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Level 1

What are the steps to record an insurance payment paid on behalf of a patient to a medical provider. How do I specify that the payment came from an insurance company?

What about for checks or direct deposits received from specific insurance companies or government payors on behalf of patients/beneficiaries... the QBO user (a Single Member LLC medical provider) clicks on the "Receive Payment" within he specific customer invoice (while selecting either Check or Direct Deposit which usually goes to A/R), is there a way to attributes that payment to an A/R account that is created called Blue Cross Insurance Claim Account or Medicare Claim Account?  I'm not sure how to properly properly account for the transaction or whether it can even be done, but I hope someone from QBO can advise (step by step) what the correct way is.  Also, what if a medical provider bills $90 per service, the patient pays a $10 copay and the insurance pays $78.53. Because the contract rate is $88.53, how do you clear the remaining $1.47 so that you can satisfy/show the invoice as paid?   


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Best answer 10-19-2018

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Level 15

You can create new a/r accounts, but for some reason QBO...

You can create new a/r accounts, but for some reason QBO will not allow you to use them --obviously a disconnect here during development

QB is really not designed for medical billing, medical billing software would be a good investment long term

The write off between billed and approved should to be handled by a credit memo, create a non inventory item which posts to a sales income discount account, and use that on a credit memo.  In receive payments, apply the credit memo to the invoice and receive the payment

QB operates on the customer level, the concept of multiple customers (patient, primary ins, secondary ins) paying one invoice is hard to track.  QB does not care who pays a part of an invoice, but for medical billing you need to know who paid what when and for who, and you can not track that in QBO.  Class or location can not be used for payments, nor can an item..

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3 Comments
Highlighted
Level 15

You can create new a/r accounts, but for some reason QBO...

You can create new a/r accounts, but for some reason QBO will not allow you to use them --obviously a disconnect here during development

QB is really not designed for medical billing, medical billing software would be a good investment long term

The write off between billed and approved should to be handled by a credit memo, create a non inventory item which posts to a sales income discount account, and use that on a credit memo.  In receive payments, apply the credit memo to the invoice and receive the payment

QB operates on the customer level, the concept of multiple customers (patient, primary ins, secondary ins) paying one invoice is hard to track.  QB does not care who pays a part of an invoice, but for medical billing you need to know who paid what when and for who, and you can not track that in QBO.  Class or location can not be used for payments, nor can an item..

View solution in original post

Level 1

Rustler- Thanks for your response.  In terms of QuickBook...

Rustler- Thanks for your response.  In terms of QuickBooks Online Plus, I'm reading there is a way to use "class tracking" to categorize any transaction with an additional field (that this could be used for insurance companies and it would be useful for running reports).  I cannot figure out where to activate "class tracking" or even the steps to accomplish using it.  Can you or someone out there help?
Level 15

if you invoice the customer ... a location tag will only...

if you invoice the customer ...
a location tag will only track and report on the total amount
a class tag is used on each line item, tracking and reporting each amount

But when you use receive payments, that is not a transaction in QB, so no class or location tracking can be attached

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