Recording Payments

Payments record money received from patients, insurance companies, or other payers. InSched supports several payment workflows depending on how money is received and how it needs to be applied.

Single Payment Entry

Fields

• Procedure Code - The procedure code this payment is for (with lookup)
• Date Received - When the payment was received
• Amount Received - The payment amount
• Account Number - The billing account
• Event - Link to a specific appointment/event
• Treatment Plan - Link to a specific treatment plan
• Provider - The provider associated with this payment
• Supervising Provider / Attending Provider - If applicable
• Description - Description of the payment
• Payment Method Type - Category of payment (check, credit card, electronic, cash, etc.)
• Payment Method - Specific payment method within the type
• Transaction Location - Practice location for reporting
• Review Status - Mark payments that need review
• Memo - Internal notes

Keyboard Shortcuts

Key	Action
F3	Save and close (OK)

Multiple Payment Entry

For recording several payments at once (e.g., processing an insurance EOB with payments for multiple procedures), use the bulk payment entry interface. This provides the same fields in a grid format for efficient batch processing.

Applying Payments to Charges

After recording a payment, it needs to be applied to specific outstanding charges. This is done through the Apply Payment dialog.

Apply Payment Dialog

The Apply Payment dialog shows a grid of outstanding charges for the patient:

Column	Description
Date	Date of the charge
Procedure Code	The service billed
Description	Description of the charge
Charge Amount	Original charge amount
Previously Paid	Amount already paid on this charge
Balance Due	Remaining balance
Current Payment	Amount to apply from this payment (editable)
Current Balance	Balance after this payment

Applying Payments

1. The Current Payment column is editable - enter the amount to apply to each charge
2. Click Apply to Oldest to automatically apply the payment to the oldest outstanding charges first
3. The Unapplied Payment field at the top shows how much of the payment has not yet been allocated
4. Click OK when the payment is fully distributed

Apply All Payments

Select Billing > Apply All Payments For All Patients to automatically apply all unapplied payments across all patients to their oldest outstanding charges. This is useful for bulk processing.

Prepayments

The Prepayment feature manages advance payments from patients, common in cosmetic surgery practices where patients pay before their procedure.

Prepayment Dialog

The prepayment dialog shows comprehensive balance information:

• Patient Balance - Total outstanding charges
• Plan Balance - Balance by treatment plan
• Prepayment Needed - Amount still needed
• Uninvoiced Amount - Charges not yet billed
• Invoiced but Not Paid - Billed but unpaid charges
• Invoiced and Paid - Paid charges

A grid displays all charges with columns for the charge amount, amount paid, balance, and a Proposed Payment column where you can specify how the prepayment should be distributed.

Click Distribute Payment Amount to automatically allocate the prepayment across outstanding charges.

Credit Card Processing

InSched integrates with credit card processing for accepting payments. See Credit Card Processing for details.