How to Manually Record Payments in Practice Mate

Follow these steps to manually record a payment in Practice Mate that was not received through Auto-Post, such as an insurance EOB sent by mail or a patient payment.

Before We Begin

For insurance payments, ensure you have the EOB available to match payment amounts and adjustments. For patient payments, you can still record payments even if the patient has no balance.

Steps to Record a Manual Payment

1. Go to Accounting

• From the main navigation menu, click on Accounting to begin.

2. Add New Payment/Deposit

• Click Add New Payment/Deposit to start entering a new transaction.

3. Select Payer Type

• Choose whether the payment is from a Patient or Insurance.

4. Select Desired Patient or Insurance

• Use the search field to locate and select the specific patient or insurance payer the payment is associated with.

5. Record Payment

• Enter the payment information based on your EOB or patient payment.

6. Process Payment

• Click Process Payment to proceed to the payment details screen.

7. Choose Payment Method

• Select the appropriate payment method: Cash, Check, Credit Card, or eCheck.

8. Enter Date of Payment

• Input the date the payment was received.

9. Enter Check Number (If applicable)

• If the payment was made by check, enter the Check Number in the provided field.

10. Enter Payment Amount & Submit

• Input the total Payment Amount and click Submit.  

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  Once submitted, the payment will appear in the Payment/Deposit list under the Accounting tab.

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