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9.4.2 Creating a New Recurring Payment Plan from a Recurring Invoice Plan

A: For a patient with no insurance and with only themselves as a guarantor.

B: For a patient with insurance and with only themselves as a guarantor.

C: For a patient with no insurance and one or more guarantors.


 

A: Creating a Recurring Payment Plan for a Patient with No Insurance and with Only Themselves as a Guarantor.

 

Create a recurring invoice plan from the Invoice Management tab.

 

  • 1. In the Patient Dashboard, select Financials in the menu bar.
  • 2. First, create a recurring statement of work (SOW). In the Invoice Management tab, click Recurring Invoice Plan.

RIP

  • 3. Double-click below the Code column to add a line item to the invoice. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK.

  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.
  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item.
  • 8. To remove a line item, select the item and click Delete Line Item.
  • 9. After adding all line items, click Continue – Select the Ultimate Guarantor for this Recurring Statement of Work.

 

Select the ultimate guarantor for the invoice.

 

  • 1. Click the guarantor pull down list, and then click to select the person ultimately responsible for payment of the invoice.

9.4.24

  • 2. Click Continue – Save Recurring Statement of Work.

 

Assign a recurring payment plan.

 

  • 1. To directly create a recurring payment plan, click Assign Recurring Payment Plan. Otherwise, click Close Window and when you are ready to create the payment plan, move on to the following steps.

9.4.22 (1)

  • 2. In the Recurring and Payment Management tab, click New Recurring Payment Plan.
  • 3. Click to choose a recurring statement of work. To filter through a list, type a search term in any of the boxes below the column headings (with the magnifying glass). Click Continue to Step 2 – Create Payment Plan.

  • 4. As the patient only has themselves as a guarantor, no input is required. Simply click Continue to Step 3 – Create Payment Plan. (Please note that a guarantor can only have one active payment plan per recurring invoice. If the selected guarantor has already been assigned a payment plan for the chosen SOW, there will be a prompt to disable this plan before creating a new one.)

 

Create a payment plan.

 

  • 1. Type a Payment Plan Name in the text box, and select the Start Date and Frequency. Select the number of Occurences and the software will calculate and display the amount per payment.

Alternatively, check the Use Advanced Mode for Payment Plan check box. This mode allows individual amounts to be edited and payment lines to be added by selecting the Bill Date and the Amount.

9.4.25

  • 2. To save the plan, click Continue – Save Payment Plan Assignment.
  • 3. Click Close Window.

 

Track the payment plans.

 

  • • The new invoice will now be listed in the Invoice Management tab, as well as in the Recurring and Payment Management and Payments Tied To Invoices tabs.
  • Please note that available credit or down payments will be applied towards recurring payments automatically (on the bill date). Mouse over the Last Status column to view details.

downpayment recorded

  • • In the Invoice # column, a percent sign (%) beside the invoice number indicates that the invoice was created from a payment plan.
  • • The ‘-r’ number (179-1-r1) is the revision number for the invoice.
  • • The lower table of the Recurring and Payment Management tab lists payment plan information such as frequency and billing dates.

 



 

B: Creating a New Recurring Payment Plan for a Patient with Insurance and with Only Themselves as a Guarantor.

 

A patient’s insurance information can be updated in the scheduling module. Please see Assigning Insurance to a Patient 9.2.3 for instructions.

 

Create a recurring invoice plan from the Invoice Management tab.

 

  • 1. In the Patient Dashboard, select Financials in the menu bar.
  • 2. First, create a recurring statement of work (SOW). In the Invoice Management tab, click Recurring Invoice Plan.

RIP

  • 3. Double-click below the Code column to add a line item to the invoice. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK.

  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.
  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item.
  • 8. To remove a line item, select the item and click Delete Line Item.

 

Set up insurance details.

 

  • 1. The insurance coverage estimate will appear in the Notes. (and in the Insurance column for each item). Additional insurance information can be found at the top of the Step 1 dialog box. If the patient has coverage from more than one company, there is an option to switch companies. To switch coverage, click Change Insurance in the top right corner.

9.4.27

  • 2. A Select Insurance dialog box will appear. Click to choose the Insurance Provider and then click Use Selected Insurance.

  • 3. There will be an option to recalculate the insurance rates. Click either Yes or No to return to the Step 1 dialog box.
  • 4. Click Additional Insurance Information, and then click to type the Predetermination ID, click the checkbox to indicate Orthodontic Treatment, and click an option button to choose whether the submission relates to an accident.

9.3.22

  • 5. Click Save Information to return to the Step 1 dialog box.
  • 6. After adding all line items,  click Continue – Select the Ultimate Guarantor for this Recurring Statement of Work.

 

Select the ultimate guarantor for the invoice.

 

  • 1. Click the guarantor pull down list, and then click to select the person ultimately responsible for payment of the invoice.

  • 2. Click Continue – Save Recurring Statement of Work.

 

Assign a recurring payment plan.

 

  • 1. To directly create a recurring payment plan, click Assign Recurring Payment Plan. Otherwise, click Close Window and when you are ready to create the payment plan, move on to the following steps.

9.4.22 (1)

  • 2. In the Recurring and Payment Management tab, click New Recurring Payment Plan.
  • 3. Click to choose a recurring statement of work. To filter through the list, type a search term in any of the boxes below the column headings (with the magnifying glass). Click Continue to Step 2 – Create Payment Plan.

  • 4. Invoice totals are displayed at the top of the Step 2 dialog box (Outstanding total, Patient total and Insurance total). Click an option button to assign the payment plan either to a Guarantor or to the Primary Insurance provider. (Please note that if the payment plan is assigned to a guarantor, there will be an option in the Step 3 dialog box to create an identical payment plan for the insurance provider). (Also note that a guarantor or insurance provider can only have one active payment plan per recurring invoice. If the selected guarantor/insurance provider has already been assigned a payment plan for the chosen SOW, there will be a prompt to disable this plan before creating a new one.)

  • 5. Click Continue to Step 3 – Create Payment Plan.

 

Create a payment plan.

 

  • 1. If applicable, select the checkbox to Create an Identical Payment Plan for Insurance. (This option means that the invoice amount assigned to the insurance provider will be broken down with the same pattern (start date, frequency and number of occurences) as for the guarantor. Leave the box unchecked if you wish to send the insurance provider one invoice for the total amount assigned or if you wish to set up a different payment plan for insurance.)
  • 2. Type a Payment Plan Name in the text box, and select the Start Date and Frequency. Select the number of Occurences and the software will calculate and display the amount per payment.

Alternatively, check the Use Advanced Mode for Payment Plan check box. This mode allows individual amounts to be edited and payment lines to be added by selecting theBill Date and the Amount.

9.4.25

  • 3. To save the plan, click Continue – Save Payment Plan Assignment.
  • 4. Click Close Window.

 

Track the payment plans.

 

  • • The new invoice will now be listed in the Invoice Management tab as two parts, the portion to be paid by the patient (178-1-r2), and the estimated coverage by insurance (178-2-r1).
  • • The ‘-r’ number (178-1-r2) is the revision number for the invoice.
  • • A percent sign (%) beside the invoice number indicates that the invoice was created from a payment plan.

RPP

  • Please note that available credit or down payments will be applied towards recurring payments automatically (on the bill date).
  • • The new recurring payment plan(s) will also be listed in the Recurring and Payment Management tab with payment plan information such as frequency and billing dates (lower table). In this case, two recurring payment plans were created because the checkbox to Create an Identical Payment Plan for Insurance was selected in the Step 3 dialog box.

 

RPP page


 

C: Creating a New Recurring Payment Plan for a Patient with One or More Guarantors and No Insurance.

 

A patient’s guarantor information can be updated in the scheduling module. Please see Patient Families 4.2.7 for instructions.

 

Create a recurring invoice plan from the Invoice Management tab.

 

  • 1. In the Patient Dashboard, select Financials in the menu bar.
  • 2. First, create a recurring statement of work (SOW). In the Invoice Management tab, click Recurring Invoice Plan.

RIP

  • 3. Double-click below the Code column to add a line item to the invoice. In the list of procedure codes, click to highlight the code. Alternatively, type the Code or Description in the search area below each column heading. Click OK.

  • 4. The code and description will be added to the line. Add the applicable tooth or area by clicking below the Area column. Click the tooth or area.
  • 5. Add the surface (if applicable) by clicking below the Surface column title, and then clicking to choose a surface from the list.
  • 6. To edit the cost of the procedure, type the new price below the Fee column.
  • 7. To add an additional line item, click New Line Item.
  • 8. To remove a line item, select the item and click Delete Line Item.
  • 9. After adding all line items, click Continue – Select the Ultimate Guarantor for this Recurring Statement of Work.

 

Select the ultimate guarantor for the invoice.

 

  • 1. Click the guarantor pull down list, and then click to select the person ultimately responsible for payment of the invoice.

 

  • 2. Click Continue – Save Recurring Statement of Work.

 

Assign a recurring payment plan.

 

  • 1. To directly create a recurring payment plan, click Assign Recurring Payment Plan. Otherwise, click Close Window and when you are ready to create the payment plan, move on to the following steps.

 9.4.22 (1)

  • 2. In the Recurring and Payment Management tab, click New Recurring Payment Plan.
  • 3. Click to choose a recurring SOW. To filter through the list, type a search term in any of the boxes below the column headings (with the magnifying glass). Click Continue to Step 2 – Create Payment Plan.

  • 4. Click the Guarantor drop-down list box, and then click to select a guarantor. If there is only one guarantor, 100% of the invoice will be assigned to that guarantor. Otherwise, click to type the Percent to Pay. (Please note that a guarantor can only have one active payment plan per recurring invoice. If the selected guarantor has already been assigned a payment plan for the chosen SOW, there will be a prompt to disable this plan before creating a new one.)

  • 5.  Click Continue to Step 3 – Create Payment Plan.

 

Create a payment plan.

 

  • 1. Type a Payment Plan Name in the text box, and select the Start Date and Frequency. Select the number of Occurences and the software will calculate and display the amount per payment.

Alternatively, check the Use Advanced Mode for Payment Plan check box. This mode allows individual amounts to be edited and payment lines to be added by selecting the Bill Date and the Amount.

9.4.25

  • 2. To save the plan, click Continue – Save Payment Plan Assignment.
  • 3. Click Close Window.

 

Add a plan for another guarantor (if applicable).

 

  • 1. The new recurring SOW will be listed in the Recurring and Payment Management tab. Information in this table includes the number of Payment Plans assigned to a SOW as well as whether 100% of the SOW has been allocated.

add plan

  • 2. In the above example, there are two guarantors and only 60% of the SOW has been assigned to the first guarantor. To allocate the remainder, click Add Plan in the Actions column. Alternatively, click New Recurring Payment Plan in the Payment Management tab.
  • 3. Click to choose the recurring SOW, and then click Continue to Step 2 – Create Payment Plan.
  • 4. The Step 2 dialog box lists information for any previous recurring payment plans assigned to that SOW. Click the Guarantor drop-down list box, and then click to select a guarantor. Since this patient only has two guarantors, the remainder of the SOW will be assigned to the second guarantor.

  • 5. Click Continue to Step 3 – Create Payment Plan.
  • 6. Type a Payment Plan Name in the text box, and click the Start Date and Frequency. Select the number of Occurences and the software will calculate and display the amount per payment.

Alternatively, check the Use Advanced Mode for Payment Plan check box. This mode allows individual amounts to be edited and payment lines to be added by selecting theBill Date and the Amount.

9.4.25

  • 7. To save the plan, click Continue – Save Payment Plan Assignment.
  • 8. Click Close Window.

 

Track the payment plans.

 

  • • The new invoice will now be listed in the Invoice Management tab (as well as in the Recurring and Payment Management and Payments Tied To Invoices tabs).

invoice

  • • It may be listed in parts, depending on the number of guarantors. In the case of two guarantors, the invoice will be listed in two parts, the portion to be paid by the first guarantor (152-1-r2), and the portion to be covered by the second guarantor (152-2-r1).
  • • The ‘-r’ number (152-1-r2) is the revision number for the invoice.
  • • A percent sign (%) beside the invoice number indicates that the invoice was created from a payment plan.
  • Please note that available credit or down payments will be applied towards recurring payments automatically (on the bill date). Also note that guarantor credits and down payments are applied before patient credits and down payments.
  • • The lower table of the Recurring and Payment Management tab lists payment plan information such as frequency and billing dates.

add plan