances for all the encounters. The overall balance owed will decrease in the patient account to reflect this credit.
How to Refund Credits:
1. If you are not applying overpayments to services but are instead refunding the patient directly, then navigate to Patient Transactions and click "Refund Credits".
2. Select the patient, payment type, date, and refund amount. Below a table will populate with any previous transactions that have unapplied credit. Click "Allocate Refund" and the system will automatically associate the refund with the previous payments, starting with the oldest payment. 
3. Click "Post". The refund will now be visible in the Patient Transactions table and the unapplied credit will be removed from the patient's account.
