How can I send an invoice for all the copay sessions for a given month to my patients?

While waiting for a claim to be processed, you can add an "estimated insurance payment" amount to the billing area, which will adjust the balance to reflect the amount that the patient will owe in co-pays. Here's how to do this: 

1. Go into a patient's chart through the "Shortcuts" menu on the home page by selecting "View billing" from the "Go to" dropdown menu, as shown below:

2. Click on All Transactions>Add transaction and enter the transaction's details as per the services rendered.

3. On the "Payment" field, select "Estimated insurance payment." For example, if you have billed $100 for a session, and the patient's co-pay is $10, enter $90 for "estimated insurance payment" - then the balance due will be $10:

  • In the "Payment comment" section, you can write "Estimate - subject to change" or something similar.
  • We recommend saving the co-pay amount in the "Critical info" area of Charts>Profile>Demographics so you can always see it.
  • If you are unsure what amount to enter, you can check co-pays in the ApexEDI portal.
4. Once the claim has been paid by insurance, the payment and any adjustments will be automatically posted to your account from Apex. At this point, you delete the estimated payment, and the remainder will be a new balance due.
If you have any questions, contact us.
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