How to Apply a Payment in Practice Mate

Keeping patient and insurance balances accurate starts with correctly applying payments. Practice Mate makes this easy with two streamlined workflows—choose the one that fits your scenario best.

Choose the Workflow for Your Scenario

Before entering a payment, consider when and why the payment is being collected. You have two options to record a payment.

• Option 1: Use the Accounting Tab: Best for applying payments—like insurance checks or bulk patient payments—across multiple visits or patients.

• Option 2: Use the Patient Visits Tab: Ideal when applying a payment tied to a single visit, such as copays, or when entering charges and payments at the same time.

Option 1: Apply Payments via the Accounting Tab

Use this method for a full view of unresolved line items across multiple visits or patients.

1. In Practice Mate, navigate to the Accounting tab.

2. Search for and locate the payment you need to apply and click on the Apply checkmark in the far-right column.

3. On the Apply Payment screen:

• For patient payments, balances automatically load.

• For insurance payments, search for the patient.

4. Review all visits with remaining balances.

5. For each line item, select:

• Payment account

• (Optional) Adjustment account

• (Optional) Date Patient Notified

• (Optional) Visit Status

6. Click Apply or Update to save.

Option 2: Apply Payments from the Patient Visits Tab

Best when applying payments tied to one specific visit (e.g., copays) or entering charges and payments at the same time.

1. In Practice Mate, navigate to the Patient Visits tab.

2. Select the pencil icon to edit the visit.

3. Navigate to the Billing Info tab then scroll to Payments.

4. Enter payment details and click Add Payment.

5. Click the pencil icon under Apply.

6. Update the payment, adjustment (if needed), and optional fields.

7. Click Apply or Update to save.

Best For: Copays, or when recording charges and payments together—fewer clicks and less chance for error.

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