Ad-Hoc Payment

Adding a payment you have taken directly from the patient onto the scheme.

 
If a Direct Debit payment has not gone through, Flex will show Unpaid, this status will come through from Bottomline. 
You will need to discuss the Unpaid with the Patient to find out why payment failed.

To clear this you can take a payment against the scheme directly from the patient, this needs to be added in Flex as an Ad-Hoc Payment. 

NOTE - This will be like a Direct Debit payment, so DO NOT take a payment in practice or over the phone if you decide to use this option, as that will be two payments.

You add payments by using Contact Lens >  OPS > Update > Scheme details

1. Go to the Patient record > Contact Lens dropdown

   
   

   

   
   

2. Then go to Update at the top
   
   
3. Select Scheme Details.
   
   

   This takes you to a screen with the Bank Details do not change this screen 
   
   LEAVE THIS SCREEN ALONE, Do Not Update!

   
   
4. Click on the Next button in the top right.
   
   

   Don't make any changes on this screen

   
   
5. Go straight to the Next button in the top right of the screen (leaving alone the details of items for the Scheme here)
   
   
6. On the final screen, you add payment details:
   
   1. On the Left, Key in the Amount taken from Patient
      

      
      

      
   2. Then choose the Payment Method (Card/cash etc) and then use the Add Payment Button
7. Save this screen - the details will then pass to OPS/Bottomline, and update Flex for this scheme to show the payment.
   
   
8. When the record has been Saved the data is sent to OPS and Flex will return to the summary screen. Any issues when sending the data to OPS will be displayed in the top right of the screen.
   

Ad-hoc payments can only be scheduled on working days between 3 and 33 days from today's date. They also cannot be scheduled before the first regular payment is due.

If you make an ad-hoc payment and collect on a different day in the month than the usual DD collection date this is will be charged as an additional file fee.

If the ad-hoc payment is made on the same collection date as the normal DD collection date then there is no extra charge.