Front Desk

Move a client through the appointment process, including applying client co-payments.

• Your user security level must be equal to or higher than the posting code security level in order for the payment code to be included in the drop-down for Check-In/Check-Out functions.
• The client must have an appointment scheduled through the Scheduling Calendar form.
• To view the client's co-pay amount, the client's financial eligibility must be set up in the Financial Eligibility form of myAvatar PM.

1. Go to: Avatar PM > Appointment Scheduling > Front Desk.
2. In the Date field, enter the appointment date.
3. Select the appropriate Site.
4. Choose a client from the Client Checking In drop-down list.
5. Choose Select Scheduled Service(s) to select the services associated with the check-in. Select OK.
6. Select View Client Demographic Information to generate the Client Demographic Information Sheet.
7. In the Notify Practitioner of Arrival field:
   • Select Yes to send a notification to the scheduled practitioner when the check-in is filed.
   • Select No to prevent the automatic notification.
8. 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.
9. In the Self Pay Amount Received At Check-In field, enter the co-pay amount the client has paid (if any). The client must have a self-pay guarantor. This field is enabled by the Pre Payment Service Code registry setting.
10. In the Time of Arrival field, enter the time the client arrived to check-in. This field is enabled by the Fields to Include registry setting.
11. Choose the type of payment in the Payment Code field.
    Note: If a payment code has been defined in the Pre Payment Default Posting Code registry setting, it defaults into this field when an amount is entered in the Self Pay Amount Received At Check-In field. A different payment code may be selected.
12. If applicable, search for a staff member to notify in the Additional Staff to Notify field.
13. Select File Check In to check in the client.
    Result: 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: Any client payment submitted during Check-In will appear in the Client Ledger with the service code provided in the Pre-Payment Service Code registry setting.

► Additional Sections

• Check Out Section
• Standby Appointment
• Payment Entry Only
• Update Client Data

► Registry Settings

• Add Previous Balance To Expected Self Pay Amount
• Add Update Client Data Section
• Allow Using Front Desk With Scheduling Calendar
• Enable Follow-Up Appointment Functionality
• Enable Service Entry Restriction by Client Treatment Plan
• Fields to Include
• Include 'Display As Free Time' Appts
• Include No Default Service Code Warning
• Notify Logged Out Users
• Order Clients By Appointment Time
• Pre Payment Default Posting Code
• Pre Payment Service Code
• Recalculate Service Duration When Service Start - End Times Updated
• Scheduling Forms - Fields To Include
• Support Pseudo Social Security Numbers (Avatar PM)

► See Also

• Record Locking  

► SQL Tables

• SYSTEM.check_in_client
• SYSTEM.check_out_client
• SYSTEM.check_out_client_history
• SYSTEM.site_specific_check_out

► Test Scripts

For implementing new systems or new functionality, download the following standard test script for this feature. Please contact your Netsmart representative for more information about Test scripts.

• myAvatar NX Test Script - PM - Front Desk.docx