Header of Automated Credit Control Management (Abbreviations are ACC, CCA or CCM)

     

     

What is the “Automated Credit Control Management” feature?

     

The Automated Credit Control Management feature acts as a management assistant and is frequently referred to as CCA, CCM, or ACC within the GoodX learning center and the GoodX training courses. This feature automates procedures designed to prevent bad debt. For example, you can schedule automated invoices to be sent to patients with outstanding balances at 14, 30, and 60 days from either the capture date or the date of service.

Although these acronyms are used interchangeably, they all represent the same Automated Credit Control Management feature. The system links directly to an individual entity and must be activated and configured according to that specific entity's unique requirements.

You can pre-configure the specific SMS, email, document, and final demand templates used at each step of the process.

If your workflow requires additional events, such as forms or similar attachments, ensure these are fully set up before activating the Automated Credit Control Management process steps. It is highly beneficial to map out exactly where tasks should be created, which SMSes or emails should be sent, and which specific actions should be triggered based on each completed process.

Please note that the Automated Credit Control Management system carries a once-off fee, which covers activation, assistance with the setup tailored to your practice needs, and the necessary training required for implementation.

Additionally, this credit control feature integrates with other services that may incur costs. For instance, making VoIP calls is an extra service that requires a separate subscription at an additional fee, whereas SMS fees are already included in your installation agreement with GoodX.

    

     

Where can the Automated Credit Control Management feature be accessed within GoodX?

       

From the navigation wheel, you can select the "Reports" section, where you will find the "Credit Control Management" tab to detail and create your practice's specific requirements. To ensure you are utilising the Automated Credit Control Management system to its fullest potential, please connect with the GoodX Feature Rollout Officer Liaison for any additional guidance required.

    

Navigation wheel with the CCM view in the background

      

     

     

What can the Automated Credit Control Management system feature do within GoodX?

    

The Automated Credit Control Management feature is designed to automate repetitive administrative tasks, allowing you to schedule it to run daily or on specific days at a selected time from your GoodX Entity Settings panel. It is crucial to ensure the Automated Credit Control Management process is fully configured before activation, as enabling the feature prematurely may result in incomplete workflows and a poor patient experience. 

Only pre-defined actions and events are available for selection. If your practice requires additional Credit Control Management functionality, please contact your client liaison, who will help determine if a custom request can be accommodated or if an alternative GoodX feature better suits your workflow needs.

Where the Automated Credit Control Management process is scheduled to run daily, these checks will be completed and actioned on those specified days at 06:00.

     

When to run the Automated Credit Control Management process

    

   

Here is a practical example of a Debtors Credit Control Management workflow designed to remind patients of outstanding funds:

  • 30 days – Send out a statement.

  • 60 days – Send an SMS to the patient.

  • 90 days – Issue a final warning.

  • 180 days – Hand over the account or perform a write-off.

     

Here is a practical example of a Creditors Credit Control Management workflow designed to manage supplier accounts:

  • Immediate payment upon delivery – Ensure the delivery has been captured and the payment has been processed immediately.

  • Account reviews – Perform specific, routine reviews on outstanding creditor accounts.

  • Overpayment management – Where suppliers have been overpaid, the Credit Control Management can assist in issuing payback requests, or requesting that the amount be allocated to the account for future transactions if an ongoing business relationship exists.

     

Here is a practical example of a Medical Scheme Credit Control Management workflow designed to review submitted claims and manage subsequent actions:

  • Rejection handling – Based on the specific medical scheme rejection reason, the system triggers the required task or check. If there are no billing or ICD-10 code errors requiring resubmission, the account can automatically make the client liable after a specified number of days, according to practice preferences.

  • Custom workflow requests – Where a specific practice action or response option is not currently available in the system, please reach out to your liaison to determine if this option can be developed or if alternative solutions exist to meet your practice's requirements.

  • Template examples – Pre-configured templates, such as a "Claim rejected, client liable" template, can be automated for instant communication.

       

Here is a practical example of a P2P (promise to pay)  Credit Control Management workflow designed to review P2P system arrangements:         

  • Promise to Pay (P2P) follow-ups – Based on the promised payment date, the system will automatically create a task to follow up with the debtor one day later if the account remains outstanding.

    

    

     

Where can the GoodX Credit Control templates be set up?

     

The Automated Credit Control Management process templates would be added to your existing GoodX workflow events. Name your templates clearly based on their specific role or function, ensuring they are easy to identify and select when building your workflow.

It is important to use "Placeholders" to automatically insert information from the patient's file into the required task. When placeholders are used correctly, unique patient details will populate automatically for each call. If you have any setup questions, please contact your GoodX Client Liaison.

       

Next to your login view, the settings icon will redirect you to a new menu screen, from which you can navigate directly to the "Entity Settings" tab.

Settings view

    

    

Scroll down to the "+ Workflow Event Templates" section and select the line item to expand it. Choose the type of template you intend to add from the library drop-down options, as highlighted in bubble "4", and select "+Add Template" to start editing the template.

    

Steps to setup templates

     

     

In this example highlighted by bubble 6, a "Call Event" has been renamed to reflect its specific purpose, and the template includes a script to guide the assigned user through the required task.

Each template can have a dedicated assigned user, as indicated by bubble "8", which ensures accountability and an even distribution of workloads. This also maintains data security by ensuring users only view tasks specifically assigned to them.

Always refresh your screen view after selecting "Save" on both your template and the "Workflow Event, Entity Settings" page, ensuring all updates are correctly reflected in the system.

       

Example of Call event created

     

      

       

What is the Automated Credit Control Management system tabs mean?

   

Here is the meaning behind each setup option available for selection in the Automated Credit Control Management process:

  • Default Actions: If you have a specific action that must be called upon, it can be requested for import into your Automated Credit Control Management interface. An example of this is shown below, where standard payment requests are included.

       

Actions view defaults selectable

       

      

  • Default Events: If you have a specific action that must be called upon, it can be requested for import into your Automated Credit Control Management interface. An example of this is shown below, where wfe_change requests are not included by default.

      

Example of events which can be included in Automated Credit Control Management process

      

     

     

What does the  Automated Credit Control Management feature setup entail?

      

Each status relies on linked events and actions - such as automated emails, task creation, or status updates - to define the underlying Automated Credit Control Management logic required to be actioned.

It is therefore imperative that all templates are ready for use before you begin mapping your statuses.

Please do not make manual alterations to these events without consulting your GoodX Client Liaison. Because tasks, events, and statuses are tightly interlinked, unauthorized changes can disrupt your broader workflow and compromise data integrity.

If changes are required, always contact your GoodX Representative. They will ensure your Automated Credit Control Management features remain fully functional and that all conditional dependencies remain intact.

To ensure your Automated Credit Control Management Setup functions correctly, any workflow events requiring a linked SMS or email must be fully configured before they can be assigned to a status.

Your GoodX liaison will set up default groups and statuses to establish a baseline for your project, ensuring your workflow aligns with standard practice from day one.

Important: To add steps to your process, select the line item name of the group or status directly rather than using the icons.

  • The plus (+) icon is used only when the practice requires additional, custom steps based on specific workflow needs.

  • The minus (-) icon will remove a step from the sequence.

     

Example below illustrates the automated communication workflow sections

From the Status setup, you can implement sending emails or SMSes, link the communication to practice-specific templates uniquely created for this process, and define the conditions for when that communication is sent to the debtor.

     

Initial setup to define workflows in the Automated Credit Control Management Setup

    

     

Please note that each time a status is changed or edited, it may shift its location on the list. This cannot be re-ordered or filtered at this time.

    

Inconsistent naming order due to edits completed

    

   

Each status has multiple sections; once activated, they will no longer reflect as greyed out. Any activated lines can be further defined as illustrated by bubbles 1, 2, and 3.

Quick Tip on Operators:

  • When the "less than (<)" or "greater than (>)" operator is used (depending on your specific rule direction), the system will review the status and resend any linked communication daily until the account moves to the next state.

  • If you only want to send the linked communication once, select the "equal (=)" sign on step 3 or wherever that specific feature setup is required.

    

Operators example

    

    

    

Here is an example of a Automated Credit Control Management Setup Cycle explained with reference to the numbered bubbles:

    

Here is a breakdown of the meaning and functionality behind each of these setup configuration steps:

  • 1. Step Name: Your uniquely named step will allow for easy linking between the steps.

  • 2. Description: A description is important to understand the intention behind the step being built, along with its expected outcomes.

  • 3. Group: The group fixes the search to a specific field, allowing steps and templates to be separated in accordance with set goals and outcomes.

  • 4. Previous Step Reference: The first step is to reference the previous step you are coming from (if this is not the first step in the cycle) by giving the correct instruction.

  • 5. Previous Step List: List what the previous step was.

  • 6. Additional Actions: List additional actions you expect (e.g., SMS, email, or other). In this scenario, a task should be created as the medical aid has been due for 30 days by the time it changes to this state. Therefore, manual intervention is required to determine if the claim can be resubmitted due to human error or whether it is now a patient-liable account. This is initiated through a Task being generated.

  • 7. Stop Automated Process: As this account is moving into manual intervention, the automated process may end.

  • 8. Cycle End Reference (Standard): The end of the cycle state name is referenced.

  • 9. Conditional End (Paid): However, if the account had been fully paid in the evaluation interim, the automated process may end.

  • 12. Cycle End Reference (Alternative): The end of the cycle state name is referenced.

  • 13. Section Activation: Any sections which are relevant to your practice can be activated and defined.

  • 14. Line Item Customization: The defined line items can be removed or added at your discretion.

    

Breakdown of the meaning and functionality behind each configuration step added

    

    

     

Mindmap Brainstorming the Automated Credit Control Management process feature set up for your practice

     

Mindmap detail 1 to 3

      

Mindmap step 4

       

     

     

        

Where to learn more about Automated Credit Control within GoodX: 

        

The GoodX Click&Learn Courses https://courses.goodx.co.za/

      

The GoodX YouTube Channel https://www.youtube.com/@GoodXSoftware

  • GoodX Web App -Reports Segment
  • GoodX Web App - How to Set Up your CRM Settings
  • GoodX Web App - Configuration Segment

     

The GoodX Learning Centre https://learning.goodx.co.za/

Please note these courses are only modules and are different from the Click&Learn courses. To learn more about Automated Credit Control Management, you can apply these search terms:       

  • Credit Control Management (Automated Credit Control) Setup
  • CCA: Actions
  • CCM: Groups
  • CCM: Statuses
  • Audit Log
  • Invoices Tab: How to Update the CCA Status
  • How to Add/Edit CCA Groups and Statuses
  • Reports Segment
  • Customer Relations Manager (CRM) Screen: Navigation and Use

        

         

       

Change Log
Date of Change Changes Editor
2026 05 17 Established Page  Chendene Barnard