Diary Administration to Communication (Web App)

The purpose of the booking icons is to show that all the critical steps were completed for the patient from the first time they enter the practice (file opened and validated) up until they leave (treatment is done and account submitted to medical aid or settled by the patient). 
Booking icons will assist the practitioner and the staff at the practice to determine the status of a patients file, account, documents, switch information etc. This will allow staff to determine what has been completed and what is still outstanding on the booking. 

The best practice guideline is for all icons on the booking to be green before the patient leaves the practice.

• Log in to the GoodX WebApp using your GoodX username and password.
• The Main Diary screen will open.

• Hover over the icons on a booking to see what each icon is for, all the icons' statuses will appear to show the details for each specific Booking.

Please Note: For more information on how to make a booking please refer to the user manuals Book New Patient and Book Existing Patient.

• An explanation will be given for each icon:

• C: Clinical Case: Indicates any relevant information regarding the clinical notes on the booking. 
• D: Documents: Indicates any relevant information regarding any outstanding documents on the booking.
• S: Switch: Indicates the switching activity on the booking.
• I: Invoice: Indicates the status of the invoice on the specific booking.
• A: Account: Indicates the current account status for the specific patient.
• V: Validation: Will indicate whether the Debtor/Patient's information has been Validated yet or not. 
• Paper icon: This gives the user access to the Notebook.
• For more information on the notebook please refer to the user manual: Notebook.

• Each icon will have its own status' and meanings, each icons' status colours will be explained: 

Clinical Case
The C icon stands for Clinical Case and the different colours will indicate whether Clinical Notes have been added or not. 

• Grey: The practitioner has not added any Clinical Notes to the patient file for the specific booking.
  
• Orange: The practitioner has added Clinical Notes, but they have not been finalised or completes and there are documents that are incomplete.
  
• Green: All the Clinical Notes that have been added to the booking was successfully finalised by the practitioner.
  

Documents
The D icon stands for Documents and the different colours will indicate whether Documents have been added or not. The practice will be able to decide which documents they would like to make required for patients to submit. For more information regarding how to set up which documents are required, please refer to the user manual: Document Settings.

• Grey: As per the settings, no documents are required for the patient. If the settings have not been set up, the icon will always be grey, until the user sets up that they require documents.
  
• Red: The documents that have been set up as required are outstanding on the patient/debtors file. 
  
• Green: All the documents that have been set up as required have been loaded onto the patient/debtors file and there are no more outstanding documents.
  

Switch
The S icon stands for Switch Activity and the different colours will indicate whether the Debtor/Patient's booking has been Switched successfully or not

• Grey: There has been no switch activity on the booking, the invoice has not been switched.
  
• Red: The invoice has been switched, but the entire claim was rejected by the Medical Aid.
  
• Blue: The invoice has been switched to the Medical Aid. The claim has been accepted, but with a delay in response and not immediately.
  
• Orange: The invoice has been switched and was Partially Accepted, only a portion of the claim was accepted by the Medical Aid in real-time, meaning that the claim was received and partially accepted almost instantly.
  
• Green: The invoice has been switched and has been Fully Accepted by the Medical Aid in real-time, meaning that the claim was received and accepted almost instantly.
  

Invoice
The I icon stands for Invoice and the different colours will indicate whether the Debtor/Patient's booking has been Invoiced or not.

• Grey: There is no Invoice activity and no invoice has been created for the patient for the booking.
  
• Blue: A Temporary invoice (Estimate/Quote) has been created for the patients booking.
  
• Red: An invoice has been created for the booking and the patient is liable for the payment thereof.
  
• Orange: An invoice has been created for the booking and the Medical Aid is liable for the payment thereof. 
• Green: The invoice has been settled in full for this booking. 
  

Please Note: A patients liability for the account takes preference over the Medical Aids liability. The patient will be liable for the account until the Medical Aid makes a payment. Some practices require patients to pay for the services rendered and then claim from the Medical Aid. The I icon will by default be red if there are amounts outstanding by both the patient and the Medical Aid.

Account
The A icon stands for Account and the different colours will indicate if the Debtor's Account is outstanding or settled regardless of whether the account is owed by the patient, Medical Aid or if the Medical Aid and patient are both responsible for the payment of a portion of the account. 

• Black: The patient has not been added as a debtor and does not have an account, the patient will need to be added as a debtor before any transactions or notes can be captured for them.
  
• Red: The account is in arrears and there is an amount outstanding that the patient is liable for.
  
• Orange: The account is in arrears and there is an amount outstanding that the Medical Aid is liable for.
  
• Green: The patients' account has been settled and fully paid up.
  

Validation
The V icon stands for Validation and the different colours will indicate whether the Debtor/Patient's information has been Validated with the Medical Aid. The Validation is used to confirm and verify the patient and main members demographic information and benefits at the Medical Aid, to ensure that the information at the practice correlates to the information that is on the system at the Medical Aid. The system will automatically validate the patients' details when the booking is made. To manually validate and check a patients' benefits, please refer to the user manual: Patient Validation, Dependant Data, New Debtor Import and Benefit Check. 

• Orange: The Medical Aid benefits have not been verified by the practice.
  
• Red: The system is not able to check whether the patient has benefits, as they have not yet been created as a debtor. The system will only be able to check the benefits once the patient has been added as a debtor and their demographic information has been saved to the system.
  
• Green: The patients' Medical Aid benefits have been validated by the practice.
  

Notebook
The Notebook icon will allow the user to Add and View Notes for this Booking. For an extensive explanation of the Notebook, please refer to the user manual: Notebook.

Please Note: A new booking of a patient that does not have a file at the practice yet, will not have a Notebook icon available for the user to utilise. For more information on how to make a booking for a patient that does not have a file, please refer to the user manual: Book New Patient.