See Also:

Patient Payments

Insurance Payments


Most of the time it is not important for you to understand how data is stored. Payments, however, are a unique beasts and how they are stored mirrors how you should think of them.


Each payment is stored in three files corresponding to the three hierarchical levels of a payment:


  1. The base payment which is the information about the payment as received. Exactly one record is added to this file for each payment received.


  2. The payment as applied to patient accounts. There can be multiple records for a payment if the payment is applied to multiple patients.


  3. The payment as it is applied to services or providers. There are often multiple records in this file for every record of the payment to the patient in 2. above.


Why is this so complex, especially in a program designed to be simple? Unfortunately, there was no good way around it. The other way would be to force you to enter duplicate and redundant information whenever a payment is applied to multiple services. Even then, additional complexity would have to be entered to tie the split payments together. Besides, the way Aeris handles payments is logical and matches real world situations.


When you enter a new payment, whether it is a patient payment or an insurance payment, you get the following screen representing the base payment, the top level in the payment hierarchy.



Payment Date

Enter the date the payment was received. You can press F2 or right-click to select a date from the popup calendar.


Payer Name

Enter the payer name or use the drop-list to select the payer.


Payment Amount

Enter the total amount of the payment.


Payment Medium

Select the method of payment. If Check is selected, the check number field will be enabled.


Check Number

Enter the check number. To accommodate insurance checks, you can enter letters, numbers, and other characters up to twenty characters total.


Payment is Waiting to be deposited

This checkbox is available only on check and cash payments and is checked by default on new payments. When checked, a check payment will show up on the list of checks to be deposited when you print a deposit slip. A cash payment will be totaled with all other un-deposited cash payments to give an editable cash amount on the deposit slip.


Payment Notes

Enter any notes that apply to the overall payment. This note is part of the base payment and is not patient specific unless the entire payment is applied to one patient's account.



TIP:   For patient payments, when you enter the payment amount, Aeris makes some intelligent choices in the background. It makes the assumption that the full amount of the payment should be applied to the current patient and to the income for that patient's principal provider so Aeris does that for you. If you have just one provider or if you always want to assign the income to the patient's principle provider, you don't need to even look at the Patient's Account tab; you can complete the payment at this point by clicking the OK button or pressing Enter.