How to Use the Practice Mate Accounting Module

The Accounting module in Practice Mate provides full accounting capabilities, allowing users to report and apply payments, create billing statements, and generate detailed reports. Payments can be applied to multiple patients and visits; however, please note that account balances are only updated once the payments have been fully applied.

Before We Begin

The accounting process in Practice Mate is a two-step action:

1. Add the payment or deposit.

2. Apply the payment to the patient visit(s).

Until a payment is applied, it will not be reflected in patient balances or appear on billing statements

Steps to Add a Payment/Deposit

1. Log into Practice Mate and click on the Accounting tab at the top of the screen.

2. Click Add New Payment/Deposit.

3. (Optional) Select the appropriate Office or Provider from the dropdown.

4. Enter the Payment Date.

5. Choose Insurance or Patient from the Payer Type dropdown.

6. Click the ellipses (…) button to search and select the payer.

7. Select the appropriate Payment Type from the dropdown.

8. Select the appropriate Payment Method from the dropdown.

9. (Optional) Enter a Check Number and Description, if needed.

10. Enter the payment amount.

11. Click Update to save the payment.

Steps to Apply a Payment to Patient Visits

1. Locate the payment on your Payment/Deposit List (most recent at the top).

2. Click the checkmark under the Apply column.

3. On the next screen, locate the Apply To section on the left.

4. Click the ellipses (…) next to Patient ID to search for and select the patient.

5. You'll now see a list of all visits for that patient with a balance.

6. In the Payment column, select the payment account from the dropdown.

7. Enter the Payment Amount that should be applied to each visit.

8. In the Adjustment column, select the adjustment type, and then enter the amount.

9. (Optional) Add a Reference note for the billing statement.

10. Use the Complete checkbox if the remaining balance is patient responsibility.

11. Change the Visit Status if needed.

12. Click Update to finish applying or Apply to save and move to the next patient.

If you have questions about Generating Billing statements or accounting reports see our other Support Suite articles.  

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