Summary
This Step-by-Step guide reviews how to create a contract with a two Responsible Parties, or RP's splitting the orthodontic expenses. 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 Parties.
1. From the Home Menu, click Edit Patient.
2. From the Edit > Patient window, click the Relationships tab.
3. Verify that 'True' displays under the responsible party column for individuals responsible for payment.
Steps to Create Contract with a Split RP's
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 two RP's so we will want to click the drop downs and make sure both RP's are selected. If they are not, click the RP that needs to be added so the blue checkmark appears, then click anywhere else in the contract to watch it update.
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" split between both Rp's. This amount must match the "Contract Sub-Total" Field. The sum of both of the RP's balance will appear in the "Payment Plan Totals", you can use this to ensure the numbers you input for the RP's plan amounts add up to match the "Contract Sub-Total" Field.
Step 11 - Enter the "Down Payment" Amounts in each of the RP's sections. (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 Split RP's Quick Guide
