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Payment Portal- Stripe

What is a Payment Portal?

  • The Payment Portal is an online system created by Calmanac for your patients to manage their payments.
  • Allows patients to log in and pay outstanding patient responsibility balances conveniently.

Role in Managing Patient Responsibility

  • Provides a transparent way for patients to view and settle their balances.
  • Reduces administrative workload by automating the payment collection process.

Importance of Emailing Patient Statements and Ensuring Accurate Payments

  • Patients receive statements via email with a direct link to the portal.
  • Payments and balances are updated in real-time.

Accessing the Payment Portal

  • Organizations must request support to enable the Payment Portal AFTER setting up an account with Stripe.

Requesting Payment Portal Access

 

Sending Patient Responsibility Statements (PRS) via Email

  1. Navigate to the Billing module.
  2. Open the Posted Invoices page.
  3. Locate the PRS you wish to email.
  4. Select the checkbox (multiple invoices for the same patient can be selected).
  5. Click the Print button and choose Email Patient Responsibility to Patient.

 

Email Format

Subject: Your Patient Responsibility Statement is Ready

Body:

Hello [Parent Name], 

Hope you are doing well. Here is your statement attached. Your account balance is $[Current Balance]. 

Here is the link to the payment portal where you can make the payment: [Payment Portal Link]. 

This is your account number to log in: [Account Number]. 

Please reach out if you need help or have any questions. 

Thanks, 

Motivity PM

Attachment:

  • A PDF containing a detailed PRS for all services with open balances.

 

 

Error Handling & Reports

  • Alert: If an email fails, the "Patient Responsibility Email Issue" alert appears under Central Dashboard → Patient Alerts.
  • Report: The "Patient Responsibility Email Log Report" (in the Patient Reports section) provides email log details.

 

Access Permissions Needed

Users managing PRS emails should have permissions for:

  • Patient Responsibility Email Log Report
  • Email Patient Responsibility
  • Statement of Patient Responsibility Including Insurance Charges

 

Portal Login Requirements for Patients

To log in, portal users must enter:

  • Payment Account Number (found on the PRS statement)
  • Patient’s Date of Birth (DOB)
  • Patient’s Last Name

 

Portal Overview

The Payment Portal provides a seamless way to manage payments and outstanding balances.

Key Sections:

  • Pending Invoices: Displays outstanding invoices, including service dates, billed amounts, and remaining balances. Payments can be made directly from this section.
  • Paid Invoices: Allows users to view fully paid invoices and past transactions.

Optional: You can provide your phone number to display in the portal for patient contact.

.

You can provide your phone number to reflect here-

 

 

Example payment-

 

 

 

Payment Portal Setup and Use in Motivity PM

  1. Request Setup
  2. Sending Patient Responsibility Statements (PRS)
    • Once the portal is set up, navigate to Billing → Posted Invoices.
    • Email PRS to patients directly from this page.
  3. Email Delivery
    • The PRS email is sent to the caregiver’s primary email address.
    • The email includes:
      • Payment Portal link with login instructions.
      • PDF attachment showing the remaining balance statement.
  4. Patient Payment Process
    • Patients log into the Payment Portal and see their invoices (all selected by default).
    • They can select invoices to pay and click the Payment button.
    • The portal redirects them to the Stripe Payment Gateway.
    • Patients can use a credit card to complete the payment.
  5. Post-Payment Updates
    • Once payment is completed, it is reflected in the Collections page in Motivity PM.
    • The payment is automatically applied to the invoices the patient selected and paid.

 

  • You can try out the Payment Portal by obtaining the account number of the patient and the payment URL from the Statement of Patient Responsibility Including Insurance Charges.

 

How Patient Balances Are Calculated in Motivity PM

  • When a payment is applied to a claim in the Collections module, any PR1, PR2, or PR3 (patient responsibility components) triggers a secondary claim if a secondary payor exists.
  • If no secondary payor exists, patient responsibility is generated and an invoice is created.
  • Automatically created invoices are found in the Billing Module → Posted Invoices page and are labeled in red for easy identification.
  • Each invoice corresponds to a specific Date of Service (DOS) from the claim.

 

Overview of Insurance Adjustments and Outstanding Balances

From the Posted Invoices page, users can generate and email the Statement of Patient Responsibility Including Insurance Charges, which includes:

  • Amount billed to the insurance/Medicaid.
  • Insurance/Medicaid payments.
  • Adjustments made by the insurance.
  • Remaining patient responsibility balance.

 

Keeping Balances Updated in the Payment Portal

  • Payments made by the patient automatically update the Collections module in Motivity PM.
  • This ensures accurate tracking of outstanding balances and Accounts Receivable (AR).
  • Note: Private pay payments are not currently supported through the Payment Portal.

 

Tip: Two PRS Formats Are Available

  1. Patient Responsibility Statement (PRS) – Includes claim and adjustment amounts.
    • Clicking on the CP invoice (underlined) opens this standard PRS.
  2. Statement of Patient Responsibility Including Insurance Charges – Sent when the PRS is emailed to the patient.
    • This version includes both the claim amount and adjustments.
    • To view it manually, select Print → Statement of Patient Responsibility Including Insurance Charges.