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Check Out Section

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Use this section to check-out a client and file co-payments.

  1. Select a client from the Client Checking Out drop-down list.
  2. The Expected Self Pay Amount (e.g. Co-Pay And/Or Prev. Bal.) field defaults with the co-pay for the client. The amount in this field defaults from the client's self-pay liability as set up in the Financial Eligibility form for a self-pay guarantor.
  3. In the Self Pay Amount Received At Check-Out field, enter the co-pay amount the client has paid (if any). The client must have a self-pay guarantor.
  4. If appropriate, select the type of payment from the Payment Code drop-down list.
    1. This field is only required when a client co-pay has been entered in the Self-Pay Amount Received At Check Out field.
    2. If a payment code has been defined in the Pre-Payment Default Posting Code registry setting, it defaults into his field when an amount is entered in the Self Pay Amount Recieved At Check-In field. A different payment code may be selected.
  5. The Service Summary field displays the services the client has received.
  6. If applicable, complete the Update Client Service at Check Out or Remove Client Services at Check Out steps below.
    1. Upon selection of a service, the Service Received, Program, Practitioner, Duration, and Location fields will populate with the associated information.
  7. In the Appointment Requires Follow-Up field, select Yes if a follow-up appointment is recommended.
    If Yes, enter the Follow-Up Appointment Due Date.
    1. Note this field is enabled by: Enable Follow-Up Appointment Functionality Registry Setting
  8. In the Follow-Up Appointment For drop-down list, select the appointment for which the follow-up visit is being made. The drop-down list will contain all scheduled appointments for the client.
    1. Note this field is enabled by: Enable Follow-Up Appointment Functionality Registry Setting
  9. In the Reason For Follow-Up field, enter any notes regarding the purpose of the follow-up visit.
    1. Note this field is enabled by: Enable Follow-Up Appointment Functionality Registry Setting
  10. In the Follow-Up Status field, select the current status of the follow-up appointment.
    1. Note this field is enabled by: Enable Follow-Up Appointment Functionality Registry Setting
  11. Click File Check Out to check out the client.
  12. A receipt for the co-pay amount is generated if the system is configured to provide receipts in the Posting/Adjustment Codes Definition form of Avatar PM.

Note: When Check-Out is submitted, the temporary postings from the check-in process are reversed and the actual services/charges are immediately posted to the Client Ledger and become part of the client's treatment history. Any client payment submitted at Check-Out is posted against the self-pay portion of the rendered service. If payment is identified but posted during Check-Out instead of Check-In, the payment is posted accordingly with no charge reversal.

Update Client Services at Check Out
  1. In the Check Out section, select a client from the Client Checking Out drop-down list.
  2. Click Select Service To Update Or Remove. The Service To Update/Delete screen displays.
  3. Click the service to be edited. Click OK. The Check Out section re-displays.
  4. Make any necessary changes to the service information in the Program, Service Received, Practitioner, Duration, and Location fields.
  5. If necessary, make changes to the Start Time and End Time fields for the service being edited.
    Note: These fields are enabled by the Fields to Include registry setting.
  6. In the Additional Service Information field:
    • Select Interactive Complexity if it is present during the service.  The system will also render the Interactive Complexity service code associated to the service code.
      • Note: Interactive Complexity is only available for service codes that are defined as Evaluation Management, Psychotherapy, or Group Therapy in the Service Codes form in Avatar PM.
    • Select Psychotherapy Add-On if it is present during the service.  The system also render the Add-On Service Code associated to the service code.
      • Note: Psychotherapy Add-On is only available for service codes that are defined as Evaluation Management.
  7. Click Update Service.
    • The Service Summary field updates its display for the updated service.
    • If the Duration field is edited for user-defined services, the Expected Self Pay Amount (e.g. Co-Pay And/Or Prev. Bal.) and Service Summary fields are updated.
    • Information is cleared from the Program, Service Received, Practitioner, Duration, and Location fields.
Remove Client Services at Check Out
  1. In the Check Out section, select a client from the Client Checking Out drop down list.
  2. Click Select Service To Update Or Remove. The Service to Update/Delete screen displays.
  3. Click the service to be removed. Click OK. The Check Out section re-displays.
  4. Click Remove Service.
  5. The service is removed from the Check Out section and all service information fields clear. The Service Summary field updates its display for any remaining services.

Note: If no services remain for the client on the selected date, the client is no longer available for check-out and must be checked in again. If no services remain for a client checked in through the Standby Appointment section, the client must be checked in again through that section.

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