If you plan to invoice a customer's insurance for a customer's appointment, and need a way to mark the appointment as 'paid' in the meantime, you can use a Custom Payment Method.
Later on, when you send the invoice to the customer's insurance, the pdf will list the custom payment method shown above, (or whatever you chose to name your custom payment method. Ex.. 'To be paid by insurance' etc.). This paid status will also show in any reports your viewing that contain this appointment.
How do I set this up?
Before you start, make sure you've done the following things:
Assign Healthcare provider codes
Add your customer's insurance info.
(We'll cover how to do both below)
Why is this important?
Adding this info ensures that when you send an invoice, the contact info is pre-populated like this.
And that the invoice you send will have the correct health care codes assigned to each entity (like your customer, your business, your individual services and your individual teachers), like this. An insurance company usually needs these to pay an invoice.
Assign Healthcare Provider Codes
For Your business: click Settings > General Setup > scroll to bottom > Add code and, if needed your Bank Account info for insurance companies to route payments to you.
For Staff: Click Studio Setup > Teachers > click the drop down next to their name > click Edit > add Healthcare provider codes > Add code.
For Services: Click Appointments > Services > choose the service > click Edit > scroll to Additional settings > Healthcare provider codes > add code
Add a customer's insurance info
Click Customers > Customer List > select the customer > click the pencil icon just above their name > click Insurance Info > add info.
Next, add a custom payment method
Click Settings Settings > Custom payment methods > Actions > Create new custom payment method > Name it something like 'Invoiced to Insurance', 'to be paid by insurance' or something similar.
Name your custom payment method.
This payment method will now show anywhere you're taking payment for something under Payment Method > 'Other'.
Mark an Appointment as paid by invoice
You can go two ways here: Open POS; or navigate to the appointment.
From the Appointment
Click Appointments > Schedule > locate the reservation > click it and choose Pay > choose 'Other' > select your custom named option and confirm payment.
From POS
Select the customer > add the unpaid appointment to the cart > under 'Payment', choose 'Other' > select the custom payment method.
The reservation will now show as paid (green) and, in the invoice to be sent later on, the selected custom payment method will display. In addition, this payment method will display in any reports where you're viewing this appointment, so you can easily track that the payment was made "off-system" via invoice.
Send the invoice to the customer's insurance
If you've marked an appointment as to be paid by invoice (your custom method), you can now generate and send a pdf to the customer's insurance. Under 'payment method' it will show the following:
Send an invoice to an insurance company
Sending an invoice to insurance can be done from a several places:
a) From the appointment details page.
b) From Activity > History > locate the appointment and click the dropdown menu.
Note: if the customer has also paid for any services with a subscription, an invoice can be sent for these purchases via their customer profile page. Click the dropdown to the right of the subscription to see this menu.
