Take a patient deposit

Collect an advance from a patient, give a deposit receipt and see the balance that can be used against later bills.

A deposit is money the patient pays in advance, before the bill is made. It stays on the patient's account until you adjust it against a bill or refund it. You take it from the patient's row on the Billing Dashboard.

note

Who can do this: cashier and billing staff with deposit rights

Where: Billing › Billing Dashboard › row menu › Patient Deposit

Before you start

• The patient has a visit, an admission or a bill on the Billing Dashboard. For a walk-in, create the bill or check in the appointment first.

Take the deposit

1. Go to Billing › Billing Dashboard, set the dates and Status Type, and click Search to find the patient.
2. Click the three dots at the end of the patient's row and choose Patient Deposit.
3. The Patient Deposits form opens. Deposit Receipt Number is filled when you save.
4. Select the Deposit Type. Use On Account Deposit for an outpatient and Admission Deposit for an admitted patient.
5. Type the Deposit Amount and, if needed, a note in Comments.
6. Under PAYMENT, choose the mode, check that Collected equals the deposit amount and click Add.
7. Click Save. You see Your record has been saved.

Print the deposit receipt

1. Go to Billing › Views › Deposit List. Today's deposits are listed with the Deposit Amount and the Remaining Amount.
2. Click the three dots at the end of the row and choose Print Deposit Receipt.
3. Choose Letter Head or Plain Paper and click Print.

Use the deposit on a bill

1. Open the bill or its settlement and click the SETTLEMENT tab.
2. Tick Adjust Amount and click Deposit Detail. The Patient Deposit box lists the patient's deposits with the Remaining Amount.
3. Tick Adjust on the deposit, type the amount in Adj.Amount and click Add.
4. Collect any balance on the PAYMENT tab and save.

Fields on the form

Field	What to enter	Required
Deposit Receipt Number	Filled for you on save.	—
Deposit Type	On Account Deposit for OPD, Admission Deposit for IPD.	Yes
Deposit Date	The date the money is received. Today by default.	Yes
Deposit Amount	The advance received.	Yes
Comments	A note, up to 300 characters. It prints as Remarks on the receipt.	No

Troubleshooting

What you see	What it means	What to do
Please fill all mandatory fields highlighted in red	Deposit Type, Deposit Date or Deposit Amount is empty.	Fill the fields marked in red.
Please select On Account Deposit for OPD	Admission Deposit is chosen for an outpatient.	Change Deposit Type to On Account Deposit.
Please select Admission Deposit for IPD	On Account Deposit is chosen for an admitted patient.	Change Deposit Type to Admission Deposit.
Please add deposit Payment	No payment line is added.	Add the payment under PAYMENT and save again.
deposit amount and paid amount should be same	The payment lines do not equal the Deposit Amount.	Correct the payment lines.
Deposit amount should not be greater than the Net Payable Amount.	You tried to adjust more deposit than the bill amount.	Reduce Adj.Amount.

Related

• Refund a patient deposit: return the unused balance.
• Settle a pending bill: collect a balance, with or without a deposit.
• Collect a payment: the payment modes in detail.