Copays
Methods of charging a Copay:
From Billing > Encounters/Services:
Charge a Copay individually
Charge Copays in bulk
From a Calendar event
Charge a copay or no-show fee (Read More)
Auto-Charge Copays
Configure under Configurations > Billing > Billing > Settings
When enabled, Ritten will charge copays every night for that day's services. To charge a copay, three things are required: a service (CPT code) for that encounter, a payment method on file, and a copay amount in the chart
Copay Workflow:
Copay is charged
Copay shows on the client's Chart > Client Payments' "Direct Payments" table
Once a claim is created, the claim shows on the "Debits" table
Simultaneously, the copay in the "Direct Payments" table is updated and applied to the associated claim's Debit
When the claim is processed and the ERA populates in Ritten, the original Debit will be updated accordingly.
Functionality Details:
If a copay is charged on an encounter/service that doesn't yet have a claim, the copay will show as "unapplied" in the Chart > Client Payments tab. Once the claim has been generated, a debit will be applied to the client's chart for that claim and the unapplied copay will be applied to that debit.
When charging copays in the Billing > Encounters/Services tab, the copay is charged against the service - not the encounter.
Example: When viewing the Encounters tab, charge a copay on a that is bundled with others per billing rules. This action will record that copay charge against the service, meaning all the bundled encounters will display the copay charge.
If a payment method fails, we show "Not Collected" on the copay in the encounter list view.
To bulk charge copays, the copay amount, payment method, and service are required.
Charge Methods
Manual Charging
Within the Ritten app there are many ways to charge clients manually:
Auto-Charge
There are also ways to automatically charge clients:
Auto-Charge Copays
Configure under Configurations > Billing > Billing > Settings
When enabled, Ritten will charge copays every night for that day's services. To charge a copay, three things are required: a service (CPT code) for that encounter, a payment method on file, and a copay amount in the chart.
Auto-Create & Auto Charge Invoices
Configure under Configurations > Billing > Billing > Settings.
Enable Automated Invoices - Configure auto-generation on a Daily, Weekly, or Monthly basis and select when it should run.
When this is turned on, Ritten will review all Client Balance Due debit items and send invoices based on your selected frequency.
Auto Charge Invoice when auto generated - Enable to automatically charge the client's primary payment method on file
FAQ
Q: Once an invoice is generated, can you charge the client's credit card directly?
A: Yes, you can charge an invoice from the Chart > Client Payments tab. Note that invoices are sent to a client's email for them to pay directly, to charge a client for a generated invoice charge the original debit.
Find the debit on the Debits table associated with the invoice that was generated.
Select the "Charge" button to charge their payment method on file.
Alternatively, enable the "Auto-charge invoice" feature to automatically charge the invoice to the client's primary payment method upon creation of the invoice.
Q: Why would copays not auto-charge if the setting is enabled?
A: Possible reasons for a copay not auto-charging include there being no Copay documented in the client's chart, there is no payment method on file for the client, if there is no associated debit for a client, or if the associated debit is in a Paid claim status.
⚠️ Note: These features are only available only for clinics with RCM enabled. If your organization does not currently use RCM please reach out to your Ritten Account Manager to learn more.