Split Session Charges

Zencare's split session charges feature allows you to split the cost of a session across multiple payers. Clinics can use this feature to designate other individuals or parties as responsible for partial or full payment of client charges in any amount needed. For instance, clinics who work predominantly with children may need to book a session in the child's name, but then bill a parent or guardian for the session. Or, if you're dealing with a family or group style session and all of the parties want to pay for a portion of it individually, you could split the amount due for that session among each of the attendees accordingly. The balance owing will still be reflected in the primary client's profile, but the invoices and receipts will now reflect each individual payer's amount owed.

To split session charges, you must work from a booked session that has attendance status marked and has been invoiced. It is important to know that only one session's amount can be split at a time.

Session Charge Splitting Criteria

It is also important to know that the following criteria must be met before a session charge can be split:

• The session must have attendance marked either Attended, Late Cancel, or No Show
• The session must have an invoice associated to it prior to splitting the charge
• The session cannot have any existing partial or complete payments associated to it
• The session cannot have any existing refunds associated to it
• The primary client on the session must have a Default 3rd Party Payor or at least one contact associated to their profile in their Circle of Care (it can be either a linked account or alternate contact).

Splitting a Session Charge

The Split Session Charge action can be completed from these areas in Zencare if the session selected meets the criteria to be eligible for splitting:

• A booked session in the Calendar
• The Sessions & Notes tab within a Client Profile
• From within the Invoice PDF Preview window

Splitting from the Calendar

Select the session and select Payment Actions, then Split Charges.

The Split Session Charges window will now open.  You will see payer drop down boxes that when selected display the primary client's name and any Linked Accounts or Alternate Contacts currently listed in their Circle of Care. You can select Add Another payer to split amongst several payers (if more are available), or remove any unneeded payers with the Delete icon (at least one must remain). You can choose a payer and then enter the dollar amount of the charge they will be assigned. The amounts you input among all of the payers must add up to the total amount due for the session. Once the amounts have been assigned and the total is correct, select the Split Charges button. A confirmation prompt will appear to let you know that the charges have been split successfully among all of the payers.

Splitting from Sessions & Notes Tab

Open a client profile and go to the Sessions & Notes section.  When you select a session, you'll be able to see if it's eligible for session charge splitting if the Split Charges button appears.  Select this Split Charges to continue.

Next, you will see payer drop down boxes. Follow the same steps as above to assign amounts and split the charge.  A confirmation prompt will appear to let you know that the charges have been split successfully.

Splitting from Invoice PDF Preview Window

Open a client's invoice. If there are charges that are eligible to be split, you will see the Split Charges option in the sidebar.

Select the Split Charges option. All of the sessions within the invoice that are eligible to be split will be displayed. Select one of the sessions and then select Next.

Follow the same steps as above to assign payers and amounts.

After a charge has been split via the Invoice PDF Preview window, the invoice you opened will update in real time to reflect the updated charges for the session that you just split.

After a Session Charge is Split

• A confirmation window will appear after a charge has been successfully reallocated between payers, detailing amounts and percentages of the split
• You can see if a session charge has been split on the session level if you select the session and hover over the Amount Charged field on the Calendar Event. The amount of the split will be displayed per each payer.

• The split will also be reflected on invoices. The Duration information will be condensed with the Service information and in its place you will see a payer column, showing the amounts owed per payer, per charge
• There is a new payer subheading on Receipts - however, it will only appear if the payment was made by someone other than the primary client

Important Details About Splitting the Charge

• You are able to split the amount and tax charged for a session as many times as there are available payers.
• You are able to add and remove as many rows as there are payers in the Primary Client's Circle of Care. By default, the Split Session Charges window will display two payer fields.
• The split must add up to the total session amount or you will not be able to split the session charge.
• If the session you're splitting is taxed, the tax will be calculated proportionally to the amount input into the total ($) field per payer.
• You cannot allocate two separate charge amounts to the same payer.
• If you choose to delete a Linked Account connection or Alternate Contact from a client's Circle of Care, and they have a balance owing from charges that have been assigned to them that haven't yet been paid, the unpaid balance will be reallocated under the Primary Client's name.

Recording a Payment

• A required payer field has been added to both the automatic and manual record payment windows
• Payments can only be made for one payer at a time.
• If you change the payer listed in the record payment window, the display will change to show the amounts owing relative to that payer.
• payers can generate and use credit on the Primary Client's account
• When recording a payment, the payer dropdown field will not automatically display all of the payers on file for the primary client, rather only those currently carrying an outstanding balance owing
• The payer dropdown will always include the primary client, even if they have no balance owing since the session being paid has been booked in their name

New Settings & Updates to Default Bill-To Functionality

A new setting has been created in Settings, Practice Details,  Financial Documents called Display payers on Invoice. This setting can be set to No or Yes.

If you choose No, the payer column will not be displayed on any invoices created for your account. If you choose Yes, the payer column will be displayed on all invoices created for your account.

If you would prefer to have the payer column generally not displayed on invoices, but have some clients for whom you would like to have it displayed, there is a setting that can be enabled on each client's profile to supersede the practice level setting. To enable this setting, open a client's profile and go to Contact & Clinical, then Account Details and select the Edit button. You will see a new setting under the Payment Terms setting called Display payers on Invoices. You will have three options: Yes, No, and Use Clinic Setting.

By default, all client profiles will be set to Use Clinic Setting, so clinics can easily update the practice level setting and have all client profiles follow suit unless otherwise updated.

If a session has been split erroneously or assigned to the incorrect payer, you can use the Split Charges function again to correct this. Simply reopen the Split Charges window, delete all payers but one, select the intended payer for the full charge, allocate the full charge amount, and select Split Charges.