Allocate Payments

Once a payment is added, you can allocate it to a variety of items, including in progress or completed treatments, office charges, payment plans, and as pre-payments for future treatments. This may be done manually from the Transactions module or done automatically using an Auto-Apply Payments utility located in the Maintenance module or the overnight package created for your institution.

Important: Many institutions choose to auto-apply payments using the overnight package. Because the overnight package is often customized for your institution, it can take institution-specific allocation rules into consideration, and by default, follows the logic used by the Auto-Apply Payments utility in Maintenance. For more information on the overnight package, contact axiUm Support.

Pre-payments are funds that are collected and held in reserve for a specific purpose.

Example: You receive a portion of a patient payment in advance for a costly procedure and want to ensure this money cannot be allocated elsewhere.

If you allocate a payment as a pre-payment, you must allocate that pre-payment towards the correct treatment once it occurs.

Note: When allocating payments to pre-payments, you can specify the treatment/charge criteria. This is later used to control which items axiUm can apply the pre-payment toward.

  1. Select a patient and open the Transactions module.
  2. Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
  3. Select a listed payment with an amount left to allocate and click Allocate… to display the Applying Payment window.

    4. Note: You can also select a pre-payment to allocate towards treatments.

    Important: Because pre-payments are held with specific treatments in mind, axiUm warns you if you attempt to allocate the pre-payment to a treatment that doesn’t match the criteria specified.

  4. (Optional) Review the Payment fields as necessary.
  5. Determine which treatments/charges display:
    1. Under Patients (payment is for), select the checkbox next to any additional patients that the payor is a guarantor for.

      2. Tip: You can also click Select All to select all listed patients quickly.

    2. Select any of the following checkboxes:
      • Incl. Txs with Zero Balance: Select the checkbox to include payment records with $0 balances.
      • Non Plan: Select the checkbox to include treatments not on payment plans.
      • Pay Plan: Select the checkbox to include treatments on payment plans.

      All applicable treatments/charges with outstanding balances display in the list.

  6. Complete one of the following:
    • To apply the payment to the oldest outstanding balances first, click Auto Apply.
    • To apply the payment to a specific treatment:
      1. Select a listed treatment.

        2. Note: axiUm auto-populates the Apply field with whichever is lower, the available payment amount or the outstanding treatment/charge amount.

      2. (Optional) If you want to allocate only a portion of the payment, enter an amount in the Apply field.
      3. Click Apply.

    The payment amount displays in the Applied column next to the outstanding treatment/charge(s).

    Note: If the payment is less than the outstanding treatment/charge, a balance will remain. If the payment is more than the outstanding treatment/charge, part of the payment will remain unapplied.

  7. If necessary, repeat Step 6 until the entire payment is allocated or no charges remain.

    8. Tip: If you need to correct any allocations, click Clear All and repeat Steps 6-7.

  8. Click OK to close the Applying Payment window.

    9. Important: You must click OK to save your allocations. Clicking Cancel closes without saving your allocations.

    Payments that are fully allocated display in black text while those that are partially allocated display in green text.

  1. Select a patient and open the Transactions module.
  2. Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
  3. Select a listed payment with an amount left to allocate and click Allocate… to display the Applying Payment window.

  4. (Optional) Review the Payment fields as necessary.
  5. Determine which treatments/charges display:
    1. Under Patients (payment is for), select the checkbox next to any additional patients that the payor is a guarantor for.

      2. Tip: You can also click Select All to select all listed patients quickly.

    2. Under Txs to Include, select the Pay Plan checkbox to include treatments on payment plans in the list view.

      3. All applicable treatments/charges with outstanding balances display in the list.

  6. Complete one of the following:
    • To apply the payment to the oldest outstanding balances first, click Auto Apply.
    • To apply the payment to a specific treatment:
      1. Select a listed treatment.

        2. Note: axiUm auto-populates the Apply field with whichever is lower, the available payment amount or the outstanding treatment/charge amount.

      2. (Optional) If you want to allocate only a portion of the payment, enter an amount in the Apply field.
      3. Click Apply.

    The payment amount displays in the Applied column next to the outstanding treatment/charge(s).

    Note: If the payment is less than the outstanding treatment/charge, a balance will remain. If the payment is more than the outstanding treatment/charge, part of the payment will remain unapplied.

  7. If necessary, repeat Step 6 until the entire payment is allocated or no charges remain.

    8. Tip: If you need to correct any allocations, click Clear All and repeat Steps 6-7.

  8. Click OK to close the Applying Payment window.

    9. Important: You must click OK to save your allocations. Clicking Cancel closes without saving your allocations.

    Payments that are fully allocated display in black text while those that are partially allocated display in green text.

  1. Select a patient and open the Transactions module.
  2. Click the Payment tab > Guarantors’ Payments sub-tab and review the listed payments.
  3. Select a listed payment with an amount left to allocate and click Allocate… to display the Applying Payment window.

  4. (Optional) Review the Payment fields as necessary.
  5. Click Pre-pay… to display the Pre-payment Allocation window.

  6. Complete the fields as necessary and click OK.

    7. Important: These fields are used to determine which treatments/charges this pre-payment can be applied to later.

    Note: Up to two custom fields may also be configured for use by your institution. If configured, they display below the Discipline field.

    Field Description
    Practice

    Select the practice that this pre-payment amount is reserved for.
    Provider

    Enter the provider ID of the provider who will perform the treatments for which the pre-payment is reserved or click the ellipsis to select from the Providers List window.
    Discipline

    Select the discipline this treatment will be performed under from the drop-down.
    Apply

    Enter the payment amount that will be applied towards the pre-payment.

    Note: This amount must be equal or less than the amount displayed in the Payment field.

    Payment

    This read-only field displays the payment amount available for allocation.
    Description

    This field displays the description of the pre-payment.

    Tip: Include the reason for the pre-payment.

    The pre-payment is added and displays in the Pre-payments section.

  7. Click OK to close the Applying Payment window.

    8. Payments that are partially or fully allocated as pre-payments display in purple text.

    Important: The pre-payment must still be allocated to the correct treatment/charge once the treatment has been performed or the charge has been set. This may be done automatically via your institution’s overnight package (if applicable) or you must remember to do this manually.