AthenaNet Copay Function Overview

Copay Features Summary

Feature 2: iPad Check-in Copay Alert

When using the iPad check-in app if the patient has not paid the copay they owe a message shows at the end of check-in prompting the patient to pay at the front desk.

Feature 3: HN Dashboard Copay Alerts

If the patient does not pay their copay in the questionnaire alerts will also show on the appointment tile and in the appointment events timeline.

Copay and Appointment Types

Chatbot - Paying Copay

Step 1: Review of Copay Details In this screen the patient can review a summary of their Copay Details and the Total Copay owed for their appointment/s.	Step 2: Paying for Copay The patient is asked how they would like to pay their copay. The patient can pay in app with their Credit Card by selecting the Pay Copay Now button.
Step 3: Payment - Add Credit Card Here the patient will enter their credit card information to pay their Copay. On tapping Pay their payment will be validated and will appear in Athena.	Step 4: Payment Confirmation Once payment has been made a message confirms the patients payment is complete and encourages them to contact the office if they have any questions.

Chatbot - Skipping Copay

Step 1: Skip - Pay in Person Selected

The patient is asked how they would like to pay their Copay. If the patient does not want to pay until their visit they can select the Skip - Pay in Person button.

Step 2: Contact Staff about Payment

The patient will be prompted to contact staff in order to make their payment.

iPad Check-in: Successful Check-in & Copay Owed

Note: Only one of the below versions will be enabled on setup. If you want to change the version contact your HN rep.

Version 1: Copay Owed - Simple Message

Check in was successful and patient did not pay their copay.

Version 2: Copay Owed - Message & Amount

Check in was successful and patient did not pay their copay.

The copay amount reflects the amount on their current primary insurance in Athena. It is up to staff to verify the amount is correct.

Version 3: Copay Owed - Message, Amount & Dismiss Button

Check in was successful and patient did not pay their copay.

The copay amount reflects the amount on their current primary insurance in Athena. It is up to staff to verify the amount is correct. The message will not be dismissed until staff double taps “Copay Collected”.

HN Dashboard – Copay Alerts

Version 1: Patient Completes Questionnaire at Home and Owes Copay

In this case the dashboard will show that copay is owed once the patient has completed the questionnaire at home.

These notes indicate that according to the patient’s current primary insurance on file that a copay should be collected before the appointment.

It is the responsibility of the staff to ensure that the amount is correct, that nothing has changed with the patient’s insurance and to collect the copay.

If copay is owed a label will appear on the appointment tile indicating the amount owed.
A banner indicating the amount owed will also appear in the appointment's activity timeline.

Version 2: Patient Did Not Complete Questionnaire at Home and Owes Copay

In this case the dashboard will not show that copay is owed until the patient has completed checking in via the iPad.

These notes indicate that according to the patient’s current primary insurance on file that a copay should be collected before the appointment.

It is the responsibility of the staff to ensure that the amount is correct, that nothing has changed with the patient’s insurance and to collect the copay.

If copay is owed a label will appear on the appointment tile indicating the amount owed.
A banner indicating the amount owed will also appear in the appointment's activity timeline.

Athena – Copay Limitations

Athena – Checking Copay (Paid)

Step 1: Navigate to Appointment > Check-in / out

Go to the patient’s Athena Quickview and scroll down to the Appointments section.

Under Appointments find and click on the appointment that you want to check if Copay has been paid or not. This will open the Check-in / Checkout screen (the heading will change based on appointment status).

Step 2: Check if the Copay is Paid

To check if the patient has paid their Copay scroll down the screen Check-in / out screen to the Payment and Balances section.

If the Copay has been paid you will see it listed under Today’s Visit highlighted in purple and including the amount paid.

Athena – Checking Copay (Not Paid)

Step 1: Checking the Appointment Notes

If the patient uses the kiosk and owes but has NOT Paid their Copay then a collect copay note will appear in the appointment notes.

You can see the note in the Athena main appointments page, in the Appointments section of the patients Quickview, and in the Calendar Tab in the daily appointments table.

Step 2: Checking Payment and Balances

If the patient has not paid their copay you can also see this in the Payment and Balances section where you should see an amount Due Today.

Also if the Copay has not been paid you will see it listed under Today’s Visit with the Amount Due.

Athena – Copay Paid for Cancelled Appointments

If the patient Cancels their Appointment after having paid their it will show up as a credit on their account.

Payment Will NOT be applied to new visit CoPAY automatically.

If there is a past due balance of $500.00 charged copay credits will be applied.

Athena – Copay Paid & Appointment Changes Refund if Applicable.

Scenario 1

Patient Canceled the Appointment

If the patient Cancels their Appointment after having paid their Copay through the Chatbot staff must manually Refund the Payment through Athena.

Scenario 2

Patient Rescheduled the Appointment

If the patient reschedules their appointment after having paid their Copay through the Chatbot the payment will be automatically applied to the new appointment.

Chatbot Copay Details Variants

The Copay details section will display different information for the patient based on the number of appointments they have that day and if their Copay was already paid in a previous Chatbot session.