Adding Received Payment Transactions

Receiving both patient (cash, credit, check) and insurance payments in QuickPractice is fast and easy.


To add single patient and insurance payments, follow the steps below. Click here to learn about adding batch payments, which allow you to add payments to multiple patient files within the same screen.

1. Navigate to the Payments tab within a selected patient file. Click the Add button. Or, you may click the   "QuickLink" at the top of your screen.

2. Select the appropriate Payment Method. (cash, check payments will affect the patient balance, insurance type payments will affect the insurance balance).

3. Type in the amount of the payment you wish to apply.

4. On the calendar to the left, select the date you wish to be linked to the payment.

5. It is advised that you always add payment memos to the payments you receive. Payment memos can be seen on your ledger as well as received payments reports and thus can help you to more easily track payments and which dates of service they were applied to. If you wish to use a memo, type it in on the line labeled Memo.

6. Now apply the payment by either typing in the amount you wish to apply next to each service line, or by clicking on one of the Auto Apply or Apply Evenly buttons you see to the left. The Auto Apply button will apply as much as possible to each outstanding balance, starting with the oldest dates of service. The Apply Evenly feature will divide the payment and apply an identical amount to each balance. *

7. If you have applied the payment correctly, you will see a check mark next to each date of service.

8. To finalize the payment, click the Record button.

9. If you have generated an insurance claim for the balance you are applying the payment to, the software will prompt you to automatically transfer these balances or write them off. You may chose either or these options, or instead chose Leave as Due. If you have not generated any insurance claims for these service lines, or if you are applying a single payment to multiple service lines, you will not be prompted to transfer or write off any remaining balances after clicking Record.

10. If you wish to print an itemized receipt at this time, click the Print Receipt button at the bottom left hand corner of the payments screen. If you wish to print a receipt later, simply right click on the payment transaction from the Payments Tab and select Print Receipt.

11. You may continue adding more payment transactions, or if you have finished, you may exit back to the patient file by clicking Leave.

* Note: Generally it is best to type the amount you wish to apply next to each service line that has either a patient and/or insurance balance. However, if you wish the software to automatically apply the payment over multiple service lines, you may click the Auto Apply button on the left hand side of the payment screen. This is best used when the amount you are applying matches the patient/insurance balance exactly. In the case of an insurance check, where the applied amounts might be smaller or even greater than the shown balance, it is not advisable to use this feature.