The easiest way to track packages in Cerbo is using a Estimated Charges. If you don't have this turned on (you don't see it at the bottom of patients' yellow billing history window), please ask your account manager or contact firstname.lastname@example.org. Estimated Charges (which can be renamed to, for example, Package Charges, provide a holding tank for charges that have been purchased, but not yet redeemed.
Define your Packages
The first step is to add your packages to your Charge List as Group Charges. This makes it easier to add all of the package charges to a patient's chart when they purchase a package.
1) Add the individual charges to your charge list: Any charges that are included in the Package need to be added individually to the Charge List, if they aren't there already. Do NOT add one charge list item for full price of Package. See: Practice Charge List - Add to or Edit Master List of Charges
2) Define a Charge Group: add each individual charge n the package to a Charge Group. Go to Admin > Manage > Charge List and click the green button at the top to "Add New Charge Group":
You can specify a discount that will auto-apply to every charge in the group. See Add Discounts for how to define your available discounts. The specified discount will apply to each charge in the group, so a percentage (not dollar value) discount is generally best.
Add all of the individual charges to the charge group.
Add to Patient Chart and Track Usage
When the patient purchases a package, add the corresponding package/ group charge as estimated charges. This can be done by clicking on the + in the yellow billing block, then on +Add to Estimated Charges.
Search your charge list for the name of your Charge Group and select it to bring up the Add Estimated Charges window.
Add an expiration date, if applicable (e.g., if there is a future date after which the charge should no longer be able to be redeemed). If you add an expiration date for the first charge in the group, you will have the option to apply the same expiration date to all charges in the group.
Scroll to the bottom of all the charges and click "Add These Charges to Patient's Account". This will put the specified charges in the patient's Estimated Charges holding tank. The balance due will NOT affect their overall account balance, but you will be able to see the total balance due on Estimated Charges at the bottom of their billing history.
Add Payment and Apply Toward Estimated Charges
If the patient is paying upfront (see below for payment plan use case), add the payment to their chart, and apply it toward their estimated charges.
Special Use Case: "Prepaid" Packages Paid on a Payment Plan
You may offer the option for patients to pay for the treatment package over multiple installments instead of requiring upfront payment. You can automate your payment plan in Cerbo IF you are using Bluefin for integrated merchant services.
Redeem Estimated Charges as they are Used
As the patient uses the services/products in their package, staff would convert the applicable Estimated Charge(s) to regular charge(s). Generally, this would be done within the relevant encounter note by hovering over the Charges/ Payments box in the encounter note, and then on "Add FROM Estimated Charges". Check the boxes beside any charges that are being used that day, then use the Manage Checked drop down to select "Add as Charges".
This way, the charges (and payment) are associated with the visit note and date of service, and can be included in a superbill/ insurance invoice if desired. See: Generate Insurance Invoice (superbill) or Receipt.
By expanding the billing block (click the rectangle in the top right corner of the billing block), you can now see how many services/products are remaining in the package (what remains under Estimated Charges), vs. what the patient has used (what is showing in the regular portion of their billing block):
Special Use Case: Prepaid Packages and Credit Pools
Related keywords: prepaid packages