How do I record a payment taken outside GRAICE?

How do I record a payment taken outside GRAICE?

Use this when a patient paid another way, such as at the desk or in another system. GRAICE only records the payment. No card is charged.

Who can do this: the same people who can use Admin → Patient Billing.

Steps

1. Open Admin → Patient Billing and select the patient.
2. On the open invoice, open the ... menu and select Record external payment.
3. Enter the Amount (USD). Leave it blank to record the full balance.
4. Choose the Method. If you pick check, you can add a Check number.
5. Add a Note if helpful, such as "Paid in Jane App".
6. Select Record payment.

A green notice shows the amount recorded and the invoice's new status.

Good to know

• The amount must be between $0.01 and the balance due.
• Keep notes operational. Do not enter clinical details.
• GRAICE cannot refund a payment recorded here, and an invoice with one cannot be cancelled.
• If the invoice includes a prescription, fully paying it releases the pharmacy order to GoGoMeds.
• A Platform Service Fee shown in the dialog is not collected here. Recording the full balance moves it to a separate GRAICE invoice for the patient.

If something goes wrong

• A message that the amount must be between $0.01 and the balance means the number is too high or too low.
• An invoice that includes the GRAICE Pro membership cannot be recorded here. Charge the patient's card, or have them pay the invoice in the portal.
• Could not record the payment. Try again, then contact support.