Billing to Debt Management (Web App)

Why Use This Function

The Multi Invoice screen is used to create batches that contain multiple Invoices. The batches may have Invoices for the same Debtor but for various days or for multiple Debtors or both, which Bureaus mostly use for faster billing.

The Contents of This User Manual

• Add Invoice 
  
• Invoice History, Post, Open Account, Repeat and Delete Invoice from Batch
  
• View Invoice History
  
• Posting the Invoice 
  
• Open Account 
  
• Billing Multiple Quantities for One Code
  
• Repeat Invoice
  
• Delete Invoice from Batch
  
• Load Batch
  
• Batch Actions
  
• Save
  
• View 
  
• Mark as Done
  

• This user manual will start on the Debtors screen.
  

• Click on the Multi Invoice button at the top right-hand side of the screen. 
  

• The Multi Invoice screen will open.

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

Add Invoice

Allows you to create and add a new Invoice to the batch.

• Click on the Add Invoice button in the bottom right-hand corner of the screen. 

• The Invoice section will expand.

💡Please Note: A Red Warning message will always appear by default when a new Invoice is added to advise the user that the Invoice header is incomplete. The error will disappear once a Debtor has been added to the Invoice, or once the Service Centre and Treating Doctor have been added. 

• Add the Debtor, by typing in the Debtor Search field.

• A list will populate as you type.

• Click on the desired Debtor to make a selection.

• The selected Debtors' information will be populated onto the Multi Invoice.
  

💡Please Note: A warning message will appear if an Invoice has already been posted on the same day for the same Patient.

• The following personal details will appear on the top left side of the Invoice screen:

• Debtor Number (GPD17): The Account Number that will be linked to the person who is responsible for the account.
• File Number (MOU26): The Number that is associated with the account holder/Patients hard copy File. 
• Debtor Name and Surname (ANNE MOOREHOUSE): The full Names of the person who is responsible for the payment of the account.
• Contact Information and Email Address (0645155899-DOCSPANGOODX@GMAIL.COM): The Cellphone Number and email address of the person who is responsible for the account.
• Medical Aid Details and Medical Aid Number (DISCOVERY - 54321444): The Name and Plan number of the Medical Aid the Debtor/Patient belongs to.
• Medical Aid Plan (SMART PLAN CLASSIC ACUTE): The Plan of the Medical Aid to whom the Debtor/Patient belongs.
• Account Outstanding (R1478,50): Outstanding Balance of the Debtor.

• Click on the Add Procedure button to add procedure items to the Invoice lines. 

• Add items to the Invoice just as you would do in the regular Invoice.

• For more information on the lines and how to add lines to the Invoice, please refer to the user manual: The Invoice Screen: Navigating and Use.

Invoice History, Post, Open Account, Repeat and Delete Invoice from Batch

Allows you to view the Invoice History, Post the current Invoice, open the Account Details screen of the selected Debtor, Repeat the current Invoice for several days and Delete Invoices that the user no longer wishes to post.

View Invoice History

• Click on the View Invoice History button on the Invoice panel of the desired Invoice to open the Invoice History screen.

• The Invoice History screen will open.

• For more information regarding the Invoice History screen and to view all the changes made on the Invoice, please refer to the user manual: Multi Invoice Change Log.
  
  

• Click on the Close button to exit the Invoice History screen and return to the Multi Invoice screen.

Posting the Invoice

• Click on the Post button on the Invoice panel of the desired Invoice to post the Invoice, which will only post the current Invoice and not any other Invoices in the batch.
  

• When Posted Successfully the Invoice will be highlighted in green. 

Open Account

• Click on the Open Account button in the top right-hand corner of the desired Invoice panel to open the Debtors Account screen. 

• You will have access to the full Account History screen. 

• For an extensive explanation regarding the Account History screen, please refer to the user manual: Navigating and Understanding the Account Details Screen.
  
  

• Click on the Close button to return to the Multi Invoice screen to make changes and complete the Invoice.
  

Billing Multiple Quantities for One Code

Billing Multiple Quantities for One Code allows a Practitioner to bill a single code multiple times. This is specific for Laboratories or Physiotherapists who will Invoice multiple codes at once so that the Medical Aid will pay for it.

• 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.

💡Please Note: This is specifically designed to be used by Laboratories and Physiotherapist, whereas the same code can be billed for the Medical Aid to pay the specific code billed as individual line items.

• Repeat Items in Single Line: This allows you to repeat the invoice line multiple times.
• Click on the Repeat Items in Single Line button 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.

Repeat Invoice 

• Click on the Repeat button on the desired Invoice panel to repeat the current Invoice exactly as it has been created in a new Invoice.
  

• The Repeat Invoice screen will open. 

• Click on the Repeat Dates button. 

• The Date Picker will open.

• Select Dates, from the Date Picker, to repeat the same Invoice on the current Debtor on a different date

• Click anywhere on the screen except the Date Picker to close the Date Picker.
  
  

• The selected Dates will be listed in the Repeat Invoice screen.
  

• Click on the Remove button to remove the corresponding date from the Repeat Dates list.

• Click on the Item Line checkboxes to add or remove the Item Lines from the Repeat Lines list.

💡Please Note: If the Item Line checkbox is not blue the item line will not repeat for the selected repeat Dates.

• Click on the Cancel button if the user would like to close the pop-up and return to the Multi Invoice screen without repeating the Invoice.

• Click on the OK button when done with the selection. New Invoices will be created in the same batch. 

• Invoices for the selected dates will be created.

• Click on the +Add Invoice button to add a new Invoice in the same batch.

•  A new Invoice panel will appear, where you are able to follow the same steps as explained in the Add Invoice section of the user manual.

• All Invoices that have not been posted are highlighted in orange. 

• The panel of the Invoice that is currently being worked on will be highlighted in blue.

• An Invoice that has been posted successfully will be highlighted in green. 

💡Please Note: After the Invoice has been posted, the Delete button will no longer be available.

• Trying to post an Incomplete Invoice will result in the Invoice panel being highlighted in red. 

• Click on the Post All button to post all the Invoices that have been created in the batch.
  

• Click on the Post All drop-up menu button to access the option to Post and Switch All, which will post all the Invoices and switch them to the Medical Aid.

• Click on the Close button to close the Multi Invoice screen without saving.

 

•  An Attention! pop-up will appear to ask the user whether the unsaved Invoices should be removed from the batch.
  

• Click on the Cancel button to return to complete the Invoice.

• Click on the Ok button to delete the Invoice lines and to return to the Debtors screen. 

• Click on the Save button to save the batch after completion. The Multi Invoice screen will close and return to the Debtors screen.

Delete Invoice from Batch

• Click on the Delete button to remove the Invoice from the batch.

• An Attention! pop-up will appear to ask you whether you are sure that you would like to permanently delete the Invoice from the batch.

• Click on the Cancel button to keep the selected Invoice in the batch. 

• Click on the OK button to delete the selected Invoice from the batch.
  

Load Batch

Allows you to load a batch that has only been saved and that has not been posted to the system.

• Navigate to the Multi Invoice screen as explained in the Navigate section of the user manual. 

• Click on the Load Batch button to load batches that have not been posted yet. 

• The Transaction Batch List screen will open. 

• For more information regarding the Transaction Batch List screen, please refer to the user manual: Multi Invoice Screen: Load Batch Navigation and Use.

Batch Actions

Gives you access to the different options that are available for the batches. 

Save 

• Click on the Save button to save or update the Name of the batch.

• An Updated! pop up will appear to advise the user that the Batch Name has been updated successfully.

• Click on the Ok button to acknowledge and close the Updated! pop-up.

View

• Click on the View button in correspondence with the batch number to open and edit the batch.

• The Batch will open and display all the Invoices associated with the specific batch that was chosen.

💡Please Note: The panels will be highlighted in grey until they are expanded.

• Click on the Expand All button to expand all the Invoices in the selected batch. 

• All the Invoices will expand and the user will be able to continue working. 

• Click on the Close button to close the Multi Invoice screen. If no changes have been made, the user will return to the Debtors screen.
  

 

•  If changes have been made, an Attention! pop-up will appear to advise that the work which has been done will be discarded. 
  

• Click on the Cancel button to return to complete the Invoice.

• Click on the Ok button to delete the Invoice lines. The Attention! pop-up will close and revert back to the Debtors screen.

• Click on the Save button to save the batch after completion. The screen will close and revert back to the main Debtors screen. 

Mark as Done 

• Click on the Mark as Done button to tag the batch as completed so that no more changes will be made to the batch.

• An Attention! pop-up will appear to ask the user whether they are sure that they would like to mark the Invoice as completed.

• Click on the No button to close the Attention! pop-up and return the Batches pop-up.

• Click on the Yes button to mark the status of the batch as Completed.

 

• The status of the batch will change to Completed.

Please Note: Once the batch has been marked as Done, editing the Invoices within the batch will no longer be possible, when viewed.

• Click on the Cancel button on the Batches pop-up to close the pop-up, once done with the batches, to return to the Multi Invoice screen.

• Click on the Close button to return to the Debtors screen.