1) Search for your client's name in the top Search field, or go to Clients > My Clients and click their Ledger button.
2) Click Accept Payment.
3) A list of open invoices (those with a balance) will appear along with their invoice numbers. Client Payment is selected as a default above this list; select Insurance Payment to apply a payment from an insurance provider.
4) Enter the amount of the payment in the Total Amount field at the top, or simply click the check boxes to the left of the service dates you'd like to accept payments for; Total Amount will be calculated for you.
- Be sure to check the boxes next to the Service Date(s) you wish to apply payments to, this will ensure they are applied to these particular sessions and not posted as an unapplied payment/credit on the ledger.
- Note: Checking these boxes will apply the payment amount to the Insurance Amt Due balances, unless the balance has already been paid (in which case you'll see an amount paid in the Ins Amt Paid column).
- If you are making a payment that is less than the Insurance Amount Due, you'll want to type this lesser amount in the Payment field in the far-right column instead of checking the boxes to the left of the service date(s).
- Note: The Ins Amt Due defaults to the co-pay amount set for the client.
5) As you scroll down the screen, a floating window will keep track of the total payment to be made (based on session dates checked).
6) By default, Insurance will be selected as the Payment Method. You can also select from three other options to be more specific about the payment method:
If you select Insurance Credit/Debit card, you'll see a message reminding you that you're recording an insurance credit card payment accepted outside of TheraNest, and not actually charging an insurance payment within TheraNest.
8) Select the appropriate insurance company for the payment in the Insurance drop-down menu -- in the case the client has more than one insurance payer.
7) Click the green Save button in the floating window, or at the top right of the page.
Here is a short video demonstrating the process: