Needing to accept a payment from a patient, but don't yet have an invoice to receipt it against? If you require patients to make full or partial payment before their appointments, Genie makes it easy to keep track of these payments using the Deposits function. This will allow you to accept, manage, and apply deposits all in one system, saving you time trying to manage deposited amounts within individual patient files.
Before you begin
Deposits must be accepted and applied on separate banking days - that is, banking must be sealed between accepting and applying a deposit. Accepting a deposit and applying the deposit before sealing the banking batch will cause problems when trying to reconcile the banking. It will also produce incorrect data in the Billing vs Income report.
Deposits are recorded in the banking at the time of accepting the deposit, not at the time of applying it. If you delete a deposit before the banking has been sealed, there will be no record of this deposit in Genie. If you delete the deposit after the banking has been sealed, you will need to make a note in your external banking that this deposit was deleted, as once a banking batch has been sealed it cannot be changed.
To accept a deposit, first highlight the patient's record either in the Patient List (Open > Patients) or the Appointment Book (Open > Appointments). Once you've selected a record, navigate to Billing > Accept Deposit. This will open the deposit window:
Fill in the provider and payment details and click . You will receive the option to print a receipt for the patient, which you can choose to accept or cancel to accept the deposit without printing a receipt for it.
Please note that:
- The deposit date will appear as today’s date. If you accepted a deposit on a different date, you will need to enter the data manually in this window to override today's date
- When you select the provider, if the provider has a bank code selected in their File > User Preferences, this is the bank code that will automatically populate
- You will need to enter the Amount and the method of payment, at a minimum, for the button to become available to click
After accepting a deposit, a banking record is created and the patient’s account balance is credited with the deposit amount. You can see the deposit in the patient’s Account History (Billing > Account History) in the Payments section, denoted with a Type of “1”.
The deposit will appear on any Invoice highlighted in the patient’s Account History window, until it has been receipted against an invoice.
From time to time you may need to delete a deposit, such as when the deposit was incorrectly recorded or because the patient has been refunded.
To delete a deposit, you will need to:
- Navigate to Billing > List Deposits
- Highlight the deposit you need to delete
- Click the delete icon
- Enter a reason for the deletion. If the banking has not yet been sealed the banking record for that deposit will also be deleted.
You can also delete a deposit from the patient’s account history (Billing > Account History) by highlighting the deposit in the Payments section, clicking the button next to this, then entering a reason when prompted.
When you next invoice a patient who currently has a deposit, the button will be enabled in the invoice window.
Once you have added the items to the invoice, click the button and a window showing the held deposit/s will appear.
Tick the box to the left of any deposits you wish to use and click . The sum of the deposit will then be entered into the Payment field on the invoice. If the deposit is equal to the amount billed, the invoice can be receipted and will be shown as fully paid. If the deposit is for more than the owed amount, Genie will let you know that the remaining deposit amount will be adjusted.
If you click the receipt button without applying the deposit, Genie will remind you to apply it.
If the deposit does not cover the full owing amount on the invoice and you wish to charge the remaining amount to the patient, the new payment will need to be receipted separately.
In the Receipt window, the selected deposit(s) will be entered into the payment type field that was selected when the deposit was originally accepted.
How can I see a list of the deposits that have already been taken?
A list of current deposits can be found by navigating to Billing > List Deposits. You can also see a deposit for a specific patient in their Account History (Billing > Account History). This will appear in the Payments section with a ‘1’ in the type column and a ‘0’ in the invoice column. Once a deposit has been applied to an invoice it will appear as a normal payment (type 0 and invoice number as applied).
I’ve accidentally deleted a deposit. How do I reapply this?
If you have deleted a deposit by mistake and wish to reapply it as a deposit, proceed to accept the deposit as normal through Billing > Accept Deposit. Instead of receipting the deposit to the normal bank account, you will need to adjust the bank code to match your dummy bank account. As Genie counts the deposit as a payment on the day it was originally receipted, receipting it to the dummy bank account will stop Genie from thinking the deposit was received again today.
How do I change the receipt message?
When you accept a deposit you have the option of printing a receipt. The receipt states that this cannot be used for Medicare purposes. If you wish to change the message on the printout, go to Billing > List Deposits and click Edit Receipt Message. If you decide you wish to revert to the default message, hold down Alt and click on Edit Receipt Message.