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We do a lot of cash based sales....mainly things like theraband, biofreeze, etc. When a patient buys it, they want to use a credit card in webpt. It is put on their account under supplies in webpt and then goes to Therabill as a payment on their account. Of course, there is not a charge to apply it to in Therabill because there is not a note or copay that will be coming through for this item. I need a way to either stop a payment for a certain type of sale coming through to Therabill or a way to show that this is not a typical payment on account. I spend time each month looking at accounts with credit balances that I need to compare to the webpt payments. If I see a supply, then a manually add a charge but it would be much more convenient to have these types of payments not come into Therabill at all. Could you just add have a setting that stops payments for certain items (IE supplies) that it will not come over as a payment into Therabill?
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In the WebPT EMR, you can use the Clinic Settings to indicate which types of payments you want to flow over into Therabill. Simply uncheck the Supplies option and these payments will not transmit.
https://help.emr.webpt.com/article/959-clinic-settings#billing%20settings
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...but you also say to create a session in TB to represent the supplies item that the payment is for. Not to mention the confusion that occurs when WebPT shows 1 dollar amount of payments and Therabill has a conflicting dollar amount. There is no way to reconcile those payments between systems using this method. GAAP, anyone?
How about a full-on retail solution? I would guess that most clinics sell retail items; the Therabill work around creates false session counts and causes payment issues as described above. Plus the need to hand count supplies when they are sold and taken out of inventory.