The Admin Search screen is the main landing page for admins and provides a quick way to search for a patient, bill or transaction. Technically speaking, you are searching for a guarantor as PatientPay communicates with the person that is financially responsible for paying medical bills. But often the guarantor is the patient. The default is to search all providers allowed based on your configured user permissions. But you can scope the search down to a specific provider using the Practices drop-down. The Practices drop-down will start with “All Practices” at the top (default) followed by an alpha sorted (ascending) list of all providers to which you have permissions. The drop-down should display the organization name exactly how it was entered into Admin Configuration.

Figure 46 - Admin Search

To use more than one criterion, press + Search Criteria to add a second row and select a different search criterion. If you want to remove the line, use the trash can icon.

Depending on your selection for Search Type, you can choose to search using a number of search criterion. The default is to search for a Patient using Patient ID. Below list the available search fields based on the selected Search Type:

Searching by Name

The Name search gives you the flexibility to search by last name only, or to include a first name to narrow the results event further. If only Last Name is provided, it looks for a partial match where any patient’s last name contains the value. If Last, First is provided, it looks for patients with an exact match on last name and any first name starting with the value specified. For example, searching with “Peterson” finds all patients with this last name, which is likely too broad.

Figure 47 - Searching by Last Name Only

However, searching with “Peterson, Chris” finds two records where the first name starts with “Chris”.

Figure 48 - Searching by Last and First Name

Search Results

The search results will display the results in a multi-column grid with infinite scroll. You should avoid using broad searches like “Jone” across all practices which would return a large result set and impact performance. The more specific the criteria, the quicker the search will perform. The search results grid will have different column headers depending on what you’re searching for. NOTE: Search requires a minimum of 3 characters.

Figure 49 - Search requires minimum of 3 characters

Searching for Patients

If searching using patient, the search results table will display a list of guarantors/patients matching the criteria with the columns Patient ID, Patient Name (first + last), Date of Birth (masked as MM/DD/YYYY), Email, Phone (masked as (XXX) XXX-XXXX), Service Date, and Amount Due. To view a patient/guarantor record, select any row in the results to go to the Guarantor Details screen.

Searching for Bills

If searching using bill, the search results table will display a list of bills matching the criteria with the columns Practice Name, Guarantor Name (first + last), Patient Name (first + last), Statement Date, Service Date, Status and Amount Due. To view a bill, select the View Bill button and you will be taken to the Bill Details screen. Past Due bills will display the View Bill button in red. Otherwise, the View Bill button will be green. To pay a bill, select the Pay Now button to be taken to the Bill Payment screen.

Searching for Transactions

If searching using transaction, the search results table will display a list of transactions matching the criteria with the columns Practice Name, Patient Name (first + last), Transaction Date, Settlement Date, Payment Method, Status, Transaction Type, and Amount. To view a transaction, select the View button and you will be taken to the Transaction Detail screen.

NOTE: If the organization has the Service Fee feature enabled, the user may be searching for Amount and unsure whether it is the bill/transaction amount or the bill/transaction amount + technology fee. When searching by Amount, you will receive results that match when the transaction amount or transaction + fee equals the specified amount. The technology fee portion will be shown in a tooltip. For example, below we searched for $500.00 and got a $512.00 transaction in the search results because it has a $12 technology fee applied.

Figure 50 - Search for Transaction by Amount with Technology Fee

Transaction Search supports a bulk edit feature for when admins want to void/refund multiple transactions at once. The Bulk Edit button is available to users with the Voids/refunds permission.

Figure 51 - Transaction Search Bulk Edit

By toggling the Bulk Edit button, the transaction list becomes a checklist, allowing the admin to choose which transactions to void/refund. If the admin has the Partial Refund permission, they will be able to override the Transaction Amount using the text field. This amount must be a dollar amount less than or equal to the Transaction Amount.

Figure 52 - Transaction Search Bulk Edit

The admin is asked to confirm before voiding/refunding the selected transactions. They can optionally set the bill status (if any transactions were related to a bill), send a receipt and/or add a memo to the Bill History.

Figure 53 - Transaction Search Bulk Refund