Jane Dotson
ChiroTouch is a chiropractic EHR system that helps practitioners streamline their financial workflow and optimize their billing operations. The software offers a range of features to simplify the billing and payment process, including automated insurance processing, claims management, and integrated services. ChiroTouch also provides payment processing integration, allowing practices to process credit/debit card payments and schedule recurring payments. This enables patients to authorize automatic processing for scheduled payments, reducing the risk of missed payments and improving cash flow. Additionally, ChiroTouch offers separate case types, simplifying tracking and reporting for different billing categories and ensuring accurate record-keeping. The system also includes a payment details table with colour-coded cells for better visualization and reconciliation of balances.
| Characteristics | Values |
|---|---|
| Payment methods | Credit card, debit card, Bank EFT, cash, cheque |
| Payment options | Credit cards (via swipe or chip), ApplePay, Android Pay, online or over the phone |
| Insurance payment methods | Credit card, negative insurance payment |
| Insurance payment process | Select "Credit/Debit Card" Payment Method from the dropdown list, select "User Electronic Payment Processor", select the merchant account from the Merchant Account dropdown list, click Post, swipe the card or key in the card number manually |
| Bulk payment | Filter your search by Patient, Claim Number, Insured ID, or Date of Birth |
| Payment details table | Color-coded to help visualize payment details and reconcile balances |
| Patient responsibility detail fields | Enter desired amounts, the sum of all columns will be reflected in the Balance column |
| Notes | Click the note icon in the desired row, enter a note in the Charge Notes Management dialog box, enter note information, date created, note title, subject, content, and category |
| Grand summaries | Click the Grand Summaries bar under the payment information |
| Automated insurance processing | Reduces billing and coding errors, ensures compliance, and facilitates easy retrieval of patient information |
| ChiroTouch CT Payments | Integrates payment processes with practice management software, allowing for better patient and staff experiences |
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What You'll Learn
Entering insurance information for non-policyholders
ChiroTouch offers a range of billing solutions, including claims management, accounts receivable management, and integrated services for smooth operations and faster reimbursements. It also provides an automated insurance processing feature, which helps to reduce billing and coding errors and ensures compliance and easy retrieval of patient information.
To enter insurance information for non-policyholders, follow these steps:
- On the Policy Information screen of the insurance policy, enter the necessary information in the fields provided.
- Navigate to the Insured's/Other Insured's Information tab. Here, enter the policyholder's information in the "Insured's Information" section.
- In the Annual Limits area of Policy Information, enter the billed dollar amount allowed in the current year out of the total dollar amount permitted per calendar.
- If you need to change the frequency type for an EDI claim, create a "corrected claim". The frequency type is defined by the claim and can be an Initial Claim (1), a Replacement of Prior Claim (7), or a Voided Claim (8).
Additionally, ChiroTouch offers CT Verify, a patient insurance verification service included with ChiroTouch Advanced. This feature streamlines the insurance verification process, saving time and money. It provides instant access to a patient's health insurance benefits prior to their visit and integrates with ChiroTouch's scheduling feature, allowing easy access to policy information, eligibility status, and billing details on a single screen.
ChiroTouch also supports various payment methods, including credit/debit card payments for insurance, and provides a colour-coded payment details table to help visualise payment information and reconcile balances.
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Posting new payments
Selecting the Patient and Payment Method
- Begin by selecting the patient from the list and clicking the "Ledger" button.
- Next, click the "New" button and choose "Payment".
- On the Payment screen, enter the amount collected from the patient.
- If the patient is paying by credit or debit card, select that option from the dropdown list. For card payments, ensure the "Process Payment Online" box is checked.
- If the patient is using a bank EFT, click the "Direct Debit" button.
Processing the Payment
- If the patient is paying by card, you can swipe their card or manually enter the card number.
- Select the Auto-Debit System payment tool you will use.
- If the patient has a card on file, you can select that option for faster processing.
- For card payments, you may need to enter the billing address.
- Click "Post Payment" to finalise the transaction.
Bulk Payments
- When dealing with bulk payments, the screen will display each patient and their associated outstanding charges.
- You can use the [+] and [-] buttons to expand and minimise each patient's charges.
- To create a bulk payment, select the patients you want to include. You can filter your search by patient name, claim number, insured ID, or date of birth.
- For each patient, enter the desired amounts into the patient responsibility detail fields.
Notes and Summaries
- You can add notes to a transaction by clicking the note icon in the relevant row.
- To print a list of chart notes, click the "Print" button in the lower-right corner.
- To view grand summaries for a payment, click the "Grand Summaries" bar under the payment information.
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Processing credit/debit card payments
If you are processing the payment with a bank EFT, click on the " [Direct Debit]" button. You can also select which Auto-Debit System® payment tool you wish to use, such as EZ-Swiper™, which allows you to swipe a credit/debit card using a USB card reader without capturing the billing address. Alternatively, you can use the Virtual Terminal - Keyed option, which allows you to key in the card number manually.
After processing the payment, the patient's receipt will display on the screen. Click the " [Print]" button to print the receipt, or the " [Close]" button to close the receipt window. The payment will then automatically post to the patient's ledger.
ChiroTouch® also offers the ability to make recurring payments using the Auto-Debit Scheduler™. This feature allows patients to authorize the system to automatically process payments on a scheduled basis, such as monthly or quarterly, reducing the risk of missed payments.
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Clearing paid charges
Identifying Paid Charges
To begin clearing paid charges, you'll need to access the "Charges" section in ChiroTouch. Click on the "Charges already paid" tab to view all the charges that have been paid. This will display a list of transactions where the payments have been received and applied to the corresponding charges.
Once you've identified the paid charges you need to clear, follow these steps:
- Select the specific charges you want to clear by clicking on them. You can hold down the CTRL button to select multiple charges if needed.
- Click the "Clear" button. A confirmation dialog box will appear, asking if you're sure you want to remove these charges.
- Click "Yes" to confirm the action.
By following these steps, you will successfully clear the selected paid charges. It's important to note that clearing a charge will move it back to a "waiting status," essentially undoing the payment. This action cannot be undone, so ensure you only clear charges that require adjustments.
Additional Considerations
When clearing paid charges, it's important to consider the following:
- Accept Assignment Designation: If you need to re-bill the cleared charges to an insurance company and change your accept assignment designation, you must remove the checkmark from the "Accept Assignment" box.
- Policy Setup: After making changes to the accept assignment designation, review the policy setup to ensure the insurance information is correctly set up for future billing.
- Negative Insurance Payment: If you need to post a negative insurance payment, you can reduce the primary paid amount by the refund amount. This can be done by entering the negative amount into the paid column when using bulk posting.
- Removing Charges: In some cases, you may need to remove charges entirely. To do this, click on the charge and then click the "Remove" button. If you want to clear all charges, click the "Clear All" button.
By following these steps and considerations, you can effectively clear paid charges in ChiroTouch and make any necessary adjustments to billing and insurance information.
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Using bulk payments
ChiroTouch offers a range of features to help you manage insurance payments and patient billing. To enter insurance payments in ChiroTouch using bulk payments, follow these steps:
Launch the Accounting App
From the CT Launcher, go to Accounting > Payments > Post New Payment. This will open the Create New Payment dialog box.
Select Multiple Patients
Select the option to create a payment for multiple patients. You can then select patients from the list to add to the bulk payment. If you want to add all the patients displayed, simply check the box next to the Patient label and click Select.
Payment Details
The bulk payment screen will display each patient's name along with their associated outstanding charges. The payment details table is colour-coded to help you visualize the payment details and reconcile balances. Blue cells are for information only, pink rows display patient names and summaries, and white cells are editable fields for entering payment amounts.
Select Payment Source
Select the appropriate payment source from the drop-down menu. If your desired payment source is not listed, cancel the dialog box and create a new payment source in the Payment Sources section.
Post Bulk Payment
Once you have selected the patients and entered the payment amounts, you can post the bulk payment. Remember that all patient claims must be reconciled before posting.
ChiroTouch also offers automated billing and posting functions with ChiroTouch Advanced and CT MaxClear, which automatically post insurance payments to the patient ledger securely and accurately. Additionally, the Transfer Balance feature allows you to transfer balances between patient ledgers and payers with just a few clicks, streamlining your financial management processes.
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Frequently asked questions
On the Insured's/Other Insured's Information tab, enter the policyholder's information under "Insured's Information".
First, select a patient who is checked in and click the "Check Out" button. Then, from the Patient Check Out screen, click the "Payment" button. Next, click the "Ledger" button, followed by the “New” button, and select "Payment". After that, enter the amount collected and click the "Credit Card" button. Finally, check the box to "Process Payment Online" and click "Post Payment".
Enter a negative amount into the paid column to offset the originally paid amount.
