8. Log Cash and Collect Initial Payments

The Patient Ledger records all deposits and withdrawals made by the patient during their treatment episode. Users can process payments, create charges, apply credits, generate statements, and collect signatures directly from the Patient Chart using the Patient Ledger. You can also collect pharmacy co-payments, admission fees, or payments for supplemental treatment resources like books or audiotapes. The patient’s total amount due or any credit on the patient’s account is also visible on the ledger.

Note: This process only describes the admissions process for clients not using a CRM or integrated RCM platform. 

Best Practice Workflow Video

Best Practice Workflow for Logging Cash and Collecting Initial Payments

Workflow 1: Patient Onsite to Process Payment

Once the patient arrives for intake, navigate to the Patient Ledger to submit charges for initial treatment payments (e.g., Pharmacy Co-Pay, Admission Fees, etc.).

1. Open the patient chart and click on the Billing tab. This tab name is customizable, so this may be called something else in your instance.

2. Add Charges:
   • Add initial treatment charges by clicking on the Charge button.

   • Fill out the required fields to add a charge. Click here for instructions. 

   • Review and Submit: Click on the Submit button once you have reviewed the transaction.
3. Log Payments: Record cash, check, and credit card payments. Credit card payments can be processed via Stripe integration. Learn more about the Patient Ledger and Stripe Integration. 

   • Click on the Payment button.

   • Fill out the Payment Transaction pop-up window. Click here for instructions. 

   • Submit the Payment.

   • Note: Credit card information entered in the credit card number field is not stored in the Kipu EMR to comply with PCI standards. Do not record credit card information anywhere else in the EMR (such as in the Description or Notes fields) as there is no way to encrypt it per PCI standards.
4. Use the Patient Ledger to record petty cash interactions and receipts if your inpatient facility collects patients’ cash upon admission for their essentials while in treatment. Log the initial cash deposit using the Add Payment button and don't apply the payment to any open transactions. 
5. Collect signatures to confirm the charges, cash logged, and payments.
• The signature and time stamp will appear on the ledger. 

Workflow 2: Telehealth - Patient Not Onsite to Process Payment

Complete payments during telehealth sessions using the Patient Ledger as described above. The key difference is that you cannot collect the patient signature as described above. Instead, you will need to collect the signature through a form sent to the client. Credit card payments can be processed via the Stripe integration. 

1. Use the Generate the Statement button to create an invoice to send to the patient and/or guardian/guarantor for review and signature.

2. Use the Add document button to locate the attachment form.
3. Upload the statement generated to the form.
4. Click on the Share icon to send to the portal for signature by the patient and/or guardian/guarantor. Click here to learn more about sharing documents in Patient Portal.  
5. The patient and/or guardian/guarantor will receive a notification that there is documentation pending their signature. They can review and sign the document from their portal account.