Billing to Debt Management (Web App)

When a Patient is examined or treated by a Practitioner the Practitioner will bill the Patient for services rendered. The Practitioner will use an Invoice to bill the Patient accordingly. The Invoice will be made out to the main member or the person who is responsible for the account payment, the Patient's details will also appear on the Invoice. An Invoice will be generated for each visit, detailing all consultations, procedures, medications, and consumables provided to the Patient. An Invoice will have an amount per line and a total for all the line items. An Invoice can be used for tax purposes. The Invoice can also be used to show the Patient how much they need to pay for the visit. An Invoice is also known as a Tax Invoice which will indicate the VAT rate and the VAT amount. 

• The contents of this user manual will consist of the following information:
• Creating an Invoice from the Diary Sidebar with a Booking
• Invoice Details
• Invoice Number
• CCA Logs 
• Debtor Information
• Patient Information
• Invoice Information
• Invoice History
• Add Procedure 
• Invoice Lines
• Repeat Items in Single Line
• Add Procedure
• Prescription Line Items
• Line Options
• Easy Events
• Invoice Actions
• Invoice from the Debtors Screen

• This user manual will start on the Diary screen.
  

• An Invoice can be created from 2 starting points:
• Diary Sidebar with a Booking
• Debtors Segment

Creating an Invoice from the Diary Sidebar with a Booking

Allows the user to create an Invoice for the Patient on the booking which has been booked on the Diary.

• Click on the Booking of the Patient for whom the Invoice will be created.

• The Diary Sidebar will open.

• For an extensive explanation of the Diary Sidebar, please refer to the user manual: Diary Sidebar: Navigation and Use.

• Click on the Invoice button. 

• The Invoice Details screen will open.

• An explanation will be given for each field and option on the Invoice Details screen:

Invoice Number

• Document Number: Invoice Number: (- Invoice Details: TMP4311): The unique system-generated number which identifies the Invoice.

Please Note: The Invoice will be a Temporary Invoice until posted on the Debtor's account. The Temporary Invoice is created automatically when a booking is made on the Diary.

View CCA Logs

• Click on the View CCA Logs button to view the Credit Control Assistant history for the specific Invoice which is being created.

Please Note: Practices will need to set up the Credit Control Assistant before Credit Control Management can be done. 

• For more information regarding setting up the Credit Control Assistant, please refer to the user manual: Credit Control Management (Automated Credit Control) Setup.
  
  
• Click on the Close button to close the CCA Log screen and return to the Invoice Details screen.
  

Debtor and Patient's Information

The Debtor and Patient's Details will display the Debtor and Patient's Demographic details in the top left corner of the Invoice screen.

Debtor Information

• Debtor Number (GPD55): The Account Number that will be linked to the person who is responsible for the account.
• File Number (ROO000077): The Number that is associated with the account holder/Patients hard copy file. 
• Debtor Name (TIMOTHY TURNER): The Full Names of the person who is responsible for the payment of the account.
• Contact Information (0825638359): The Cellular or Mobile Number of the person who is responsible for the account.
• Email Address (DOCSPANGOODX@GMAIL.COM): The Electronic Mailing Address of the person who is responsible for the account.
• Medical Aid (BESTMED): The Name with who the person that is responsible for the account has Medical Insurance or Medical Aid.
• Medical Aid Number (123234): The Number of the Patient's Medical Aid plan.
• Medical Aid Plan (BEAT TWO ACUTE): The Plan information with who the person that is responsible for the account has Medical Insurance or Medical Aid.
• Account Outstanding (R124.86): The Total Amount owed on the account by the Debtor.

Please Note: The information in the Debtor Information section is pulled through from the Debtors account and file information.

Patient Information

• Dependant Number (01): A Number allocated to the Patient, for Patients that have Medical Aid, the number will correspond to the Dependant number on the Medical Aid policy. 
• Name and Surname (TINA TURNER): The Full and Last Name of the Patient.
• Date of Birth (1998-07-20): The Year, Month, Day (yyyy-mm-dd) when the Patient was born.

Please Note: Ensuring that the correct Patient is selected for whom the invoice will be created is important. If the incorrect Patient is highlighted the booking will need to be changed to the correct Patient. Ensuring Patient information is accurately recorded can prevent billing errors, which can result in the need for a credit note. 

Invoice History

• Click on the Latest 5 Invoices for this Patient panel.

• The panel will expand showing the Latest 5 Invoices which has been done on the Patient.
  

• The information within the Latest 5 Invoices for this Patient panel is divided into columns:

• Number: The Invoice Number of the previously posted Invoice for the specific Patient. 
  
• Date: The Transaction Date of the previous Invoice.
  
• Diagnosis: The ICD10 codes, used on the previous Invoice.
  
• Codes: The Tariff Codes used to bill the Patient on the previously posted Invoice. 
  
• Total: The Total Amount billed for the previous invoice.
  
• Auth Nr: The Authorisation Number used on the previous invoice, if applicable.
  
• Service Centre: Where the previous appointment took place.
  
• Treating Prac: The details of the Practitioner who treated the Patient.
  
• Referring Prac: The details of the Referring Practitioner.
  
• Repeat Invoice Lines: Allows the user to repeat items from the previous Invoice.
  
• All: Repeats all the lines on the previous Invoice. 
  
• Click on the All button to add all the lines from the Previous Invoice to the current Invoice.

• Selected: Allows the user to repeat specific items from the previous Invoice.
• Click on the Selected button to add only certain lines from the previous Invoice to the current Invoice.

• The Selected Lines screen will open.

• Tick the corresponding checkbox of the desired line item which the user would like to add to the current Invoice.

• Click on the Cancel button to close the Selected Lines screen without saving changes and to return to the Invoice Details screen.

• Click on the Ok button to add the selected line item to the current Invoice. The Selected Lines screen will close and the item will be added to the Invoice.

Invoice Details

The Invoice Details includes information about the Invoice, including its creation date and the associated Treating Practitioner. Additional details, such as Referring Practitioner and Authorisation codes, can be included in this section. All details from the Invoice Details section contribute to calculating the total invoice amount.

• The Invoice Details will be explained below:

• Click on the Service Centre drop-down menu to select an appropriate option, if the Service Centre is incorrect.
  

Please Note: The options on the list will display all the Service Centres which have been set up at the Practice. 

• For more information regarding how to set up Service Centres, please refer to the user manual: Add Place of Service (New Service Centre).

• Treating Prac: The Title, Initials and Surname of the Practitioner who treated the Patient.

• Date: The Year, Month, and Day (yyyy-mm-dd) on which the booking was created, as well as the service date. When the Invoice is created from the Debtors screen, the system will by default give the current date as no booking has been made.

• Auth Nr.: Authorisation Number - Confirms the pre-approval for a specific Item/Procedure or overall amount, for which a Patient is covered.
• Click on the + button to add an Authorisation Number. 

• The Clinical Info Screen will open. 
  

• For more information regarding how to set up and add Authorisation Numbers, please refer to the user manual: Authorisation Setup.

• Click on the Close button to close the Clinical Info screen.
  

 

• The Clinical Info screen will close and return to the Invoice Details screen.
  

• Referring Prac: The details of the Practitioner who referred the Patient to the Practice.
• Click on the Referring Prac field and start typing the name of the desired Practitioner, who has already been set up as a Referring Practitioner at the Practice. Only 1 character is required before the list becomes available.

• Select the desired Referring Prac on the drop-down menu that will become available whilst typing.

• Click on the + button to add a new Practitioner to the previously set up Referring Practitioner list. 
  

• The Referring Practitioners screen will open.

• For more information regarding Adding a Referring Practitioner, please refer to the user manual: Add a Referring Practitioner.

• Click on the Close button to close the Referring Practitioner screen without linking a Referring Practitioner to the Invoice.

• Click on the Link to Invoice button to add the desired Practitioner to the Invoice.

• Billing Group: The preset billing rate, as determined by the Practice. 
  

• Private Invoice: Makes the Patient liable for payment of the entire Invoice. Used when the Patient's Medical Aid funds are depleted or when the Medical Aid does not cover certain procedures. 
• Tick the Private Invoice checkbox to mark the entire Invoice as a Private Invoice.

• Estimate Invoice: Changes the Invoice to a quotation. Will inform a Patient about the expense of procedures or treatments before it is performed.
• Tick the Estimate Invoice to replace the Temporary Invoice with an Estimate Invoice. 
  
  
• For more information regarding how to Create an Estimate Invoice, please refer to the user manual: Estimates/Quotes Create, View, Print and Email.

• Price List: The Price List contains the tariff codes and corresponding prices which are used to bill Patients. The Codes and Prices have been loaded onto the system and vary depending on the Medical Aid option of the Patient.

• Add Procedure 
• Click on the Add Procedure button.

• The Billing Item Search screen will open.

• Click on the Search... field to enter the name of the desired procedure which the user would like to add the Invoice. The list will shorten as the user types.

Please Note: Procedures can be searched for by Code or Name of the procedure. 

• Click on the Codes/Items which the user would like to bill, to move them over to the Added Codes side. 
• More than one item can be selected from the list. 
• Click on an item a second time to unselect an item if accidentally selected.

• Click on the Delete button to remove an item.

• Click on the Close button to return to the Invoice Details screen without adding the selected items to the Invoice.

•  Click on Save to add the selected items to the Invoice. 

• The selected items will be added to the Invoice.

Invoice Lines 

Invoice lines are individual Procedures, Products and Items listed on an Invoice which correspond to the services provided by the Practice to a Patient. Each Invoice line typically includes a description of the item or service, quantity, unit price, and total price. The Invoice Lines are typically used to break down the charges for the Patient to advise what each item/procedure costs.

• The information on the Invoice Lines is divided into columns:

• An explanation will be given for each column:

• Item Number: The line number of the Procedure/Items being billed.

• Diagnosis: A Diagnosis is the detection of a medical issue which has been identified by a Practitioner, through various tests and procedures. 

Please Note: Adding a Diagnosis code to the Invoice is mandatory. Without an ICD10 code, the Patient cannot be billed.

• Click on the ... (ellipse) button to search for the Diagnosis code in the ICD10 Builder screen.

• The ICD10 Builder screen will open. 

• Click on the Search ICD10... field and start typing the name or code of the desired diagnosis code. The list will be shortened according to the information that has been entered. 

• Click on the desired ICD10 code.

• The selected ICD10 code will be added to the Added Code list section of the ICD10 Builder screen.

Please Note: More than one ICD10 code can be added to the list.

• Click on the Remove button to remove the ICD10 code from the list.

• The ICD10 code will be removed from the list.

• Click on the Close button to close the ICD10 Builder screen and return to the Invoice screen, without applying any changes.

• An Attention! pop-up will appear to advise the user there might be unsaved changes and if they would like to exit anyway.

• Click on the Cancel button to ignore the request to close without saving changes and return to the ICD10 Builder screen.

• Click on the Ok button to exit the screen without saving. The changes made will be lost.
  

• Clear All ICD10 Codes: Removes all Chronic Conditions or any other ICD10 codes added from the Diagnosis field when doing the billing.

• Copy ICD10 Codes in first line to All Lines: Copies the ICD10 Code added in the first billing line to all the lines which the Practitioner will bill, or has already billed.

• Code: The Billing code linked to the Item or Procedure.
  
• Click on the Code field to enter the desired Billing Code, the user is able to type the code or the name of the code to start the search. Only 1 character is required to start the search.
  

• Description: A detailed explanation of the Item or Procedure being billed. The Description field will be filled in once the Code field has been completed.
  

• QTY: The number of the specific item, the user would like to add to the Invoice. The default amount will always be 1. 
• Click on the QTY field to enter the desired number.
  
  

Repeat Items in Single Line

• Repeat Items in Sinlge Line: Allows the user to repeat the invoice line multiple times.
  

Please Note: For the Repeat Items in Single Line button to work, the quantity value should be greater than 1.

• Click on the $ Page button to override the Price List associated with the line item being billed. The current Price List used by default on the specific line item, will correspond to the Price List of the entire Invoice.

• The Select Price List screen will open.

• Click on the Override Price List drop-down menu to select the Price List the user would like to use instead of the default Price List of the entire Invoice.

Please Note: The Price Lists which appear on the Override Price List drop-down menu, will be dependent on the Price Lists loaded on the system for the Practice.

• Click on the Cancel button to ignore the request to override the default Price List. The Override Price List screen will close and the user will return to the Invoice Details screen.

• Click on the OK button to override the default Price List with the option which has been selected.

• The Invoice Line will automatically be updated with the new price of the selected Price List.
  
  

• Amount: The Price associated with the Item/Procedure of the current line.

• MA Liable: The amount of the specific line item, for which the Medical Aid will be liable for payment when posted.
  
  

• Patient Liable: The amount for the specific Item/Procedure of the current line, for which the Debtor/Patient will be liable for.
  
  

• Private: Makes the Patient liable for payment of the specific line on the Invoice. Used when the Patient's Medical Aid funds are depleted or when the Medical Aid does not cover certain procedures. The line will be posted as private and not be sent to the Medical Aid.

• Auth: Authorisation Number - Confirms the pre-approval for the specific Item/Procedure billed on the line, for which a Patient is covered.
  

Please Note: When Authorisation Numbers have already been set up for specific billing codes, the codes will be automatically added to the Invoice. 

• For more information regarding how to set up Authorisation, please refer to the user manual: Authorisation Setup.
  
  

• PMB: Prescribed Minimum Benefit - A diagnosis which requires essential healthcare benefits as prescribed by the law. Certain medical conditions require chronic or life-saving treatment, regardless of the Medical Aid plan the Patient is on. The benefits are determined based on specific criteria and are aimed at ensuring Patients have access to necessary and essential healthcare services needed to manage the condition.
• Tick the PMB checkbox, if the Patient's condition is recognised as a Prescribed Minimum Benefit.

• PMB Reg. No.: Prescribed Minimum Benefit Registration Number -The unique identifier associated with the PMB, as obtained by the Medical Aid. Medical Aids require Patients to register their Prescribed Minimum Benefits to ensure the Patient receives the benefits in order to manage their condition.
• Click on the PMB Reg. No. field to enter the registration number of the PMB.

Prescription Line Items

Practitioners with a dispensing licence are able to add Medicine Items to the Invoice with Directions for use and the number of days the medication has been supplied etc. 

• When a Medicine Item (GMED) is billed in the Code field additional options will be available for the specific line. 

• An explanation will be given for each option which has become available:
  

• Click on the Generic button to search for a possible generic item.

• The Generic Meds List screen will open, with generic options available for the Medicine item added.

• Click on the desired option to make a selection.

• Click on the Cancel button to close the Generic Meds List screen without making changes and return to the Invoice Details screen.

• Click on the Save button to save the changes of the generic item selected. The Generic Meds List screen will close and the new generic item will replace the previously added item on the Invoice Details screen.

• Click on the EMGuidance button to be redirected to the EM Guidance website. EMGuidance is a mobile and web-based medicine and treatment platform for medical professionals. South Africa's most comprehensive, evidence-based medicines resource. An essential guideline to assist Practitioners with prescribing accurately, check contraindications and cautions, check medicine interactions, view suitable paediatric and adult dosages, adverse reactions and what the medication does.

Please Note: Practitioners will need to be signed up for an EM Guidance account in order to use the EM Guidance feature on the Invoice. 

• For an extensive explanation of how to use the EMGuidance feature, please refer to the user manual: Invoicing: EMGuidance.
  
  

• Day Supplied: The number of days for which the medication has been provided to the Patient.
• Click on the Days Supplied field to add the desired amount.

• Signata: The directions advising the Patient how the medication should be taken/administered. 
• Click on the Signata field to enter the desired directions for use.

Please Note: Users are able to use the default Prescription Codes set up in the Desktop App. Shortcodes allow Practitioners to create and use preset directions most frequently used to save time while creating the prescription. 

• For more information on how to set up Prescription Codes in the Desktop App, please refer to the user manual: Prescription Codes. 
• For more information on how to use the short codes, please refer to the user manual: Basic Script Features.

Line Options

Additional actions available on the Invoice Line.

• Click on the Reset button to update all the lines which have been added to the Invoice.

• Click on the Delete button to remove all the lines added to the Invoice.

• An Attention! pop-up will appear to ask whether the user is sure to clear all the lines of the Invoice.

 

• Click on the Cancel button to ignore the request to clear all the lines. The Attention! pop-up will close and return to the Invoice Details screen.

• Click on the OK button to clear all the lines of the Invoice. The Attention! pop-up will close and return to the Invoice Details screen. No more Invoice lines will be on the Invoice Details screen and the user is able to start over.

• Click on the Add button to add a new line to the Invoice. As many lines can be added as needed.

 

• Click on the Refresh button to refresh the line, if changes have been made to the line to update any information.

 

• Click on the Delete button to remove the desired line. 

Easy Events

Shortcut buttons to other features. Saves time and allows the user to create forms for the Patient from the Invoice Details screen.

• Click on the desired form to create a new form for the Patient.
  

Please Note: Easy Events will need to be set up to suit the needs of the Practice. 

• For more information on how to set up Easy Events, please refer to the user manual: Easy Events.

Invoice Actions

More options available once the user is done capturing the Invoice.

• An explanation will be given for each option in the Invoice Actions section:

• Click on the Close button to exit the Invoice Details screen without saving changes.

• An Attention! pop-up will appear to advise the Invoice has not been saved and Invoice lines will be discarded. 

• Click on the Cancel button to ignore the request to close the screen.

• Click on the Ok button to exit the Invoice Details screen without saving and return to the Diary screen.

• Click on the Credit Note button to create a Credit Note.

Please Note: The Credit Note button will be greyed out for new Invoices. Credit Notes can only be done on Invoices which have already been posted. 

• For more information regarding how to do a Credit Note, please refer to the user manual: Invoice Corrections: Credit Notes.

Please Note: Before a Credit Note can be done on a transaction which was switched to the Medical Aid, the transaction will first need to be Reversed.

• Click on the Reverse button to undo the submission to the Medical Aid after an Invoice was posted and switched.

Please Note: The Reverse button will be greyed out for new Invoices. Reversals can only be done on Invoices which have already been posted and switched. 

• For more information regarding how to Reverse the transaction, please refer to the user manual: Invoice Corrections: Redo Transaction.
  
  

• Click on the Redo button to redo the transaction. 

Please Note: The Redo button will be greyed out for new Invoices. An Invoice can only be Redone after a Credit Note or Reversal was done. 

• For more information regarding how to Redo the transaction, please refer to the user manual: Invoice Corrections: Redo Transaction.
  
  

• Click on the Quote button to submit the Invoice to the Medical Aid for authorisation and to check which items on the Invoice will be paid for. The Invoice will automatically be saved. 

• The Switch Details screen will open with the response. 

• For more information regarding the Switch Response, please refer to the user manual: WA: Switch Response.

• Click on the Post Only button when satisfied with the items added to the Invoice to Post the Invoice to the system.

• Click on the drop-up next to the Post Only button for Switching options.

• Post and Switch: Will post the Invoice to the system and Switch the claim to the Medical Aid.
• Post and Await response: Will post the Invoice to the system and Switch the claim to the Medical Aid and wait for a response from the Medical Aid to advise if the claim has been Accepted or Rejected. 

• Click on the Save button to store the Invoice to the Debtor's Temporary Invoices. The Invoice will not be posted to the system.

• Click on the Save drop-up menu button for save options.

• A submenu will become available with save options.

• Save and Close: To save the content of the Invoice and close the Invoice Details screen to return to the main Diary screen.
• Save Lines to New Macro: Allows the user to create a New Macro.
• For an extensive explanation of the New Macro feature, please refer to the user manual: Macros (Billing Combinations).

Invoice from the Debtors Screen

Allows a user to create a new Invoice without a booking for the Patient from the Debtor segment.

• From the Debtors screen.

• For more information regarding how the Debtors screen works, please refer to the user manual: Debtor List.
  
  

• Select the Debtor for whom the user would like to create an Invoice.

• The Debtor sidebar will open.

• Click on the Invoice button.

• The Invoice Details screen will open.