Debtors Segment



Why Use This Function

The Debtors Segment streamlines financial and administrative management by allowing you to manage Debtor and Patient accounts without first creating a diary booking. This centralised feature enhances efficiency, reduces errors, and saves time by providing quick access to Debtors Statements, Multi Invoice, ERA Management, Invoice Management, Debtor Validation, Patient Identifier, CRM, and Clinical Reports. By consolidating these essential tools, Practices can improve cash flow, maintain accurate records, and optimise financial operations, making this segment a vital asset for efficient and effective practice management.

The Debtors segment forms part of the Navigation Wheel. For more information regarding the functionality of the Navigation  Wheel, please refer to the user manual: Navigation Wheel.

💡Please Note: This is the default set-up of the segment and the Navigation Bar items can be customised to the needs and preferences of the Practice. For more information regarding the customisation of the segment please refer to the user manuals: General Settings and Navigation (Wheel) Settings.


The Contents of this User Manual:

    • Debtors
    • Debtor Statement
    • Multi Invoice
    • ERA Management
    • Invoice Management
    • Debtor Validation
    • Patient Identifier
    • CRM 
    • Clinical Reports


  • This user manual will start on the Diary screen. 


  • Click on the Navigation Wheel.


  • The Navigation Wheel will expand.


  • Click on the Debtors segment.


  • The Debtor List screen will open.

    • An explanation will be given for each tab available on the Debtors Navigation Bar:

Debtors
A list with all the demographic information of the Main Members and Dependants on the system. You will have access to the Debtor sidebar from which the Patients Clinical History and Account information can be accessed.




Debtor Statement 
A document that gives the Debtor a detailed overview of what they owe at the Practice, which displays the details such as the amounts that each Patient has to pay, dates of when the services were rendered, what the Patient was charged for, and detailed descriptions of each transaction. 

  • Click on the Debtor Statement tab.


  • The Debtor Statement screen will open. 


    • For more information regarding the Debtor Statement screen, please refer to the user manual: Debtor Statement (Bulk).

Multi Invoice
The Multi Invoice screen is used to create batches that contain multiple invoices. These batches may have invoices for the same Debtor but for multiple days or for multiple Debtors or both, this is mostly used by Bureaux for faster billing. 

  • Click on the Multi Invoice tab.


  • The Multi Invoice screen will open.


💡Please Note: The Multi Invoice screen will be blank until you add an invoice.

 
ERA Management
An Electronic Remittance Advice is a communication between the Medical Aid and the Practice regarding the payment of a batch of claims. ERA's save time and eliminate errors when capturing payments made by the Medical Aid. 

  • Click on the ERA Management tab.


  • The ERA Batches screen will open.
Invoice Management
Allows you to generate a report based on the Invoices that have been created in the system. This includes posted, temporary and Estimate Invoices, you are also able to send bulk SMSes, Emails, and Payment links directly from the Report screen.

  • Click on the Invoice Management tab.


  • The Invoice Management screen will open.

    • For more information regarding Invoice Management, Please refer to the user manual: Invoice Management. 
Debtor Validation
Validation is used to authenticate the Patient and Main Member demographic information at the Medical Aid. The information is checked against the information the Medical Aid has on the Patient and Main Member, supply information on details that are not the same as on their system.

  • Click on the Debtor Validation tab.


  • The Debtor Validation screen will open.


💡Please Note: If no active session is found you will first need to open a new Debtor Validation session.
Patient Identifier
The Patient Identifier is an easy way to confirm that the Patient is who they say they are. The Patient must be an existing Debtor with a photo of them on their file in order for the system to detect their facial features. 

  • Click on the Patient Identifier tab.


  • The Patient Identifier screen will open.
CRM
The Customer Relation Manager enables you to send to build and send bulk SMSes and Emails to Patients. For example, if twelve Patients are booked for the next day an SMS can be sent out reminding them of the appointment. This function can also be used for outstanding amounts on files as well as Birthday wishes.

  • Click on the CRM tab.


  • The Build Bulk Email/SMS screen will open.
Clinical Reports
Allows the Practitioner to access summaries of Pathology results and Chronic Script Expiry. 

  • Click on the Clinical Reports tab.


  • The Clinical Review screen will open.

Last modified: Thursday, 20 March 2025, 9:42 AM