How to Record a Payment in Practice Mate

Keeping your records accurate starts with properly receiving and recording payments. Whether you're collecting from patients at the front desk or entering insurance reimbursements manually, Practice Mate offers three convenient ways to post payments—so you can choose the one that best fits your workflow.

Choose the Right Payment Workflow for Your Scenario

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

• Option 1: Use the Accounting Tab if you're manually posting a check or insurance payment that applies to multiple visits or patients.

• Option 2: Use the Check-In/Check-Out Window Ideal for collecting payments from patients during their appointment.

• Option 3: Use the Patient Visits Tab if you're editing a specific visit and want the payment tied directly to that visit.

Option 1: Record Payments via the Accounting Tab

Use this method for manual insurance payments or bulk payments across multiple visits for patients.

1. In Practice Mate, click the Accounting tab.

2. Click Add New Payment Deposit.

3. Complete the Payment To section:

• Assigns the payment to a specific Provider or Office for reporting purposes.

• If the payment applies to multiple providers or offices, or if this level of reporting is not needed, leave the fields as All.

4. Complete the Payment From section:

• This identifies who is making the payment—a Patient or Payer (e.g., an insurance company).

• If the correct Patient or Payer is not listed, you can add them via:

• The Manage Patients tab, then select Add New Patient.

• The Manage Office tab, then select Insurances, then choose Add New.

5. Complete the Payment Method section.

6. Click Process Payment to save.

Option 2: Record Payments via the Check In / Check Out Window

1. In Practice Mate, click the Appointments tab.

2. Locate the patient’s appointment and click the Check-In circle on the right.

3. Click Check In.

4. In the pop-up window, scroll to the Add Payment section.

5. Select Payment Method:

• Accounts Enabled for Patient Payments: If your account has Credit Card services enabled you will see the options Card Terminal, Virtual Terminal, and Card on File.  

• Non-Enabled Accounts: If your account does not use Stripe, select Record Payment to manually enter the payment.

6. Follow the on-screen prompts to complete and process the payment.

Option 3: Record Payments via the Patient Visits Tab

Best used when editing an existing visit and entering payments tied directly to it.

1. In Practice Mate, click the Patient Visits tab.

2. Locate the visit and click the pencil icon under Edit.

3. Click the Billing Info tab.

4. Scroll to the Add Payment section.

5. Select Payment Method:

• Accounts Enabled for Credit Card Processing: If your account has Credit Card services enabled you will see the options Card Terminal, Virtual Terminal, and Card on File.  

• Non-Enabled Accounts: If your account does not use Stripe, select Record Payment to manually enter the payment.

6. Follow the on-screen prompts to complete and process the payment.

Note:  

Completing these steps adds the payment to the Payment List in the Accounting tab. From there, you can View, Edit, Delete, or Apply the payment to specific visits or balances as needed.

• Check out our article on How to Apply Payments in Practice Mate to learn more.

Enable Stripe credit card processing to offer patients a fast, secure, and seamless way to pay—right from your Practice Mate workflow. Accept payments during check-in, check-out, or directly within visit records.

• Learn more about enabling Stripe services at cms.officeally.com/patient-payments-system

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