Check In/Out Payment Journal

With the Check In/Out Payment Journal function, you can print a report that lists the payments entered through the Patient Check In/Out function. This report provides an audit trail of every payment that was entered, including any payments that were voided or edited.

Using this report, you can balance the co-pay and ROA payments entered through the Patient Check In/Out function to the co-pay and ROA payments actually posted through Payment Entry. This report can be compared to any of the following reports:

Prior to balancing the reports, review the Check In/Out Payment Journal and see if there are any payments listed as Unposted. If there are, post them before proceeding. When you compare the payment total from any of the three reports listed above to the Check In/Out Payment Journal, add up only the co-pay and ROA payments on the three reports.

This report is also available on the Transactions, Transaction Journals and the Reports, Transaction Journals menus.



Data Field Information
Prompt Response Req Len
Print in Date Order If you want to print the report in payment date order, select this check box. If you select multiple sorting options, a separate report is generated for each option.   1
Print in Patient Order If you want to print the journal in patient order, select this check box.   1
Print in Payment Code Order If you want to print the journal in payment code order, select this check box.   1
Print in User Code Order If you want to print the journal in user code order, select this check box.   1
Print in Location Code Order If you want to print the journal in location code order, select this check box.   1
Print in Resp Doctor Order If you want to print the journal in responsible doctor order, select this check box.   1
Print in Dr Assigned to Pmt Order If you want to print the journal in order of the doctor assigned to the payment, select this check box. The doctor assigned to the payment comes from the Co-Payment Doctor or ROA Doctor fields on the Collect Payment screen.   1
Print in Payment Method Order If you want to print the journal in payment method order, select this check box.   1
Print Totals by Select Pmt Method to print totals broken down by payment method (for example, Cash, Check, Credit Card), or select Pmt Type/Pmt Method to print totals broken down by both payment type (COP, ROA) and payment method.    
Summary Only If you only want to print a summary, select this check box.   1
Print From Date Type the date you want the journal to start with or click the calendar icon to select a date. This date refers to the date the payments were entered through the Patient Check In/Out function.   10
Print Through Date Type the date you want the journal to end with or click the calendar icon to select a date. This date refers to the date the payments were entered through the Patient Check In/Out function.   10

Sample Report

The report header reflects the date range covered and the sort and totals-by options selected (for example, Sorted by Date and Totaled by Payment Method).

If Summary Only is not selected, the journal lists each payment with the following columns: patient account number (Acct), patient name, payment date (Pmt Date), payment type (Pmt Type), payment method (Pmt Method), payment code (Pmt Code), user code (User Code), location code (Loc Code), date posted (Date Posted), check number (Check#), Amount, and Different Amt Posted (printed in the last column when the amount actually posted differs from the original payment amount). If a payment has Remarks, the remarks print on the line directly below the payment row (prefixed with REMARKS:). If the payment was processed through CGM PAY, the CGM PAY Pmt ID prints on a line below the payment row so you can reconcile against the CGM PAY receipt.

Pmt Type values: COP (Co-pay) or ROA (Received on Account).

Pmt Method values reflect how the payment was collected. Common values include CA (Cash), CK (Check), CC (Credit Card), EC (E-Check), OP (Other Payment Type), CP (CGM PAY), CP-Device (CGM PAY via Device), WP (CGM webPAY), and PP (Payment Portal). When the method involves a specific device, the device name prints in the Totals breakdown next to the method code.

The Date Posted column is blank if the payment is not yet posted, prints the date the payment was posted when it has been posted, and prints Voided if the payment was voided. Voided also prints next to the actual payment line item that was voided in addition to the void transaction line item. The batch number prints below the account number when one was used.

Subtotals labeled Totals For Date print after each grouping — each totals row includes the payment-method code (and the payment-type code when Pmt Type/Pmt Method is selected) followed by the total amount with an asterisk. Grand Totals For Date and Total # Patients lines close each date grouping. A Grand Total for all Dates with the same breakdown plus a Grand Total # Patients prints at the end of the report.

If Summary Only is selected, the report prints totals for the sort option selected.

If you enter a payment for an account through Patient Check In/Out using the Select Patient function, that payment appears on the report with a Loc Code of None.