Check Out a Patient

The first column displays the provider’s diagnoses.

1. To change or add diagnoses, click the Diagnoses button at the bottom of this column.
   
2. Use the number pad (or your keyboard) to enter a diagnosis code. Use the <<Back and Next>> buttons to move through diagnosis codes. Click the Clear button to clear your Code entry, or BS button to backspace.
   
   • Click the Add button to add the diagnosis to the list of diagnoses for this appointment.
   • Click the Find button in the Diagnoses screen to search through the entire list of diagnoses. Use the Find by Name button and Find by Code buttons in the Diagnoses dialog box to sort the list.
   
3. To add a new diagnosis, click the New button in the bottom lower-left corner of the Diagnoses dialog box, and enter a new diagnoses code and description in the New Diagnosis Item dialog box.
   
4. When you have found or created your diagnoses, click the Select button to return to the Patient Check Out screen.
5. Click the Copy button to copy diagnoses from a previous appointment. Select a prior appointment from which you want to copy the diagnoses.
   
6. Click the Select button to select an appointment and return to the Patient Check Out screen.
7. To add the same diagnoses as the last treatment, click the SALT button.
8. To remove diagnoses from the list, click on a diagnosis and click the Remove button. Use the Clear All button to clear all the diagnoses from the list.
9. Click the Post Diagnoses button to post these diagnoses, and return to the Patient Check Out screen. When posted, the diagnoses appears in the Today’s Diagnoses column of the Appointment Check Out screen.

The second column of the Appointment Check Out screen displays the charges posted by the provider for today’s appointment.

To change or add charges, click the Charges button. The charges screen appears.

To configure this screen and assign charges to these buttons, Configuring Your Charges.

1. Schedule future appointments for by clicking the Schedule button on the Appointment Check Out form.
   1. Click the Schedule button to open the scheduling calendar. Use the left and right arrows at the top of the screen to change the month or year in which you would like to select a new appointment date.
   2. To select a date, click the date on the calendar. This day highlights in pink.
   3. To remove a date, click the date on the calendar and click the Remove button.
   4. When you have finished selecting appointment dates, click the Next button.
      
2. The system now displays the schedule for the patient’s doctor. The schedule screen allows you to:
   • select a time slot and length for your patient’s appointment,
   • assign a provider to the appointment, or
   • assign your current patient to the provider’s wait list.
     
   • Assign Appointment Slot - Touch or click a bar corresponding to a time slot to assign a time to the appointment. The patient’s name appears on the line for the time selected.
   • Appointment Length - To adjust the appointment length, click the left or right arrows in the Appt Length field at the bottom of the screen.
   • Show Purpose - Select whether you want to view or hide the purpose of the current appointments. To view or hide appointment purposes, select or clear the Show Purpose checkbox at the bottom of the screen.
   • Provider - To reassign the provider for this appointment, click the "Provider" button. The Change Provider dialog box appears. To scroll through the list of providers, click the up and down arrows to the right of the provider list. Select a provider from the list and click the OK button to assign the selected provider to this appointment.
     
   • Schedule - Use this button to view alternate provider schedules.
   • WaitList - If there are no open appointments, you may place your patient on the waiting list. Click the Wait List button, and click inside the Waiting List area to add your patient to the waiting list. This waiting list applies to all providers; therefore, your patient appears on the waiting list regardless of which provider schedule you are viewing.
     
3. Once you have selected a time slot and provider for this appointment, click the Next>> button.
4. The Purpose of Visit dialog box appears, allowing you to assign a purpose to your patient’s visit, as well as assign an appointment color.
   
5. Select your patient’s visit purpose and appointment colors, and click the OK button. You may select one or multiple visit purposes for your patient.
6. N O T E    
   Remember, appointment colors help you determine the purpose of your patient’s appointment when viewing their appointment on the Patient Flow screen.
6. The next screen asks you to confirm your appointment. You may also add appointment notes here that displays to the front desk when checking in the patient.
   
7. N O T E    
   Clicking Cancel button returns you to the Patient Flow screen and cancels all of your new appointment information. To retain your new appointment and make updates, click the OK button and then double-click your patient’s appointment in the Today’s Appointments column of the Patient Flow screen.

To enter a payment during patient check-out, click the Payment button. The Patient Payment screen appears. This screen displays the patient’s ledger and the current patient balance.

The Patient Payments screen shows a list of the patient’s charges, payments, and balance, by date of service. You may edit any of these items.

NOTE:  
To configure which columns are displayed in the Patient Payment screen, click on a column heading and use the drop-down menu to choose a different type of information to display, or click and drag the column heading to move the column to the left or the right.

Payment Setup

Click the Payment Setup button to configure the default payment type as well as Cash Practice defaults. For more information, Cash Practice Payment Processing.

Editing Payments

To edit an item in the Patient Payment screen, double-click the item in the list. The Transaction Details dialog box appears.

If you open a payment or patient charge, the dialog box is displayed. This dialog box appears for any line item in the ledger that is not a service charge or a regular charge.

If you select a regular or service charge, you see the Regular / Service Charge Details in this dialog box.

Enter details about this charge

Click in the Code field to change the code for this charge.

1. Select the drop-down list to the right of the Provider field to change the provider for this charge. The <default> designation here refers to the appointment provider at the time of patient check-out. If you would like to view the default provider assigned to any charge, run a transaction activity report to view these designations.
2. Click in the fields in the Amounts area to change the amount charged, allowed, write-off amount, and any patient responsibility.
3. In the Payments area, you can view insurance payments for the charge. Although you cannot edit this information, you can click the column headings and use the drop-down menus that appear to reorder the columns.
4. Use the drop-down menu to the right of the Primary Ins Pol field to select a primary insurance policy for this charge.
5. Use the drop-down menu to the right of the Bill Provider field to change the bill provider for this charge.

To enter patient responsibility details:

1. Click on the button next to the Patient field under the Amounts section to open the Patient Responsibility Details screen.
2. Click Save to save these details.

The next two items described in this list should only be modified by advanced ChiroTouch users. If you have questions modifying these items, contact ChiroTouch before attempting to use these features.

1. Check the Special Dx? box to assign special diagnosis codes to this charge. Click the blank buttons that appear to the right of this checkbox to open the Diagnoses Pointing dialog box. You can assign up to four diagnoses per charge.
2. In the HCFA Details area, enter information for HCFA form boxes 24A-J. If you have already entered this information in the billing settings advanced settings for this patient's payor, that information is displayed here. You may override these settings by entering alternative information in these boxes. To learn more about billing, Billing Information Dialog Box.
3. Enter charge notes in the Notes section. Click Notes to add additional notes by category and subject. Click Save to save the note.
4. Select the DME Charge option to mark the charge as durable medical equipment.

Enter a new payment in the Patient Payments screen

1. Select the Transaction Date. The system displays today’s date by default. Click the left and right arrows on either side of the date to move from one date to another. Or, you can click the date itself and a calendar appears, allowing you to quickly move to another date.
2. Click the Amount Collected field. The Enter Amount dialog box appears. To enter the amount collected, use your keyboard to Type the amount, or use your mouse to click the number buttons on the displayed keyboard.



To split a payment, click the Split Payment button and select the accounts to which you would like to apply the payment. This button can also be used to split payments between multiple patient case types or with other unlinked active patient accounts.

To split a payment:

1. Open the patient's ledger.
2. Click New.
3. Click Payment.
4. Enter the payment amount.
5. Click Split Payment.
6. Select the account and dollar amount to pay towards the second patient or case type.
7. Click OK.

   

   To edit this amount, click in the amount box. To remove this split, select the linked account and click Remove.

   

    



3. Select the Transaction Type. If you have integrated automatic credit card processing into your ChiroTouch system, Cash Practice Payment Processing. If you have not integrated credit card processing, enter the check number or credit card details in the fields provided. For more information or to sign up for this integration, log into your MyChiroTouch account and go to the Services section.
4. You can apply the payment to specific charges by clicking the Apply Payment button. For more information, Check Out a Patient. Otherwise, click the Post Payment button.

Enter a discount as a fixed amount

1. Click the Discount button.
2. Select Enter discount as a fixed amount. The Discount dialog box appears.
   
3. Type a date, or select one from the drop-down calendar.
4. Type an amount.
5. Type a description in the Desc text field.
6. (Optional) Type notes in the Notes text field.
7. Click the OK button.

Calculate a discount as a percentage of charges

1. Click the Discount button.
2. Select Calculate discount as a percentage of charges. The Discount dialog box appears.
   
3. Type a date, or select one from the drop-down calendar.
4. Type a percentage, or use the arrows to select one.
5. Type a description in the Desc text field.
6. Click the Select button to select the appropriate charges. The All Charges dialog box appears.
7. Select individual charges, or view more selection options by clicking the Select... button. Select either Select All, Unselect All, or Select by Date. If you chose Select by Date, then enter dates. Then click the OK button to return to the All Charges dialog box.
8. Click the OK button to return to the Discount dialog box.
9. (Optional) Edit the amount by typing in the Amount column.
   
10. (Optional) Type additional notes in the Notes text field, or click the Create button to have the system automatically enter a note detailing the discount being applied. You may edit this note in the Notes text field.
11. Click the OK button.

You can apply a patient payment to specific charges in the Ledger. You can also apply amounts from miscellaneous transactions/credits such as discounts.

Apply a patient payment

1. Click the Apply Payment button to open the Apply Patient Payment screen.
   
2. The entire payment will automatically be applied to the oldest charge. To change the allocation, delete or change the amount in the Amt to Apply column. Then, in the same column, type the amounts you wish to apply to the remaining appropriate charges.
   
3. Click the OK button to close the Apply Patient Payment screen.
4. Click the Post Payment button to post the payment.

Edit the applied amounts of a posted patient payment or discount

1. Double-click the payment you wish to edit. The Transaction Details screen appears.
2. Click the Reapply button to change the applied amounts or to change the charges to which the amounts were applied.
   
3. Once all payment information is entered, click the Post Payment button to post this information to the patient’s account and return to the Appointment Check Out screen.

Patient Signature

Click the Pat Signature button on the Appointment Check Out screen to initialize your signature capture device.

A ChiroTouch Signature Capture dialog box displays status information that lets you know your ePad device is initialized properly. Have your patient sign their name on your signature capture device. Once the signature displays in this dialog box, click the OK button to capture it. Click the Clear button to clear the screen and start over.

This signature appears on the patient's receipt.

Receipt

For information on printing or exporting your patient receipt, Printing and Exporting. To complete the patient checkout, click the Checkout button.

NOTE:  
Remember those settings you configured in the Patient Flow setup screen? If the required tasks for check out have not been met, a dialog box displays alerting you that these tasks have not been completed. You are unable to proceed with your patient checkout until these requirements have been met. You are then be able to cancel the checkout process. Canceling the check out process at this point does not cancel any charges you have entered.