When a private payer, such as a family member or long-term care policy, pays by check, transfer or cash, enter the payment in Billing → Payments. You can apply one payment to several of that payer's invoices, including invoices for different clients. Any amount left over becomes payer credit for future use.
VA and Medicaid payments are recorded from the payer's remittance, which provides payment details. Online invoice payments made by card or bank account are recorded automatically. You do not need to enter those payments here.
Note: Your role needs billing access to record payments. If Payments does not appear in Billing, the feature is not turned on for your agency yet.
Record a payment
Go to Billing and click the Payments tab.
Click Record Payment.
Under Payer, select who sent the payment. The list includes private payers whose invoices have been sent. Open Balance shows the total they owe.
Fill in the payment details:
Amount Received: Enter the payment amount, such as the amount on the check or transfer.
Received Date: Enter the date you received the payment.
Method: Choose Check, ACH/EFT, Card, Cash, Money Order or Other.
Reference Number: Enter the check number, EFT trace number or confirmation number.
If needed, add a Memo explaining what the payment was for.
Review Apply to Invoices. Careswitch automatically fills in Apply, starting with the oldest invoice. To adjust the amounts:
Enter a different amount in an invoice's Apply box.
Select an invoice's checkbox to apply its full balance, or the remaining payment amount if that is less. Clear the checkbox to leave the invoice out.
Use the checkbox at the top of the table to apply the payment across invoices in order, or clear all selections.
Check New Status to see each invoice's status after the payment, such as Paid or Partially Paid.
Review the totals above the table. Received is the payment amount, Applied is the amount going toward invoices, and Payer Credit is the amount left for future use.
Click Record Payment. The button includes the amount, such as Record $10,000.00 Payment.
The payment opens for review, and invoice balances and statuses update immediately. Payers with family portal access receive a Payment Received receipt.
Tip: You can also record a payment from an invoice. Open it and choose Actions → Record Payment.
If someone records another payment on the same invoices while you are working, you will see Some balances changed while you were working. Review the highlighted amounts, then try recording your payment again.
When a payer pays more than they owe
Any payment amount not applied to invoices is saved as Payer Credit. Invoices are not marked as overpaid.
The next time you record a payment for this payer, select Use Payer Credit. The checkbox includes the available amount, such as Use $895.33 Payer Credit. Careswitch applies the credit to the oldest invoices first, before applying the new payment.
To apply only credit, leave Amount Received at 0.00. The button then shows the credit amount, such as Apply $895.33 Credit.
Find a payment
The Payments tab lists payments from newest to oldest. The totals show the amount Received, the amount Applied to invoices and the remaining Payer Credit.
Use Search payments to search by payment number, payer, reference number, method or the person who recorded it.
Use All Dates to select a date range. Use Filter to narrow results by Method or show Voided payments.
Use Columns to choose which columns to display.
To view payments on a payer's profile, open the paying contact or client and click Payments. You can also record a payment there.
View a payment
Open a payment to see the payer, amount, method and reference number. You can also see how much was applied to invoices and how much remains as credit.
Applied Invoices lists the invoices covered by the payment. Each entry shows the amount applied, remaining balance and invoice status.
Activity shows the payment's history, including when it was recorded, edited or voided. To add a note, type in the box. Use @ to mention someone.
Edit a payment
Open the payment and click Edit.
Update the payment details or the amounts applied to invoices. The displayed balances exclude this payment, so you can see what each invoice would owe without it.
Click Save Payment. Careswitch checks the balances again and records your changes in Activity.
You cannot change a payment's payer. If you selected the wrong payer, void the payment and record it again under the correct payer.
Void a payment
Void a payment if a check bounces, the wrong payer was selected or the payment was entered twice.
Open the payment and click Void.
Choose a reason: Bounced check, Wrong payer, Duplicate or Other. Add a Note if needed. A note is required when you select Other.
Click Void Payment.
Careswitch removes the payment from all affected invoices and restores their balances. The payment and its history stay on record with the status Voided. You cannot apply a voided payment again.
Voided payments stay in the Payments list with a Voided tag.
Note: If your agency syncs with QuickBooks Online or NetSuite, payments recorded in Careswitch are also sent there. Check your agency's setup with an admin before entering the same payment in both systems.