How AllMed PM Automatically Handles Co-Pays and Prepaid Visits

AllMed PM’s Auto Co-Pay and Patient Credit features are designed to handle one of the most common real-world billing scenarios:

Patients either pay their co-pay at the time of service, or they prepay for multiple visits and use that balance over time.

This article explains exactly how the system works, step by step, from setup to claim entry to credit usage, with no extra cleanup required.

What This Feature Is Designed For

This workflow is ideal for offices that:

• Routinely collect co-pays at the time of service

• Offer prepaid visit packages (chiropractic, PT, wellness, etc.)

• Want co-pays recorded automatically without manual posting

Important:
This feature is intended for co-pays only, not deductibles or arbitrary payments.

Step 1: Enable Auto Co-Pay

Before using Auto Co-Pay, it must be turned on.

1. Go to System

2. Select Options

3. Open the Data tab

4. Check Claims Auto Co-Pay

5. Click Save

Once enabled, AllMed PM assumes a co-pay is collected when a claim is created — unless you tell it otherwise.

Step 2: Enter Patient Credit (Prepaid Visits)

If a patient prepays for visits, enter that money as Patient Credit.

1. Open the patient record

2. Click Credit

3. Enter:

   • Date

   • Amount (example: $100)

   • Payment type (Cash, Check, Credit Card, etc.)

4. Click Save

This creates a credit balance on the patient’s account.

Example

• Patient prepays $100

• Co-pay is $10 per visit

• Credit balance = $100

This credit remains available until it is used.

Step 3: Create a Claim Using Credit for the Co-Pay

When the patient comes in for a visit:

1. Click Add Claim

2. Enter the Date of Service and procedure codes

3. At the bottom of the claim screen, locate Received Co-Pay

4. Enter the co-pay amount (example: $10)

5. In the Of Credit dropdown, select the available patient credit

6. Click Save

What happens automatically

• The co-pay is applied from the existing credit

• No new payment entry is required

• The claim reflects the co-pay correctly

• The remaining credit balance is reduced

Example

• Starting credit: $100

• Visit co-pay used: $10

• Remaining credit: $90

Step 4: Verify Credit Usage and Balance

After saving the claim:

• The patient’s credit balance updates immediately

• The co-pay appears in Payments & Adjustments

• The transaction history clearly shows how the credit was used

Everything is tracked and auditable.

Step 5: Receipts and Credit Reports

AllMed PM automatically provides documentation.

You can:

• Print a receipt for the original prepaid amount

• Print receipts for credit usage

• Generate a credit report showing:

  • Original credit

  • Each date credit was applied

  • Remaining balance

This is useful for:

• Patient questions

• End-of-month reconciliation

• Audits

• Office transparency

What If the Co-Pay Is NOT Paid?

If the co-pay is not collected at the time of service, there are no extra steps and no cleanup required.

When you are on the claim screen:

• The co-pay amount shown is editable

• You simply change it before saving the claim

Your options on the claim:

• Change the co-pay to a partial amount (example: $5 instead of $10)

• Change it to $0.00 if nothing was collected

• Adjust it to any amount actually received

When you click Save:

• Only the amount entered is posted

• If the amount is $0.00, nothing is posted to Payments & Adjustments

• Any remaining balance stays open correctly

There is no need to save the claim and delete anything afterward.

If the co-pay wasn’t collected, you simply don’t record it — and move on.

Important Rules to Understand

• Auto Co-Pay assumes payment only when enabled

• Credit is used only when you select it

• Credit is reduced only when applied

• All transactions are reversible

• Nothing is forced or locked in

Best Practices

• Enable Auto Co-Pay only if co-pays are routinely collected

• Use Patient Credit for prepaid visit packages

• Edit the co-pay amount directly on the claim when needed

• Print receipts when credit is taken upfront

• Use credit reports to track usage over time

Why This Matters

Auto Co-Pay and Patient Credit eliminate:

• Manual co-pay posting

• Forgotten prepaid balances

• Spreadsheet tracking

• Confusion over remaining visits

They ensure:

• Faster claim entry

• Accurate balances

• Clean audit trails

• Happier patients

Final Summary

Auto Co-Pay and Patient Credit in AllMed PM allow you to:

• Collect money upfront

• Apply it automatically per visit

• Track every dollar

• Provide receipts and reports

• Maintain full control

Nothing is lost.
Nothing is hidden.
Everything balances.