WhoFinance users
WhereFinance screen › Invoices list ›
FirstClick the invoice that was paid (it must be Open)
Every payment belongs to an invoice. Insurance payments go on the claim; a client's co-pay goes on the client's own invoice (see Co-payments).
Entering a payment
- Click the invoice › . The form shows the invoice totals and the payments already on it.
- Choose the line that was paid: on a claim, one line per procedure; on a Client / Other invoice, one line per encounter.
- Payment Date, Amount Received, Check #, and the payer: Insurance (the claim's plan is preselected), Client or Other.
- Paid (nothing more expected for that line) or Partial.
- Leave the invoice Open or Close it (PsyTrace suggests Close when the amount covers the balance). Save Payment.
The form stays open for the next line, unless you closed the invoice.
A payment on a claim: choose the line, then date, amount, check number and payer.
HIPAA 837 (electronic) invoices
One 837 invoice holds many clients. The form has a Client drop-down: choose the client, then post the lines as above. "(paid)" after a name = all that client's encounters are paid. The check number is kept when you change client (one check often pays many clients).
A payment entered by mistake
Payments list › . Payments are never erased: PsyTrace files a reversal — the same payment with a minus amount, dated today. The list shows both and the Net total. The invoice opens again and the encounter's Paid status goes back.
PsyTrace checks
- Closed or deleted invoices take no payments — Open the invoice first.
- It asks before an amount larger than the line's charge, and before a second payment from the same kind of payer.
- A reversal can't be reversed, and a payment can be reversed only once.
- Money boxes show 2 decimals (15 → 15.00).