Responsible Party

Note: If you are integrated with WebPT, the Guarantor information does not flow over and will need to be entered manually.

When someone other than the client will be accountable for any outstanding balance, you can list them as a Responsible Party. This is typically the case when you are providing services to children.

Add/Remove a Responsible Party to a Client

To quickly add a new Responsible Party to a client:

1. Navigate to Clients > Client List.
2. Locate the desired client and edit their chart using the icon.
3. Enter the name of the accountable individual or company into the Responsible Party field. 
4. Press the Tab key on your keyboard. A new window will appear.
5. Enter the party's applicable information. 
6. Click Save. You will be returned to the client's chart.
7. Select one of the Save options.

Attach an Existing Responsible Party

If you have previously entered a Responsible Party and would like to attach it to another client:

1. Navigate to Clients > Client List.
2. Locate the desired client and edit their chart using the icon.
3. Enter the Responsible Party name into the corresponding field and select them from the drop-down list.
4. Click one of the Save options.

Remove a Responsible Party

1. Navigate to Clients > Client List.
2. Locate the desired client and edit their chart using the icon.
3. Delete the text listed in the Responsible Party field.
4. Click one of the Save options.

Responsible Party Effects

• Client Balance Statement: When you want to create a statement, enter the Responsible Party into the Client field. This is useful if the party is attached to multiple clients.
• Ledger/Copay Statement - These statements can only be generated for individual clients, making the Responsible Party an unavailable option.
• Payment Receipts: All payment receipts will be generated for the actual client rather than for the Responsible Party. Payments are entered and posted to a specific client and a Responsible Party may be tied to more than one client.

Manage Responsible Parties

To edit or completely remove a party from the system:

1. Navigate to Clients > Responsible Parties.
2. Use the icon to edit the party or the  icon to delete the party.
3. If you elected the delete the party, select Yes on the pop-up window.