Active Payment

Active Payment


Aeris Basic introduces the concept of an “Active Payment.” This is something new both to practice management software and to medical practice accounting in general. Active Payments grew out of the need to allow users entering a payment to stop in the middle, save everything, and come back later to finish. This is especially important when entering some insurance payments where a single check might cover many patients and dozens or even hundreds of services.


Active Payment is a designation for a payment, either a patient or insurance payment, that is in the process of being added or being applied to patient accounts. Once the payment has been completely distributed to patient accounts, it is closed and is no longer an Active Payment. An Active Payment carries an unassigned balance that is in limbo. The balance has not been assigned to either a patient or to a provider.


The idea of an Active Payment balance is similar to but not the same as an overpayment (prepayment) balance on an insurance payment (patient payments cannot have overpayments). In both cases, the amount of the balance has not been applied to services or directly to providers. The difference is that an Active Payment balance has also not yet been assigned to any patient's account.


There is no relationship between whether a payment is an Active Payment and whether there is a overpayment balance when a payment is assigned to a patient's account. You can have overpayment balances on a payment whether or not it is part of an Active Payment. You can also have an Active Payment regardless of whether any part of it is sitting there as a overpayment. The only thing that makes a payment the Active Payment is that it has an unassigned balance.


There can be only one Active Payment at a time. If an Active Payment is waiting to be completed, you cannot enter another payment. You have to complete assigning the Active Payment balance to patient accounts before you can enter another payment to any patient.