You can collect a client's copayment directly from the Calendar.

Before collecting a copayment, you must save the appointment. After the appointment is saved, open the appointment from the Calendar and update its status to Occurred, Arrived, or Checked In. The Add Payment option then becomes available.

You can collect a copayment in either of these ways:

• Collect payment without insurance.
• Add insurance first, then collect the copayment.

Before collecting a copayment, schedule and save an appointment.

1. Click Add Appointment in the upper-right corner, or click an available time slot on the Calendar.
2. The Add Appointment slide-out opens.
3. Enter the appointment details.
4. Click Save Appointment.

1. Click the scheduled appointment.
2. The Session Details slide-out opens.
3. Change the appointment status to Occurred, Arrived, or Checked In.
4. Click Pay without insurance.
   
   
   

5. In Payment Amount, enter the copayment amount.
6. Click Add Payment.
   
   
   

7. Complete the payment information:
   • Payment Method – Select Cash, Check, or Credit Card.
   • Date
   • Posted Date
   • Reference Number
   • Description
8. Click Add Payment.
   
   
   

The payment is saved as an unapplied payment and appears in the account ledger. Navigate to Account > Unapplied Payments section to view the client payment.

You can add insurance before collecting a copayment.

1. In the Session Details slide-out, click Add Insurance.
   
   
   

2. Enter the insurance information, including the Expected Copay Amount.
   
   
   

After the insurance is added, it appears in the Session Details slide-out with the copayment amount.

When collecting the payment, choose one of the following options:

• Current Due – Selected by default and displays the expected copayment amount entered for the insurance.
• Prior Balance – Collect an outstanding balance from the client.
• Other Amount – Enter a different payment amount.

3. Select the appropriate option.
4. Click Add Payment.
   
   
   

The payment details screen is the same as when collecting a payment without insurance. 

The payment is saved as an unapplied payment and appears in the account ledger. Navigate to Account > Unapplied Payments section to view the client payment.

Viewing Copay Status on Calendar 

You can view the copay status directly from Calendar appointment instances. A $ icon indicates the current copay status.

The icon color identifies the copay status:

• Red: Copay Pending
• Green: Copay Collected
• Blue: Self-Pay (No Insurance)

Note: The copay status updates automatically when the collection status changes.

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