Orthopedics Integrated Patient Payments Software

Integrated Patient Payments in a Orthopedics Practice

An orthopedic patient may pay at three points for one injury. At the pre-op visit, the patient pays toward the estimated deductible for surgery. At checkout, the patient pays for a walking boot or a knee brace. After the payer has paid, the patient owes whatever coinsurance is left. Integrated patient payments handles all three in one system. The deposit is held on the account, not posted as income against a visit. A card on file, stored as a token, is charged only once the remit shows the true patient share. If the deposit was more than the patient owed, the credit balance is flagged for refund. Patients who cannot pay a large surgical balance at once can choose a payment plan with automatic drafts. Every payment posts to the ledger as it clears, so the front desk, billing office and patient see the same balance.

Why Is Integrated Patient Payments Different in Orthopedics?

Orthopedic patient payments are large and spread out. A joint replacement or spine fusion on a high-deductible plan can leave the patient owing much of the deductible in one go. Many patients want to pay part before surgery and the rest over time. A payment process built for small copays, where the front desk swipes a card and posts it later, cannot handle deposits, plans and refunds on the same case.

Orthopedic payments also need to land on the right account. A deposit taken for surgery must not be applied to an unrelated office visit. A payment for a work injury visit may belong to the patient only if the carrier denied the claim. A brace paid at checkout must match the DME line billed to the plan. When payments post by hand from a separate card terminal, these mix-ups are common, and the ledger stops matching what patient billing sends.

Patients expect to pay the way they pay other bills. They want a text-to-pay link, a mobile wallet or a saved card, and a receipt right away. Many use health savings or flexible spending cards. The practice needs those choices without storing card numbers or putting health details in a text message. Integrated patient payments meets both needs.

What Orthopedics Integrated Patient Payments Software Handles

PCI DSS card security

Saved cards are stored as tokens, not card numbers, under PCI DSS rules. Staff never see the full number when they charge a saved card after surgery. (PCI Security Standards Council (PCI DSS))

HSA and FSA cards

Health savings and flexible spending cards run like other cards at checkout and online. Surgery deductibles, braces and injections are typical medical expenses patients pay from these accounts. (IRS Publication 969: Health Savings Accounts and Other Tax-Favored Health Plans)

PR-1 and PR-2 amounts for saved cards

A saved card is charged only after the remit posts and the deductible and coinsurance amounts are known. The patient gets a receipt by text or email. (X12 Claim Adjustment Reason Codes)

Self-pay deposits against a good faith estimate

Self-pay patients can pay toward their good faith estimate before surgery. The deposit stays on the account until the final bill, and any credit left is flagged for refund. (CMS: Good Faith Estimates under the No Surprises Act)

HIPAA safeguards for payment texts

Text-to-pay links open a secure page. The text itself carries no diagnosis or procedure details, in line with HIPAA safeguards for electronic health information. (45 CFR Part 164 Subpart C: HIPAA Security Standards)

How Does Orthopedics Integrated Patient Payments Software Work?

1. 1. Collect before surgery

   The financial counselor takes a deposit toward the estimated patient share. It is held on the surgical case, not posted to a visit.

2. 2. Collect at checkout

   Braces, boots and copays are paid at the desk by card, wallet or HSA card. Each payment is tied to the line it pays.

3. 3. Store the card with consent

   With the patient's consent, the card is saved as a token. It is charged later for the balance left after the payer pays.

4. 4. Charge after the remit

   Once the 835 posts, the true patient share is known. The saved card is charged for that amount, and the deposit is applied first.

5. 5. Set up a plan

   Patients with large balances choose a plan with automatic drafts. Each draft posts to the ledger when it clears.

6. 6. Refund the extra

   If the deposit was more than the patient owed, the credit is flagged for refund. Staff approve the refund before it goes back to the card.

Orthopedics Integrated Patient Payments Software vs. Generic Software

Who Uses It in a Orthopedics Practice

• Financial counselor: One screen to take a surgery deposit, save a card with consent and set up a plan before the patient leaves.
• Front desk: Checkout payments for braces and copays that post to the right line, with no end-of-day keying.
• Controller: Deposits, plan drafts and refunds that match the bank and the ledger, by location and by entity.