Billing Guarantor Tab

The Guarantor tab is used to indicate who is responsible for paying any charges accrued during the visit. The guarantor can be a patient, relative, or company/group. A guarantor is required in order to register a patient. A Payment Plan can be set up for the guarantor through this option as well.

To complete guarantor information, follow these steps:

1. Rel to Pat – Click the drop-down menu and select the guarantor’s relationship to the patient. If the patient is the guarantor, the Social Security number, address, and contact information automatically populates based on information entered in the Patient tab, and the fields are disabled. If the guarantor is not in the system, the remaining steps must be completed.
2. Last, First, and MI – Enter the person’s name.
3. Sex – Click the dropdown and select a sex.
4. SSN – Enter the person’s Social Security number. This must be unique for the guarantor. The system performs a check to verify that the SSN is unique when saved.
5. DOB – Click the field to enter the birth date directly or to select from a calendar. The Age field is automatically calculated.
6. Address Same as Patient – Check if the person’s address is the same as the patient’s. The address information is automatically populated based on the patient’s information.
7. City – Begin to enter the city name. An autocomplete list with all cities (listed with state and zip code) matching the entered letters displays (after two letters are entered). Click on a description to select it. The City, State, and Zip Cd fields are automatically populated with the selected city information.
8. State – Click the drop-down and select the state.
9. ZIP Cd – Enter the ZIP code for the address (The City and State fields automatically populate.) or begin to enter the name of the city in the City field. An autocomplete list with all cities matching the entered letters displays (after two letters are entered). Click on a city to select it. The State and ZIP/PC automatically populate.
10. Phone/Cell – Enter the phone number, including the area code, into the field.
11. Email – Enter a valid e-mail address.

12. Click Save.

Guarantor Employer

The Guarantor Employer tab contains the guarantor’s employment information. If the guarantor is the patient, this section automatically populates with the employer information entered in the Patient Employer tab.

To complete the guarantor employer information, follow these steps:

1. Employer – Enter an employer code in the first field or an employer name in the autocomplete field (clicking a suggested description to select it). The employer address displays along with any defined phone number in the Phone field. The employment date, retired date, occupation, and part-time fields are enabled.

2. Student – Check to designate the guarantor as a student.
3. Part-Time – Check to designate the guarantor as a part-time employee.
4. Empl. Date – Click the field to enter the guarantor’s start date with the employer directly or to select from a calendar.
5. Retired Date – Click the field to enter the guarantor’s retirement date directly or to select from a calendar. This may be needed for Medicare patients.
6. Occupation – Enter the guarantor’s job title with the employer.
7. Phone – Enter the phone number, including the area code, into the field.

8. Click Save.

Payment Plan

The Payment Plan tab is used to set up payment installments for a balance over a specific amount of time. The Payment Processor updates the plan (next due amount, due date, balance, etc.) as payments are made. The Delinquency Processor will disable play plans for accounts that are in default.

Account balance, payment history, and delinquency information displays in the detail section at the bottom of the tab.

To set up a payment plan, follow these steps:

1. Enable Plan – Check to enable the payment plan. The fields activate and the Origination Date is set.

Note: If an account is placed back in collections, the details are saved and the Enable Plan checkbox is unchecked. To reactivate the plan, click the checkbox and save.

2. Number of Pymts – Enter the number of payments required to pay off the account balance. The Plan amount and Next due amount fields are automatically calculated.
3. Plan Amount – This is the amount to be paid on the visit until the balance is paid in full. Enter a different amount, if needed.
4. Next Due Amount – This is the amount the guarantor is expected to pay by the Next Due Date. This can be updated and does not have to equal the Plan amount. Enter a different amount, if needed.
5. Next due date – This is calculated based on the selection in the Occurs Every field. This is the date the guarantor is expected to pay the Next due amount. Enter a date, if needed.
6. Occurs Every – Enter the expected frequency of the plan payments in the first field then click the drop-down menu and select Day(s), Month(s), or Year(s). This will automatically set the Next Due Date.
7. Default after – Enter the amount of time after the due date without payment before the account is considered to be in default then click the drop-down menu and select Day(s), Month(s), or Year(s). When the due amount is not paid within the specified time frame, the account is removed from the plan and placed in standard collections.

8. Click Save. The plan is created.

Note: The Visit Detail section of the Payment Plan window updates with read-only information as the plan moves forward and payments are processed.