How to Allocate Payments Directly to Providers

Sensei Cloud provides you with the ability to allocate credits (especially payments) directly to providers at (or after) the time of posting.

Note: See How to Configure and Use Applied Payments for more information on setting up and using applied payments for your practice. 

To apply a payment directly to a provider:

1. From the Post New Payment window, enter the payment information and click Post Payment. The Apply Payment window is displayed.
   Note: 
   --This window is only displayed if your practice settings are configured to automatically prompt to distribute credits (Administration > Practice Settings > Edit Financial Rules > Credit Distribution Rules). See How to Enable and Use Applied Payments for more information.
   --If you do not have auto prompting enabled, distributions can be made after the transaction has been posted. See Allocate Payments to a Provider After Posting a Transaction for more information.
2. Select Providers. A list of providers is displayed. 
3. In the Amount Paid column for the Provider being credited, enter the amount being distributed to the provider. 
   
   Note:
   --The patient's preferred provider is listed first, followed by the remaining providers in alphabetical order by last name.
   --You can distribute to multiple providers as needed. The distribution details are adjusted automatically.
   --You can distribute up to 100% of a credit's funds, and this can be a mixture of distributions direct to providers or to services that have been rendered (or other debits). You cannot distribute more than the amount of the credit.
4. Click Save.

Redistribute Provider Distributions

You can modify provider distributions at any time. When applying a credit, the presence of any provider distributions is displayed in the Apply [Credit] window and can be quickly reviewed or removed (Clear Existing Provider Distributions) to free up those funds for distribution to open charges.

Note: Sensei Cloud creates a record of all changes to distributions. Off-setting distribution records ensure that a credit is not overdistributed, and that providers are not paid twice with the same money. When you select Clear Existing Provider Distributions, those distributions to providers are removed, and those funds become available to be distributed toward procedural charges or other debits. Reverse distributions to the providers are created to ensure collections records are accurate. Providers associated with any debits, such as completed work, are then credited with any new distributions.

Distribution Details

To view provider distribution details and related adjustments, select the payment in the ledger and click
View Distribution Detail. 

Allocate Payments to a Provider After Posting a Transaction

To apply a payment to a provider after posting a transaction:

1. From the Patient tab, select Financials > Ledger.
2. Select a payment to view the details.
   
3. Select Apply this Payment. The Apply Payment window is displayed.
4. In the Amount Paid column for the Provider being credited, enter the amount being distributed to the provider. 
5. Click Save.

Accessing and Reporting on Provider Distributions

To view a list of provider distributions and generate a report:

1. From the Location tab, select Financial > Applied Payments. The Applied Payments window is displayed, listing all providers and credit types, all credits earned, and all distributions for the current month.
2. Select Only Show Credits with Provider Distributions.
3. Use the Filter List to narrow the list as needed.
4. Select Export Report or Print Applied Payments Report.

Note: These same workflows can be applied to the distribution/re-distribution of other credits such as discounts and write-offs.

For more information, see How to Enable and Use Applied Payments and How to Access and Report on Applied Payments.