Billing to Debt Management (Desktop App)

Topic outline

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  Billing to Debt Management (Desktop App)

  The Desktop App user manuals under this section of the Learning Centre are for functions that are used in the business processes from Billing to Debt Management.

  
  
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  Billing: Medical Coding & Medical Aids

  • Understanding Medical Codes And Modifiers Page
  • How are codes and Modifiers Controlled and Managed? Page
  • Medical Code Categories Page
  • Procedure Code Page
  • ICD-10 Code Page
  • Material / Consumables (F10) Page
  • Prescribe / Dispense (F12) Page
  • Change Tariff amounts for Procedure Codes (Only 7.6 version) Page
  • SAMA Billing Rules Page
  • Types of Modifiers Page
  • Using Modifiers in GoodX Page
  • Modifier Billing Suggestions in the Desktop App Page
  • Medical Aids: Medical Aid Lists Page
  • Levy on Medical Aid Page
  • DBBS - Levy on Medical Aid Page

    This is only applicable for De Beers Acute Medical Scheme

  • Medical Aid Levy Calculations Page
  • Medical Aids: Schemes Page
  • Medical Aids: Administrator Page
  • Medical Aids: Clearing house Page
  • Medical Aids: Managed Care Page
  • Medical Aid Posting Formulas Page
  • Medical Aid EDI Switches Page
  • Medical Aids: Anaesthetic rules Page
  • DA: Allocating a Medical Aid Rejection Message Page
  • DA: Remove Medical Aid Rejection Message Page
  • Tariff Codes Lists Page
  • Filtering of Tariff Codes Page
  • Edit Tariff Codes Page
  • Code Lists Page
  • Prescription Codes Page
  • CPT4 Codes Page
  • Cost Centres Page
  • Medicine Formularies Page
  • Medicine Page
  • Material Page
  • Time Billing Codes with Fixed Prices - Desktop App Page
  • Modifiers: 0051 to duplicate with 0057 Page
  • Setup of Medical Aid Rejection Message Page
  • Setting up Time Billing Codes with Fixed Prices Page
  • Procedure Price List Screen Overview Page
  • How to Enable/Disable EDI Switch on Medprax Scheme Settings Page
  • Maintain Local Pricelists (Desktop) Page
  • How to Copy Local Prices and/or RVUs to Another Year Page
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  Billing: General

  • Add an Assistant in Med Debs version 7.8 and 8.0 Page
  • Add an Assistant in GX Manage version 7.8 and 8.0 Page
  • Link Assistant to a Creditor in MedDebs version 7.8 and 8.0 Page
  • View Creditor (Assistant) Account Page
  • Patient Invoice: Assistant Code Page
  • Assistant Code 0018 Using Modifiers Page
  • Combinations (Protocols) Page
  • Print Combinations With Items Page
  • Print Combinations with Inactive items Page
  • Combinations: Start and end date Page
  • Export Combinations Page
  • Invoice Patients Page
  • Simple Invoice Page
  • Simple Invoice Screen Page
  • Simple (Dental Chart) Invoicing for Dental Practices Page
  • Comprehensive Invoice Page
  • Multi Invoice Screen Page
  • Setting Prices to Zero Page
  • Allocating Discounts on Invoices using Discount Tariff Codes Page
  • Setting up Estimates Templates Page
  • Estimates lists Page
  • Estimate Lists: Procedure Description List Page
  • Estimate Lists: Appointment Description List Page
  • Estimate Notes Page
  • Estimate List: Other doctors Page
  • Save an Estimate Page
  • Invoice an Estimate Page
  • View Estimates Page
  • Estimates from Simple Dental Screen Page
  • Submitting a Claim URL
  • Claim Submission: Zero Amounts Page
  • Submitting WCA Claims Page
  • Payment Plan (Medical Practitioner): Configuration Page
  • Payment Plan (Dental and Ortho): Configuration Page
  • Step 1: Payment Plan List Page
  • Step 2: Payment Plan Show Payment Plan Invoices for Date Page
  • Step 3: Generate Payment Plan Invoices Page
  • Post Invoice Page
  • Anaesthetics Code Billing Page
  • Self Billing Assistant Modifier Page
  • AM/PM Billing Page
  • VAT How Page
  • VAT Rate Change Procedure Page
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  Billing: Episode Management

  The GoodX Episode Management option is available in the MedDebs Module. The function gives Bureaus the following ability:
  

  1. The bureau can issue and book a series of numbered billing templates / template books for a medical practice, which will be logged on the system.
     
  2. As soon as the template books have been completed with billing codes by the medical practice and handed back to the bureau, the template book will be marked as received by the bureau.
     
  3. As soon as the received template book's billing is captured on the system, the template status will change to "Invoiced", which indicates that the billing instruction has been received and billed.

  The result of this process is that the Bureau has a full report of:

  1. the status of all templates issued to medical practices, warning the bureau of issued templates that are outstanding; and
  2. all instructions received by the bureau and if all have indeed been captured on the system.

  • Enabling of the Episode screen in Options Page
  • List of Episode Series Page
  • Book Episode Numbers Page
  • Report Page
  • Change Status of an Episode Number Page
  • Cancel Range Of Episodes Page
  • Explanation of the Episode Screen Page
  • Invoicing from MedDebs Page
  • Invoicing from the Diary Page
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  Billing Corrections

  There are different Functions that can be used to do corrections. This is a short Summary of which Function to use for which type of correction:

  Credit Note:
  

  • Reversal of an Incorrect Invoice.

  Redo-Transaction: (Credit the Invoice and create a new Invoice)

  • To change the Tariff code,
  • To change the Quantity, or
  • To change the Amount.

  Receipt Written Back:

  • Reversal of an Incorrect Receipt (see under Receipt Corrections heading).

  Payment to Patient / Medical Aid:
  

  • Refund for overpayment (see under Debt Management heading).

  • Invoice Corrections: Credit Notes 7.6 Page
  • Invoice Corrections: Credit Notes 7.8 Page
  • Invoice Corrections: Credit Notes 8.0 Page
  • Invoice Corrections: Redo Transaction and Credit Note Page
  • Change Details on Invoice (NO CREDIT NOTE) Page
  • New Debtor Journal Capturing Screen: Default User Preference Page
  • Credit Note in Previous Financial Period Page
  • How to Undo the Capture of a Single Stock Item Page
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  Claim Administration

  Information is documented in the Switching: Claim Administration Book on the book case. Click on this image:

  

  
  
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  Receipting

  All Electronic Remittance Advice (ERA) information can be found under the Switching: Claim Administration book on the book case.

  • Patient Receipt: Invoice Level Page
  • Patient Receipt: Item level Page
  • Patient Receipts - Unlinked Page
  • Medical Aid Receipt: Invoice Level Page
  • Medical Aid Receipt: Item Level Page
  • Medical Aid Receipts - Unlinked Page
  • Reciept Screen Overview Page
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  Receipting: The Cash Register

  Benefits of using the Cash Register in the Practice:

  1. Processing and Recording of payment transactions in the Practice to enable the tracking of Patient transactions.
  2. Speeding up checkout time.
     
  3. Save unnecessary costs of receipt books by using the receipt option of the Cash Register module.
     
  4. Cash Registers can be set up per user so that each user can end his or her session and do a cash-up after ending a session and do a proper capture of the user cash-up for auditing purposes.
     
  5. End the Cash Register session after collecting all the payments for the day so that the day becomes an auditable unit.
     
  6. At the end of the session, the Cashier / Receptionist counts all payments received for the day for reconciliation with the system.

  The Cash Register is listed as the second Module on the Navigator.

  • How to create a Cash Register Page
  • Cash Register Receipt Page
  • End Session Page
  • Capture User Cashup Page
  • End Cash Register Session Page
  • Reconcile Session Page
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  Receipt Corrections

  Receipt Written Back:

  • Reversal of an Incorrect Receipt

  • Receipts Written Back Page
  • Add to Receipt Page
  • Link Unlinked Receipts with Zero Receipts / Autolink Receipts Page
  • Move Receipt from one Debtor to another Page
  • Receipt corrections - Item Level Page
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  Debt Management: General

  
  Before starting with Debt Management, Journals can be used for the following:
  

  • Small balance Write Off
  • Settlement Discount
  • Bad Debt Write Off
    
  • Bad Debt Recovered 
  • Hand Over
  • Interest
    
    

  PLEASE NOTE: DO NOT USE JOURNALS TO CORRECT ERRONEOUS INVOICES OR RECEIPTS - Otherwise your reporting will be incorrect as Journals do not correct your turnover and cash flow reports.
  

  
  

  • Payment to Patient / Medical Aid (Refund) Page
  • Payment to Patient / Medical Aid Written Back (Refund) Page
  • Payment To Patient / Medical Aid Add Page
  • Debtor Journals: Batch Screen Page
  • Journal Actions: Debtor Journals (Batch) Page
  • Journals: Old Screens Page
  • Inter debtor journals Page
  • Debtor / Med.Aid Outstanding Page
  • Patient and Medical Aid Paid Page
  • Debtor Enquiries Page
  • Item Level Page
  • Account Query from Diary screen Page
  • Account Query version 7.6 Page
  • Account Query Screen Page
  • Account Query: Item Level Summary Page
  • Account Query: Item Level Allocation History Page
  • Account Query: Debtor Journal (Ledger) Page
  • Account Query: Debtor Journal (Ledger Action) Page
  • Account Query: Total value of Split Transaction Page
  • Account Query: Summary of Receipts Page
  • Account Query: Shift outstanding Amount to Patient/Medical Aid Page
  • Account Query: Post Assistant Invoice to Creditor Page
  • Account Query: Change Invoice Details Page
  • Account Query: Change Item Details Page
  • Account Summary Page
  • Print Tax Invoice Page
  • Reprint of Invoice Page
  • Print TAX Invoice with Lab Numbers Page
  • Print TAX Invoice without ICD-10 Code Page
  • Invoice Printing Setup Page
  • E-mail Tax Invoice Page
  • Invoice Email Setup Page
  • Setup a New Statement Page
  • Print Statement Normal Page
  • Print Statement with Lab Numbers Page
  • Print/Save Statement as PDF Page
  • Print a Debtor Statement from an Appointment Page
  • Print a Debtor Statement without selecting an Appointment Page
  • Statement Notes Page
  • General statement message Page
  • Calculate Interest Page
  • Adding Interest to Debtor Page
  • Adjustment Journals per Invoice Page
  • Adjustment Journals Per Debtor Page
  • Post stored Adjustment Batch Page
  • Reverse a Journal Batch Page
  • Opening Balances: Patients Page
  • Opening Balances: Medical Aid Page
  • Opening Balances: Patients: Import Page
  • View busy batches Page
  • Archiving and Restoring of Transactions version 7.6 Page
  • Archiving of Transactions version 8.0 Page
  • Restore Archived Transactions version 8.0 Page
  • Archive Enquiry Page
  • Insurance agent Page
  • Queries: Totals Page
  • Email Mulitple Invoices Page
  • Debtor Transaction Groups Page
  • Setup Example for Bulk Statements Page
  • Debtor Statement Bulk Page
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  Debt Management: The Credit Control Assistant (CCA)

  In modern medical practice, providing comprehensive healthcare to people in need of it is not the only important function that takes place. An equally important function, which actually has an effect on the financial survival of a practice if it is not managed efficiently - the effective control and administration of patient accounts. 

  GoodX's Credit Control Assistant (CCA) assists the practice to manage the business processes within the practice that are associated with the collection of outstanding debt from Medical Aids and/or patients. The function will be used for assisting in Credit control/Deb collection, SMS, Emails and cycle steps are pre-defined. The CCA keeps all communication in connection with the account of the patient between a patient/medical aid and practice.

  If you would like to use the CCA, please contact GoodX so that the set up can be done by our consultants and training can be booked at our offices. Please read the notes below and follow the instructions for the setup of the CCA. The information that we need from your practice, is described in the business process design link below.

  The example in excel is provided as a guideline. In order for GoodX to set up the CCA, please comply with the following procedure:

  1. Download the example, change or add the processes you require and indicate your time frames and which steps you want to be taken with each collection process. The clearer your instructions, the easier the setup will be.

  2. Send the document back to help@goodx.co.za so that GoodX can do your setup according to your needs.

  3. Make arrangements for training at the GoodX offices.

  Note: the CCA setup should be done once, so it is imperative that the business process setup is decided on in advance.

  • Credit Control Guidelines Book
  • Using the Credit Control Assistant (CCA) Page
  • Business Process Design Page
  • Example for Credit Control Cycle Steps File
  • CCA Categories & Process Implementation File
  • Credit Control Setup Page
  • Multiple Debtors Actions Page
  • Multiple Invoice Actions Page
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  Month-end

  The reports for the Desktop App can be found under the Desktop App Reports book on the home page of the Learning Centre. Before reports can be generated, clients who use the month end functionality, must first do a Debtors month end.

  Practices that use the GoodX Month-end system have to do the Debtors month-end at the end of each month.

  Practices that use the Accounting Module must also complete a Financial Month-end in the GX Manage Module. Click here for instructions.

  
  

  • End Batches (All transactions) Page
  • Debtors Month-End ONLY version 7.6 Page
  • Multiple Financial Month-End ONLY version 7.6 URL
  • Multiple Debtors & Month-End version 7.8 URL