Payment Window - Patient, Incident, Outstanding Claims, and Payment From


The patient menu contains a list of all patients in the account. When set to "All," MacPractice will display all open charges in the family account (provided that no Incident is selected), allowing you to apply the payment to any open charge. You can use the Patient menu to filter the list of procedures to show only charges associated with that patient. This can be useful if you are applying a payment on an account with multiple patients and you want the whole payment to go towards a single patient's balance.


The Incident menu will display all incidents in the account. It will display all incidents for the individual patient if you have a patient selected in a patient payment window, or if you are in the new insurance payment window.

In the patient payment window, you can use the Incident menu to filter the list of procedures to show only open charges within that incident. This can be useful if you are applying a payment for a patient with multiple open incidents.

In the new insurance payment window, the Incident menu will filter the list of claims available in the Outstanding Claims menu. This can be useful if there are many outstanding claims in the patient's account. 

Outstanding Claims

The Outstanding Claims menu will list the date and insurance company for all the selected patient's outstanding claims (any status besides Paid/Closed is considered outstanding). When you select a claim, the list of procedures in the payment window will change to display the procedures on that claim. Insurance payments can only be applied to charges on the claim they are tied to. If you wish to apply an insurance payment across multiple claims, you will need to use the Bulk Insurance Manager.

Once any portion of the insurance payment has been applied, the Outstanding Claims menu will be grayed out, and you will no longer be able to change your selection unless the payment is fully unapplied once more.  Remember that MacPractice recommends selecting the claim in the ledger before creating a new insurance payment. This will ensure that the payment is tied to the appropriate claim. 

Payment From

Use the Payment From menu to select the insurance company making the payment. Generally, this will be the same company that you sent the outstanding claim to. Remember that selecting the insurance claim in the ledger before entering the insurance payment will cause this menu to default to that insurance company automatically. 

Selecting an insurance company from this menu that does not match the insurance company selected in the Outstanding Claims menu will cause MacPractice to create a crossover claim. The crossover claim will be generated for the insurance company listed in the Payment From menu. You will see the words "Crossover Payment" appear below the Payment From menu, if a crossover claim is to be created.

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