Question

How do I use the Payments Reporting in the HotDoc Dashboard to reconcile our payments to our receipts in our Practice Management Software? (PMS). 

Solution

In the Payments > Reporting > Payment Activity section of the Dashboard, you can filter and generate a payments report for all payments made via HotDoc to use alongside reconciling patient receipts in your Practice Management Software (PMS).

There are a few important things to note before you reconcile:

• If you're passing on the fee to the patient to cover, you should use the 'subtotal net' amount to reconcile, as this is what you received from the patient. This is also the amount you will be payed out to your bank account. 
  • If using Quick Consults, you'll be required to pass on the fee to use this feature. To update this setting please read here. 
    
    
• To balance, you should be entering the (net) amount you receive from the patient in your invoices in your PMS. 
  
  
• Note the payment method you choose to process the patient's HotDoc payment in their receipt. We recommend processing the patient's payment in their invoice/receipt  in your PMS as Direct Credit/Debit Deposit. 

How to reconcile your Payments

1. In your Practice Management Software (PMS), run a report showing receipts from your selected date range that you reconcile. Sometimes this is referred to as a ‘Receipt Report’ or a ‘Banking Report’.
   
   
2. In the PMS report, ensure you can see the payment method used to refer to payment via HotDoc. Find the total dollar amount for all invoices paid via HotDoc.
   • Reminder: We recommend using the payment method ‘Direct Credit’ (Best Practice) and ‘Direct Deposit’ (Medical Director and Zedmed)
     
     
3. In HotDoc, go to Payments > Reporting > Payment Activity > All Payments. This will show you all payments captured via HotDoc.
   • Note: To search for specific patient invoices, you can select the Bookings, Payment Requests or Repeats tabs for a more granular result. 
     
     
     
     
4. Adjust the Charge Date and Time filters to match the date range being reconciled in your PMS report.
   1. (If reconciling for individual practitioners, select the Practitioner checkbox and select their name): 
       
      
      
      
5. Check that the Subtotal net dollar amount matches the total dollar figure in your PMS generated report
   
   1. If you pass on the fee to the patient, you will use the Subtotal Net amount.
   2. If your practice absorbs the fee (N/A from 1st of April) (ie. what you charge in HotDoc is the total cost of appt), you will look at Subtotal Charged
      
      
      
      
6. If the Subtotal amount in HotDoc does match the amount in your PMS report, it means all PMS receipts have been created and correctly marked as paid.
   
   1. Click the 'Reconcile All' button so that all the payments in HotDoc are marked as reconciled. They will remain this way for reference moving forward. 
      
      
      
      
7. If the Subtotal amount does not match the PMS report, it could be that a invoice wasn't created or a receipt is not marked as 'paid', but the patient was charged via HotDoc. In this case:
   1. In HotDoc, go line by line through each payment in the HotDoc report and find the corresponding patient's receipts in your PMS report to see if they were marked as paid.
      • You can filter the the following payment types: Bookings, Payment Requests or Repeats tabs.
        
        
        
   2. If invoice was created and receipted, check the reconciled box in HotDoc.
      
      
   3. If not invoiced in your PMS: Create or receipt invoice in your PMS, re-generate PMS report again to update, then check the reconciled box next to the patient's payment in HotDoc.
      
      
   4. If using Repeats and if you've enabled automatic invoicing (Best Practice/Medical Director clinics only), if we were able to create an invoice you'll see an 'Invoiced by HotDoc' icon next to the patients payment.
      If it says 'Needs invoice', create and receipt the invoice in your PMS, re-generate the report in your software to update, then check the reconciled box in HotDoc. This will change the status to Manually invoiced. 
      
      
      
      
   5. Once you have re-generated a new PMS report to include updated receipts, check the total dollar amount for all invoices paid via HotDoc balances with the Subtotal net amount in the HotDoc Dashboard report.   
      
      
8. You will then have reconciled your payments to your receipts! Repeat these steps for each reconciling period, and if you are reconciling per individual practitioner. 
   
   
9. Depending on your payout frequency, once you receive your payout from your payment provider (Stripe or Pin) to your bank account you can follow these instructions to reconcile your payouts. How do I use Payments Reporting to reconcile payouts to my bank account?
   1. Tip: Once you've received the payout, you can click 'View' next to the patient's payment to which payout this contributed to.