Article 3: Payment Collection & Day Supply Verification

Overview

After insurance adjudication, the next step is to collect payment from the patient and verify that the day supply matches the subscription frequency. This article covers the payment collection process and day supply verification.

Payment Collection

Accessing Payment Options

After clicking Next from the billing queue, you'll see the payment collection screen with two options:

1. Payment Collected

2. Not Collected

Option 1: Payment Collected

Select this when the patient has already paid their portion.

Steps:

1. Select Collected

2. Choose the payment method:

   • Credit Card

   • Debit Card

   • Cash

   • Other

3. Enter payment details if required

4. Proceed to the next step

Option 2: Not Collected

Select this when payment will be collected later (e.g., at delivery).

Steps:

1. Select Not Collected

2. Add any relevant notes about payment arrangements

3. Proceed to the next step

Example: A prescription costing $3,696 would show this amount on the payment screen. The staff can mark it as collected or not collected based on the patient's payment status.

Day Supply Verification

What is Day Supply?

Day supply refers to the number of days a prescription will last based on the dosage instructions.

Why Verify Day Supply?

The system compares:

• Kroll Day Supply: The day supply entered during billing

• Subscription Frequency: The delivery frequency set up for the patient

Day Supply Match (Green)

When the day supply matches the subscription frequency:

• The indicator shows green

• No action required

• Proceed to the next step

Day Supply Mismatch (Red)

When there's a discrepancy between day supply and subscription frequency:

• The indicator shows red

• A reason must be provided

Common Reasons for Mismatch:

ReasonDescriptionDrug/MedicationThe medication requires a different supply cyclePatient PreferencePatient requested a different delivery scheduleInsurance RequirementInsurance only covers specific day suppliesClinical ReasonMedical necessity for different supply

Handling Day Supply Discrepancies

Steps:

1. Review the mismatch notification

2. Select the appropriate reason from the dropdown

3. Add additional notes if needed

4. Proceed with the order

Example: Kroll shows 1-day supply, but the patient is set up for monthly delivery. Select "Drug/Medication" or "Patient Preference" as the reason.

Payment and Day Supply Screen Summary

The screen displays:

FieldDescriptionPatient NameThe patient receiving the prescriptionPrescriptionMedication name and detailsAmount DueTotal patient responsibility after insurancePayment StatusCollected / Not CollectedPayment MethodHow payment was received (if collected)Day SupplyNumber of days the prescription coversFrequency MatchGreen (match) or Red (mismatch) indicator

Best Practices

Payment Collection

• Always verify the amount with the patient before marking as collected

• Document payment method accurately for record-keeping

• Note any payment arrangements for "Not Collected" orders

Day Supply Verification

• Always investigate red indicators before proceeding

• Document the reason clearly for audit purposes

• Consult with pharmacist if unsure about the discrepancy

Quick Reference

ScenarioActionPatient paidSelect "Collected" + payment methodPayment at deliverySelect "Not Collected"Day supply matchesProceed (green indicator)Day supply mismatchSelect reason + proceed (red indicator)

Next Steps

Once payment status is recorded and day supply is verified, proceed to Article 4: Delivery Scheduling & Text Notifications to set up the delivery details and patient communication.