Summary
This Step-by-Step guide reviews how to create a contract with a single Responsible Party, or RP. Familiarity with Creating Contracts in Cloud 9 is recommended before reading this article. Make sure the Transaction Type is set up and Pre-Requisites met before creating the contract.
Pre-Requisites to Creating Contracts
Verify Financially Responsible Party.
1. From the Home Menu, click Edit Patient.
2. From the Edit > Patient window, click the Relationship tab.
3. Verify that 'True' displays under the responsible party column for individual(s) responsible for payment. Familiarity with Contract Creation in Cloud 9 is recommended before reading this article.
Steps to Create Contract with a Single RP
Step 1 - From the patient ledger, click the "Contracts" Button.
Step 2 - Click the "+Add" blue button to add a new contract.
Step 3 - Verify "Provider", "Assigned Location", and "Posting Location" fields are correct. If any information needs to be changed, edit it before moving on.
Step 4 - Click the magnifying glass next to "Charge Type" and pick the applicable charge type for this field. The "Plan Description" field will automatically fill after the "Charge Type" is selected.
Step 5 - Click the magnifying glass for "Discount" if a discount needs to be added. If not, move to step 6.
If adding a discount type, make sure to select the check box and enter the discount amount, then click "Select".
Step 6 - Ensure the "Plans" field has the applicable tabs on the contract. This contract is for one RP so it is correct as is.
Step 7 - If the contract is being started today, skip this step. If the contract is not being started today, fill in the "Expected Start Date" and "Expected First Charge" fields.
Step 8 - Ensure the "Treatment Fee Amount" field is correct. Some practices may have this auto-fill, but it may need to be updated if you are including the Records charge in the contract or if it did not auto-fill.
Step 9 - If you do not use Gaidge Reporting within Cloud 9, skip this step. If you use Gaidge or need the "Origin of Start" or "Payment Arrangement" fields entered for another reason, select the correct option.
Step 10 - Enter the "Plan Amount". This amount must match the "Contract Sub-Total" Field.
Step 11 - Enter the "Down Payment" Amount. (This will post to ledger as charge once contract is started.)
Step 12 - Enter the "# of Payments" and click the correct "Frequency" in the drop down menu. Next, click anywhere else in the contract for the bottom portions with amounts to generate. Amounts and number of payments are the only information that will display in this tab until the contract is started.
Step 13 - At this point, you can use the "Save" button to save the contract if you are not starting it. Otherwise, you can click the "Start" button to start the contract. This will post the charges to the ledger including the down payment. This also unlocks the option to add a payment method and turn on autopay and set the autopay dates if your practice has an integrated payment processor with Cloud 9.
Step 14 - To add Auto Pay, click on the "Auto Pay" button on the RP tab, underneath Future Due. Next, use the "+Add Payment Method" button to add a payment method. Make sure the necessary fields for the merchant, account, and Card or Bank Account is chosen. EMV should be checked if using a card reader. Keyed should be checked if you are manually entering in the payment information. Once payment method is added please be sure to select that payment method in the drop down labeled "Primary Payment Method" then click "Ok".
*Note: You can also add and select a backup payment method if they have one available. You must select Primary Payment Method to finish setting up Auto Pay. To verify, when you look at the main screen of the contract it will have a check mark and account info ending in XXXX as shown below.
Step 15 - Check that all "Charge Dates", "Charge Amounts", "Autopay Dates", and "Auto pay Amounts" are correct. Then make sure to save your work! You can use the fill button if needed to change dates from one line down.
As always, if you have any further questions please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.
Contract with a Single RP Quick Guide
