Processing and Recording Payments within OptiMantra

This article will review how to process different forms of payment within the superbill. For more information about generating and using the superbill, please take a look at Superbills - Each Section & How to Customize It and Superbills - Four Ways to Create a Superbill.

To set up and utilize patient invoicing, please review: Configure Patient Invoicing

Table of Contents:

Taking Integrated Payments

• Cash Payments
• Bank Payments
• Card Payments
  • Split a Payment Across Two Cards
• Split a Payment Across Two Forms of Payment

Taking Un-Integrated Card Payments

 

Workflow: Checking out a Patient

 

Taking Integrated Payments

For Clinics using our Stripe, Fiserv, or Auth.net Payment Processing Integrations.

1. Open the Superbill

Navigate to the patient and select Blank Superbill or Create Superbill (pulls from most recent chartnote). Ensure all charges are complete, then add coupons or credit memos if applicable. 

• To review the use of credit memos and coupons, please take a look at:
  • Issuing Credit in Optimantra (Credit Memo)
  • Create and use coupons

2. Review the Payment Date

Scroll to the Payment section at the bottom of the Superbill. Verify the date of payment field — this should reflect the date you are actually collecting payment, which may differ from:

• The date of service, or
• The date you produced the Superbill.
  • Update the date if necessary before recording any payment.

3. Process and Record Payment

OptiMantra can collect payment from various sources:

• Cash
• Pre-paid (in the case of packages)
• Check, E-Check, Wire, ACH, EFT, Mobile, Insurance (EFT), 3rd Party Deposit
• Card

Cash Payments

1. Simply type the amount the patient is paying via Cash in to the Payment (Cash) $ field
2. Select save or save and close

Bank Payments

• When a patient would like to pay via check, ACH, Venmo, Zelle, Cherry (3rd party deposit), etc. -

1. Enter in the value being paid under the Payment (Bank) $ field
2. Ensure you are selecting the form of payment from the drop down menu
3. Use the Payment Bank Details to record information about this payment
   • For example: The check number or 3rd party source such as Venmo
4. Select save or save and close

• Insurance payments generated from the EOB will autofill this field with check details and have Insurance (EFT) selected. 

 

Card Payments

1. Click Take Card Payment — do not manually type the total unless you have already run the card and are simply recording it.
2. A payment form will open.
   • If the patient has a saved card on file, the fields will auto-populate.
   • For a new patient, enter the card details manually. Check Save card details for future use if desired.
3. Confirm the amount has auto-populated from the Superbill.
4. Click Take Payment.
5. The system will automatically fill in the total paid, card type, and last four digits of the card
6. Select save or save and close

**If you are using an integrated payment terminal - you will select "Payment Via Terminal" instead of Take Card Payment. This will initiate the terminal device for the patient to tap or swipe their card. The information will then automatically populate back on to the superbill.

If you are processing a patient's card for the first time, or the patient is paying via invoice, the card can automatically be saved to the patient profile by checking "Save card details for future use."

 

Split a Payment Across Two Cards

If a patient wants to pay a portion on one card and the remainder on another:

1. Click Take Card Payment and manually update the amount to the portion being charged to the first card (e.g., $100).
2. Click Take Payment — the $100 will fill in automatically.
3. Click Take Card Payment again. The system will pre-populate the remaining balance.
4. Click Take Payment — an additional payment line will be created automatically.
5. Select save or save and close

Split a Payment Across Two Forms of Payment

This same process can be completed for any form of split payment. If the patient is paying a portion in cash for example:

1. Enter the cash amount in the Cash field first. 
2. Click Take Card Payment — the system will automatically calculate and display only the remaining balance to be charged to the card. 
3. Click Take Payment — an additional payment line will be created automatically
4. Select save or save and close

Key Notes

• Superbills are critical for analytics reporting. Unsaved Superbills create gaps in your financial records.
• The payment date field is independent of the service date and should always reflect when payment is actually collected.
• Card payments processed through the Take Card Payment button are handled automatically — the system fills in all confirmation details after the transaction is approved.

Taking Un-Integrated Card Payments

For Clinics using external payment processing

1. Open the Superbill

Navigate to the patient and select Blank Superbill or Create Superbill (pulls from most recent chartnote). Ensure all charges are complete, then add coupons or credit memos if applicable. 

• To review the use of credit memos and coupons, please take a look at:
  • Issuing Credit in Optimantra (Credit Memo)
  • Create and use coupons

2. Review the Payment Date

Scroll to the Payment section at the bottom of the Superbill. Verify the date of payment field — this should reflect the date you are actually collecting payment, which may differ from:

• The date of service, or
• The date you produced the Superbill.
  • Update the date if necessary before recording any payment.

3. Process and Record Payment

Since you will be processing your payment outside of OptiMantra, please ensure the payment is complete and then proceed to record the payment on the superbill. 

• Recording Cash, Pre-paid (in the case of packages), Check, E-Check, Wire, ACH, EFT, Mobile, Insurance (EFT), 3rd Party Deposit will follow the same workflow as above.
• For Card payments, you will simply type in the values for each payment to record that a payment has taken place. You will not be able to select "Take Card Payment" since this is for processing directly inside the platform.
• If you need to record a split payment, you can do so by selecting "additional payment" to record the second form of payment.
• Superbills are critical for analytics reporting. Unsaved Superbills create gaps in your financial records when utilizing OptiMantra's Analytics.