Payment Events

Payment events are one of the three pillars of AngelTrack's billing system.


Transactions, Payment Events, and Ledger Entries

AngelTrack's billing system is built upon three pillars:

For example, suppose a nursing home sends check #1234 for $1500 against an invoice containing five trips, but only $1400 is currently owed for those trips. AngelTrack will create the following records:

All Financial Activities are Recorded

The following financial activities are to be recorded as payment events:

In each payment event record, all relevant details of the event are captured, including the counterparty (primary or secondary insurance, or the facility, or the patient, etc.), the date, dollar amounts, and so forth.

For each receivable dispatch, its payment event records will completely illustrate its journey... from date of service to final payoff. As a result, every receivable will have an audit trail showing exactly who paid what, and when.

Payment Event Records are Flexible

Payment event records can be created, edited, deleted, and undeleted at will, by anyone with biller permissions.

Whenever a payment record is created, edited, deleted, or undeleted, AngelTrack recalculates all balances and -- if necessary -- moves the dispatch to its appropriate place in the postprocess workflow. For example, if a dispatch's only payment event is an "insurance claim filed", then deleting that record will move the dispatch back to the Insurance Filing Queue to be filed again.

Each Payment Event Has Three Critical Dates

For every payment event, there are three critical dates which have distinct meanings:

  1. The Activation Date comes from the underlying receivable. It stores the date and time that a crew actually ran the call and cared for the patient.
  2. The Date Received stores the date that a financial event legally occurred. This will usually be the same as that of any linked check/EFT in the check-register.
  3. The Bookkeeping Date stores the date and time that a biller using AngelTrack recorded the payment event.

You must understand -- and always be aware of -- the difference between these three dates. To learn more, read the Critical Dates for Accounting explainer.

Payment Events Drive the Postprocess Workflow

The postprocess workflow is driven by the billing fields (bill-to, payor, execution status, postprocess status) and by the payment events on file.

For example, suppose a dispatch's billing fields are set like this:

It will therefore appear in the Insurance Review Queue for review. Once reviewed, where it goes next depends on whether or not it has a "Claim filed" payment event: if it doesn't, then it goes to the Insurance Filing Queue to be filed.

Most Payment Events are Created Automatically

Most payment event records are created by AngelTrack automatically:

The above list represents about 95% of typical billing activity, so AngelTrack takes care of recording most of the payment events.

Recording Payment Events Manually

For all situations not handled automatically, you must create payment event records one by one. This is a critically important task and you must take care to perform it for any financial transaction, including:

Locating the parent dispatch

When recording a payment event piecemeal, you usually need to locate the correct dispatch record first. For that, use the Record a Payment Event page (located in Billing Home) to locate the dispatch and then click the $ icon.

Or, if you've already got the relevant dispatch record open, then simply switch to the "Pmt Event" tab and click the + icon next to the grid of payment events already on file.

Once you reach the Add Payment Event page, refer to the Piecemeal Payment Events guide to learn how to do it.

Editing or Deleting a Payment Event

If you make a mistake and wish to correct it, you can do so at any time. Payment events can be edited from any grid where they appear, including the following pages:

Any place you see a payment event ID, you can click it to open the Payment Event Edit page.

You can edit any payment event and change any field, including the event type and date. Payment events can also be deleted and undeleted freely, using the grid in Dispatch Edit. When you delete or undelete a payment event, the dispatch's balance is recalculated, and it may consequently move to a different billing queue; you can find out where by checking the "Workflow location" field on the "Billing" tab. If it has been invoiced, the invoice may no longer be accurate, and should perhaps be reissued.

Printing a Receipt

Any payment event record can become a printable receipt, suitable for printing or emailing to the customer. On any grid of payment events you will see two icons: opens a new browser tab and displays the payment event as a receipt suitable for printing on paper, while exports the receipt to a .PDF file suitable for emailing.

You can also download a printable statement showing all active (non-deleted) payment events attached to a dispatch, by clicking the aforementioned icons when they appear at the top-right corner of the payment events grid on the "Pmt Events" tab of Dispatch Edit.

Downloading receipts programmatically

Receipts can be programmatically retrieved from your AngelTrack cloud server using the following URLs:

/payment/receipt/xxxx Downloads payment event xxxx in receipt format, as an HTML document.
/payment/receipt/pdf/xxxx Downloads a self-contained PDF of payment event xxxx in receipt format.

For example, if your agency is named Acme EMS, and you wish to programmatically retrieve a PDF receipt for payment event number 42, you would use this URL:

Help Index - AngelTrack EMS Billing Software