Billing to Debt Management (Web App)

In modern medical practice, providing comprehensive healthcare to people in need is not the only important function that takes place. An equally important function, which actually affects the financial survival of the 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/Debt 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.

A CCA group is a classification of debtors account. There are 3 default groups namely Normal (Medical Aid) IOD and Private, this group will be chosen when the debtor is created. Custom groups can be created if the need arises.

The CCA group will determine which actions and events will be triggered when the debtor's account reaches a certain status. Actions are linked to Groups in order for the system to know which actions to use on which Events within the group.

• The contents of this User Manual will consist of the following information:
• Add a Group
• Action Options
• Edit Group
• Delete Group

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

• Click on the Admin tab in the navigation bar on the main Dairy screen. 

• Click on the Credit Control Management sub-tab on the navigation bar.

Please Note: It is possible to set up Groups and Statuses. Statuses are linked to Groups. There are pre set up Events that can be enabled on Groups and Statuses. Actions can be linked to Events. The user will enable Events on the Groups and Statuses and then link actions to the Events. Statuses will always override Groups.

• Invoices are allocated to Groups according to the Debtor type. 

Add a Group

Create customised Groups to suit the needs of the practice.

• Click on the Add Group button to create custom Groups.
  

• The Add/Edit Credit Control Group screen will open. 
  

Group Details

• Capture a Name for the new group in the text field.

• Capture a Description for the new group in the text field.

Event Setup

• Click on the relevant panel to activate the Event Setup for that specific event. This will change the panel colour from grey to blue.

• Click on the green + button to add an action, this will add the action to the list.

• Click on the red - button to delete an action, this will remove the action from the list. 

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• When adding an item the panel will expand with a new action, more than one action can be added to each event.

• Click on the Action drop-down menu to select an action from the list to set up.

 

• sms: sends an SMS for the specific event using the chosen pre set up template.
• To create an SMS workflow event template please refer to the user manual: Workflow Event Template: SMS Template.
• email: Sends an email for the specific event using the chosen pe set up template.
• To create an Email workflow event template please refer to the user manual: Workflow Event Template: Email Template.
• phone: Schedules a call reminder for the debt collection company or account manager to call the debtor.
• task: Creates a task for the specific event. 
• For more information on tasks please refer to the user manual: Task Lists.
• evaluategroup: This action will look at the debtor type, for example, Medical Aid or Private, and change the status to the status selected from the drop-down menu per debtor type. 
  • Changes the group based on the debtor type. 
    
• Changestatus: Changes the Status of the account to a new status.
• For more information on statuses please refer to the user manual: CCA Status.
• retriggerstatus: Will retrigger the same status that the account is currently in.
• payment request: Sends a payment request to the debtor, in order for them to settle the outstanding account by using a payment link.
• For more information on sending payment requests please refer to the user manual: Send Payment Request.

Action Options
Not all Actions will have the same options.

SMS, Email, Phone & Task 

• Click on Wf Template Id to access the drop-down for the Workflow Event Template.
  

• Select the pre set up workflow event template from the drop-down menu.
• To see where to set up Workflow event templates, please refer to the user manual: Workflow Event Templates

• Click on Time Eval to open the time evaluation settings.

• Select a date option from the drop-down menu, that will determine when the action will be triggered.

• state_enter_date: This allows the user to select a date. 
• promise_date: The date that is set as the promise-to-pay date. 
• service_date: The date when the services were rendered to the patient. 
• capture_date: The date the transaction was captured and posted to the system.

• Select an option from the drop-down menu.

• <: Greater than. 
• >:  Less than. 
• =: Equal to. 
• <=: Greater than or equal to. 
• >=: Less than or equal to. 

• Capture the number of days. 

• Example:  When setting an action to trigger with capture_date = 2, for example, the action will only be triggered if the event happens on the day after the invoice has been captured.

Please Note: If the Time evaluation is blank, it will send an SMS or email, etc as soon as the Invoice is posted. If the time field is completed it will trigger the event to send out accordingly. 

Evaluate Group 

• The following drop-down menu will be available for the Medicalaid, Iod, Private, Insurance, Corporate buttons. 

• Please refer to the Time Eval section under SMS, Email, Phone, Task section for the explanation.

Change Status

• Click on Force To to select a relevant action option.

• The Force To action option will force the status to change to the selected status from the drop-down menu. 

• Please refer to the Time Eval section under SMS, Email, Phone, Task section for the explanation.

Retrigger Status & Payment Request

• Please refer to the Time Eval section under SMS, Email, Phone, Task section for the explanation.

Edit Group

• Select the Group from the list that would like to be edited. The selected group will be highlighted.

• Click on the Edit Group button to edit a Group that has already been set up.

Delete Group

• Click on Delete group to un-enable the group, this will not permanently delete the group.

• The button will automatically change to Re-Enable Group and the user is able to re-enable the group that has been deleted. 

• Click on Close to exit the Add/Edit Credit Control Group screen without saving.

• Click on Save to save when Satisfied with the setup of the Groups that have been set up.