The Payment Receipt Journal (PRJ) is a web based front office solution that
automates daily collection activity at the registration desk and in customer
service calls centers. Highly configurable, PRJ provides the means to enforce
business rules for payment collection, audits, payment histories, and patient
classifications. PRJ allows users to collect more patient due balances by
importing patient due balances from external systems. PRJ is a flexible platform
that lets the users decide what type of collection activity is best suited for
each collection point system-wide, including IVRs and payment portals. PRJ
alleviates the need for 3rd party equipment by processing payments directly
from within the system.
> Collect All Patient Due Balances
Through integration with billing systems, the Payment Receipt Journal provides access to
all available patient due balances across your organization through a simple
> Exceed HIPAA Requirements
All journal activity is recorded in the audit history, with reports that list all
people that accessed a MRN and all MRNs accessed by an employee, and when.
> Implement Structured Workflow
The Payment Receipt Journal automates manual processes and repairs broken ones wherever
they exist in payment collection and processing. PRJ allows staff resources to focus on
exceptions and not spend valuable time on routine or mundane processing activities. The
journal will identify out of balance situations and their source through discrepancy
reporting allowing supervisors to focus on solutions and not spend valuable time searching
manually for the source of inaccuracies.
> On-Demand Balance Requests
For walk-ins, call-ins, payment research and any part of the organization, access
to current balances throughout the organization for any patient is available using
the journal's on-demand balance request.
> Integrated Credit/Debit Card Processing
Process credit/debit card authorizations and settlements through the Payment Receipt
Journal using secure connectivity to the card agent and deposits are in your account
the next day. The Payment Receipt Journal has an integrated swipe bar that alleviates
the need for third party equipment and maintenance costs and allows for processing
directly through the system. Credit card data is not stored and signed slips are no
> Eliminate Re-Keying Payments
The Payment Receipt Journal's integration engine automatically sends all payments to the
appropriate billing system and posts the payment to the correct MRN and invoice
without user intervention.
> Calculate Co-Pay and Self-Pay Balances
The Payment Receipt Journal's patient payment matrix accurately determines self-pay,
co-pay, and other patient-due balances.
> Real-Time Monitoring of Activity
Supervisors, auditors, and other authorized users can monitor journal activity as
it happens for an individual collector, a collection center, or across the entire
The first step in implementing a 3 Chopt Software solution is an onsite review of existing
systems, workflow, processes, and identification of key business objectives. By understanding
the workflow and roles of each stakeholder 3 Chopt can tailor the rules, tools, settings
and reporting to meet the specific needs of each client according to their own established
Once installed 3 Chopt will provide training classes to educate staff on the use of Payment
Receipt Journal and Revenue Control System. Typically, employees can begin using PRJ
immediately based on the intuitive interface and overall ease of use. Managers and
Administrators will be provided initial and ongoing training on the various reporting and
monitoring functions and custom reporting needs can be designed into the system.
3 Chopt Software users are supported through our customer support team reachable
24/7 365 days a year to answer questions.
> How does the Payment Receipt Journal know what the patient owes?
The Payment Receipt Journal imports outstanding patient-due balances from external systems,
adds any co-pay or visit balance, and uses business rules to calculate the amount to
collect from each patient.
> Is registration the appropriate time to collect on past accounts?
Registration presents an active opportunity to collect, where the patient wants services.
This has been very successful in capturing small balances that would otherwise be
written off. Presenting this to the patient shows that you are aware of the current
patient-due balances and help entice payment.
> What happens with legal balances?
Legal balances can be filtered to not be included in the amount to collect. This filter
can be customized for different parts of the organization. The legal call center may
have only legal balances in the amount to collect while other collection points do not
see legal balances.
> Does the Payment Receipt Journal support customer service call centers?
The Payment Receipt Journal has special journal types to support call centers, cashiering,
registration, and more. Each collection point will see only their specific journal type.
The customer service call center journal has its own business rules, such as only electronic
payments - credit cards and direct debit - are accepted and customer service center journals
can link with IVR systems for enhanced productivity.
> What about new visit balances?
New visit balances for insured and uninsured patients are automatically added to
registration journals, if the patient comes through the ADT flow. Insured patient co-
pays are added through the insurance card, while uninsured visit balances are found
through the patient payment matrix that is set up for each clinic.
> How does the patient get on my Journal?
For registration, the patient is automatically added to the system via the HL7 ADT
message. Patients can also be manually added to a journal using the patient finder.
> What payment types are supported?
Payments currently configured include cash, check, credit card, money order, traveler's
check, endorsed check, direct debit, and third-party credit lines.
> Does the Payment Receipt Journal approve payments in real-time?
Through the web-based electronic payment (EPay) module, the Payment Receipt Journal can
approve credit card and direct debit payments in real-time.
> How does the Payment Receipt Journal support HIPAA requirements?
The Payment Receipt Journal generates an audit record for each user that views detail
information on a journal. Drill-through reports based on either user or MRN can be used
to see who accessed any patient through the PRJ.
> Does the Payment Receipt Journal comply with Payment Card Industry standards?
PCI standards currently call for 128 bit encryption of credit card data at rest. The Payment Receipt
Journal uses a dual key 256 bit encryption algorithm to store secure information related
to credit card and direct debit payments. Plus, only the electronic payment web service
can decrypt payment information.
> What other tools are available with the Payment Receipt Journal?
There are many additional features within the Payment Receipt Journal like chain of custody tracking
for deposit bags and change funds; supervisor controls for assignment of collectors and resources;
alerts for out of balance journals, payment reversals, and missing bags; live auditing of collector
activity; integration with the Revenue Control System and other posting systems; and many pre-defined reports.