Billing to Debt Management (Web App)

Having a Cash Register in the Practice helps with the processing and recording of payment transactions to enable tracking of Patient transactions, speeding up checkout time, saving of unnecessary costs of receipt books by using the Receipt option on the system. Cash Registers can be set up per user so that each user can end their sessions and do cash-ups. A Reconciliation will be done after each and every Cash Register has been closed. 

Please Note: In order for the Practice to utilise and use the Cash Register, the Cash Register first needs to be set up, and if not done correctly, the Cash Register will not work in the system.

• This user manual will consist of the following:
• Accessing the Cash Register
• All Cash Register Sessions
• Close Session 
• Amounts Differ on Cash-up
• Session Report
• Recon of Session
• Discrepancy on the Recon
  

• For more information on the set-up of the Cash Register, please refer to the following user manuals: Portal Setup: The Cash Register, User Entity Settings, Entity Settings.
  

• Log into the GoodX system.
• The Diary screen will open.

• Due to the fact that the Practice is using a Cash Register and has been set up, the Attention! screen will immediately pop up.

• Click on the Cash Register drop-down menu to Select the Cash Register set up for the Practice. 

• Complete the amount in the Float Amount field. This is the Float Amount the Practice will start their float every morning, and needs to close with.

• Click on the Ok button.

• The Open Cash Register Session screen will close. 

Accessing the Cash Register

Accessing the Cash Register sessions to see what current sessions are running.

Please Note: Only one session per user is allowed to run within the system.

• Click on the Navigation Wheel on the Navigation Bar.

• The Navigation Wheel will open.

• Click on the Configuration segment.

• The Cash Register Management screen will open.

• A list of Cash Registers that was set up will show.

All Cash Register Sessions

A session can be opened per user or per station (depending on how the Practice is set up) and for a certain time period, for example per shift or per workday. This will happen as soon as the user login into the system every day. 

Please Note: If a user, selected Cancel instead of opening a new session, you can reload your Web Page and the pop-up will appear again where you can open a session for the day.

• On the Cash Register Management screen, Click on the Sessions tab.

• All the Sessions on the Cash Register will be presented in a list.

• Closed Sessions will be indicated as Session Closed.

• Closed Sessions will also have a button to Download the Session's Report.
• Click on the Download Report button.

• The Cash Register's Report for that specific session will download.
• The file can be saved onto your computer or be printed.

Close Session

At the end of each day, all Active Session needs to be closed, in order for the Cash-up to be done. 

• Click on the Close Session button, to close the active session.

• An Attention! pop-up will appear asking you if you are sure you want to close this cash register session?.

• Click on the Yes button to close the active Cash Register Session.
• An Attention! screen will appear with information fields that need to be completed in order to close the Cash Register off. 

• In order to complete the Cash-up process, the following needs to be completed:
• The fields will ask you to Please enter the total for each relevant field according to what the information need to be.
• CASH: Enter the total amount of Cash received for the day.
• CHEQUE: Enter the total amount that was paid via Cheques.
• CREDIT CARD: Enter the total amount that was paid via Credit Card.
• CO-PAYMENT: Enter the total amount that was received for Co-payments on a Patient/Debtor.
• Please Note: A co-payment is a fixed out-of-pocket amount paid by an insured for covered services. It is a standard part of many health insurance plans, insurance providers often charge co-payments for services such as doctor visits or prescription medicine.
• NEXION: Enter the total amount that was received by using the NEXION machine.
• P.ORDER: Enter the total amount that will be paid via a Purchase Order.
• DT.ORDER: Enter the total amount that was received via a Debit Order.
• LINKING: Enter the total amount that was included in the Linking.
• DEBIT CARD: Enter the total amount that was paid via Debit Card.

Please Note: Not every field needs to have a value; certain fields may retain a value of 0 if no funds were received through that particular payment method.

• Click on the Ok button after all the necessary information has been completed. 

• After the session was closed, the button will now change from red to grey and indicate that the session is closed. 

Amounts Differ on Cash-up

• If the amounts don't add up, an Attention screen will appear where the user must give a reason why the amounts differ.

• Click on the OK button to continue, or Cancel to exit without giving a reason.

• After the session was closed, the button will now change from red to grey and indicate that the session is closed. 

Session report

A Session Report can be Downloaded to hand in with the Cash/Credit Card slips at the end of each Cash-up for Reconciliation purposes.

• Click on the Download Report button.
  

• The Report will open in PDF Format where the user can either Print the Report out or Download and Email it.

Recon of Session

A Reconciliation will be done automatically by the system once the Cash-up was done on the Cash Register. The Reconciliation is used to compare the receipts that were captured on the system for the day after cash-up and the total amount of cash that is in the cash register and give you the difference if there is one. 

• Click on the Recon tab.

Please Note: The Reconciliation can only be done after the session has been closed, and the cash-up has been done. All the receipts of the day that were posted will be part of the Cash Register Reconciliation.

• The Recon screen will open, indicating all the Reconciliation that has been done on the Cash Register.

• If there is any difference between what was receipted and what has been counted in the cash-up, the difference will show. 

Please Note:The user can give a reason for the Discrepancy in the amounts when doing the cash-up and closing the session. 

Discrepancy on the Recon

The user must give a reason why the amounts differ.

• Click on the Give Reason button to advise why there is a difference in the amounts. 

• An Attention! pop-up will appear where you must enter the reason why the amounts differ.

• Click on the OK button to proceed and save the reason

.

• The Reason will appear in the line where the Give Reason button was before.