Transactions

How to record and edit transactional information.

• Recording the check-in transaction
• Editing a transaction
• Recording a transaction without a check-in
• Reversing a Transaction
• Can't Edit Checkins
• Check in without recording a transaction

Recording the check-in transaction

All transactional information related to an appointment can be recorded when you check in a patient. This is described in detail in the Checking In section. 

Editing a transaction

In Open ACU you cannot edit transactions, checkins or otherwise.

To edit a transaction you’ve already saved, first you’ll need to reverse the check-in. Click the pencil icon next to the patient’s name. In the pop-up that appears, check the box next to “Check Out This Transaction?” then click Remove Transaction. This will remove the payment transaction. 

You can then check in the patient again and enter the correct transaction information. 

Recording a transaction without a check-in

To record a transaction that isn’t connected with an appointment, you’ll use the Purchase Transaction option. Click on the blue dollar sign icon next to the date at the top of the day’s appointments:

A popup modal will appear, where you will select the location, enter the customer’s name, a description of the charge, the amount paid and the form of payment. 

Purchase transactions will appear on the day’s Transaction Report but not on the Appointment Report.

 

Reversing a Transaction

Sometimes you create a transaction and there was an error or the credit card failed. In Open ACU you can reverse any transaction. Just be aware that this process may be connected to credit card processing and your account may charge a fee for reversals. This goes for reversing checkin transactions as well.

In Open ACU you cannot edit transactions, checkins or otherwise.

On the schedule page under the waiting list is a "Transactions" button. Click the button to the left to load a list of that day's transactions.

 

Blue items in the list are appointments. To reverse the transaction and un-check the appointment go to the appointment in the schedule to do so. 

Gray items in the list are transactions. Click the pencil to see the transaction. It will show the details in a modal window.

If you want to reverse the transaction, deleting it from the system, click "Reverse Transaction". This will remove the invoice and all its items from the records. It will also reverse any credit or token values for the patient.

Can't Edit Checkins

Open ACU is mostly a re-expression of what POCA Point started. The goal is ease of use while not skimping on features and capability. The biggest differences are a modern user interface (UI) and greater data integrity. With this in mind the checkin process has changed in fundamental ways.

In PP you could edit the information entered at anytime. If a patient decided to pay more, you could change it — easy. If they purchased herbs on the way out the door — done. If you collected insurance a month later — changed. In Open ACU we’ve dramatically expanded the financial information for deeper details and a new, higher level of integrity. It can do much much more with credits and multiple line items.

We expanded this for several reasons. First, was to accommodate a no-show fee that can be collected at a later time. It also expanded the items you can record in a checkin transaction. In PP you could enter only one item and one dollar value. Finally, this transactional checkin update enables merchant account payments. We hope to bring patient payments to Open ACU within the year and this could not be done properly without a re-build of the checkin. 

The checkin process has changed in fundamental ways.

Think of it this way, if you used your merchant account and charged a credit card for a patient’s visit, say $20. Then on their way out they wanted to by $35 worth of herbs. You would not be able to reopen the CC transaction and edit it’s amount. You can only reverse the transaction and create a new one. You could also create a second transaction for the herbs.

All of this is built into Open ACU. If someone has already paid for their treatment but at a different time buys something else you create a transaction. They probably paid separately so enter the transaction as a separate entry. You could encourage your patients to bundle all of their purchase into the one.

Check in without recording a transaction

You can check in a patient without recording a transaction by enabling the checkin without transaction feature. 

Getting started

To turn on this feature, go to your Settings page. In the Basics section, click the Allow Checkin without a Transaction box:

Note: the default setting is to require a transaction at the time of checkin. If you’d like to check in patients without a transaction, you’ll need to opt in to this feature. 

Be sure to click Save Basics when you’re finished.

How to check-in without recording a payment

First, click the checkbox next to the patient’s name on the schedule. The popup that appears will show two options: Check In + Payment or Check In Only:

Click Check In Only—this will eliminate the payment and transaction boxes from the popup window. Then click the green Checkin Only button in the bottom right hand corner of the popup box: 

The checkin check box next to the patient’s name will now appear in RED—this is your reminder that you still need to collect and record the patient’s payment: 

When you’re ready to collect and record payment, click the red check box. This will bring up the popup window, where you can record the transaction (you also have the option here to reverse the checkin, if you checked in this patient by mistake): 

Once you’ve recorded and saved the payment, the patient will appear in yellow on the schedule:

Here's a quick screen recording showing how it works: