Efficient financial tracking is essential for any practice, and our Payment Writeback feature ensures that your Practice Management System (PMS) or Electronic Health Record (EHR) always stays in sync. This article explains how payment writebacks function, the available configurations, and how to tailor the process to fit your practice's needs.
What is Payment Writeback?
Payment writeback refers to the automatic recording of payments processed on our platform into your connected PMS/EHR. This feature eliminates the need for manual entry, reducing errors and saving time. Payments are written back with details like:
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Net payment amounts (after fees).
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Optional gross payment amounts (if configured).
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Associated payment details for full transparency.
Comprehensive Payment Writeback Options
Our system supports writeback for all payment types, including:
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Credit Card Terminal Payments: Automatically post in-office terminal payments to your PMS/EHR or configure to handle them manually.
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Payment Plans: Payments made through patient payment plans can be written back automatically, ensuring up-to-date financial tracking.
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Insurance Payments: Post insurance payments and adjustments directly to the patient's record for streamlined reconciliation.
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Membership Payments: Automatically record payments for memberships or subscriptions linked to your practice.
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Outstanding Payment Collections: Payments collected through our outstanding payment reminders and portals are written back instantly.
Customizable Payment Method Configurations
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You can enable or disable writeback for specific payment types.
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For example, some offices prefer to manually write back credit card terminal payments, while automating other payment methods such as payment plans and insurance payments.
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These configurations ensure your practice has full control over how payments are synced.
Timing of Payment Writebacks
The timing of payment writebacks depends on your PMS/EHR system and configuration:
1. Instant Writeback (Near Real-Time)
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Payments, such as those processed through patient portals or in-office credit card terminals, can be written back to your PMS/EHR immediately after processing.
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Ideal for practices requiring real-time updates for accurate records.
2. Daily Writeback
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Payments are synchronized daily for systems that don’t support real-time updates or for practices that prefer batch updates.
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This option ensures all payments are consistently logged while reducing the frequency of data writes.
Net vs. Gross Payment Writebacks
Default: Net Payment Writeback
By default, the net amount of each payment (gross payment minus any applicable fees) is written back to your PMS/EHR. This simplifies financial tracking by ensuring that the recorded amount matches the deposit received in your bank account.
Optional: Gross Payment Writeback
For practices that prefer to reconcile fees separately, you can configure the system to write back the gross amount (before fees). This option provides more detailed financial tracking.
How to Configure Payment Writebacks
Step 1: Access Writeback Settings
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Log in to your account on our platform.
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Navigate to the Settings section and select Payment Writeback.
Step 2: Configure Payment Types
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Enable or disable writeback for specific payment types (e.g., credit card terminals, insurance payments).
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Choose whether terminal payments should be written back automatically or handled manually.
Step 3: Choose Writeback Timing
- Select either Instant Writeback or Daily Writeback based on your practice’s needs.
Step 4: Set Payment Amount Type
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Choose between:
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Net Payment: Writes back the payment amount minus fees (default).
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Gross Payment: Writes back the full payment amount before fees.
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Step 5: Save Changes
- Save your configurations. All future payments will follow the updated writeback settings.
Supported PMS/EHR Systems
Our payment writeback feature integrates seamlessly with a wide range of PMS/EHR platforms, including:
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Opendental
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Dentrix (and Dentrix Ascend)
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Eaglesoft
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Curve
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WinOMS
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Cloud9
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Denticon
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Fuse
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DSN
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Dentimax
If your system isn’t listed, reach out to explore additional compatibility options.
Benefits of Payment Writeback
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Time Savings: Automate the recording of payments and reduce the burden of manual entry.
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Accuracy: Eliminate errors caused by manual input and ensure financial records match processed payments.
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Flexibility: Enable or disable writeback for specific payment types to fit your practice’s workflow.
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Customizable Tracking: Choose between net and gross writebacks for tailored financial reporting.
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Streamlined Financial Reconciliation: Payments, fees, and adjustments are accurately posted, ensuring your records align with your bank statements.
Frequently Asked Questions
Can I turn off writeback for specific payment methods?
Yes! You can enable or disable writeback for each payment type in the settings, such as terminal payments, payment plans, or insurance payments.
How often are payments written back?
Writebacks can occur in near real-time or on a daily basis, depending on your configuration and the capabilities of your PMS/EHR.
Can I switch between net and gross payment writebacks?
Absolutely. You can update your writeback settings at any time to switch between net and gross payment amounts.
What happens if a payment fails to write back?
If a writeback fails, our system notifies you with details about the issue. Our support team is available to help resolve any problems quickly.
Get Started with Payment Writebacks
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Reach out to your account manager or message us on our real-time chat support to have this enabled if it’s not.
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Test Your Setup: Process a payment to ensure it writes back correctly.
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Enjoy Seamless Reconciliation: Focus on your patients while our system keeps your PMS/EHR updated.
With our Payment Writeback feature, your practice can operate more efficiently, reduce administrative burdens, and ensure accurate financial records. Contact us today to enable this feature or learn more!