Reports (Desktop App)

The Debtor/Patient Report Writer is a function to build a custom report according to the information the user needs to see on the Debtor/Patient files. The report column sequence can also be changed as well as the columns that should be displayed. 

When generating the Debtor/Patient Report Writer report, the practitioner can choose which columns to print based on the information that they would like to see.

• To be able to generate the report, the following steps will need to be followed: 
• Step 1: To set up the report the user will need to create a new profile and select the columns that they would like to print. For more information regarding access to the Debtor/Patient Report Writer and how to create a new profile, please refer to the user manual: Debtor/Patient Report Writer (Overview)
  
• Step 2: Choose the columns which the user would like to print when the report is generated, which will be explained in this user manual.
• Step 3: Set up the parameters of the report. To set up these parameters, please refer to the user manual: Debtor/Patient Report Writer: Settings and Parameters.
  
  
• The contents of this User Manual will consist of the following information:
• Columns 
• Change Column Sequence 

Columns

The columns that are available for the user to make a selection of that will determine what information is printed on the report once the report has been generated.

• The user will start on the Debtor Report Writer screen Report Options tab, where the desired columns will be selected in order to generate the report.

• An explanation of the options on the screen will be given:
  

• Search: Allows the user to search for a sorting column that the user would like to select to print on the Debtor/Patient report. The generated list will shorten as the user types. 
  
  
• The information on the screen will be divided into columns: 

• Caption: A description and the type of data that will be displayed, for the column that will print.
• Print: A check box to select the column to print. When the column is selected, a Column Sequence number will be allocated to the corresponding Caption field in the order that it has been selected.
• Column Sequence: The column number where the to-be-printed column will appear on the report. When the column number is -1, it will indicate that the column has not been selected to be printed and no sequence has been allocated to the column. For an explanation on how to change the columns' selection, please refer to Change Column selection in this user manual.

• The Caption column will be divided into tables:
• Age Analysis
• Employer 
• Main Member 
• Patient 
• Referring Doctor
• Transactions
• Transaction Detail
  
  
• An explanation will be given for each Table and the lines within the table: 
  

Age Analysis

• Table: Age Analysis: The age of the outstanding debt that will be taken into consideration when the report is generated. The ages are calculated according to the date that the service was rendered to the Patient/Debtor (transaction date). The Age Analysis will indicate all the amounts still outstanding or not paid yet. This will be grouped into certain age groups for example Current (all transactions that are between 0 and 29 days), 30 Days (all transactions that are between 30 and 59 days outstanding), 60 Days (all transactions that are between 60 and 89 days outstanding) etc. The Age Analysis will also be divided into Total, Medical Aid and Patient outstanding on each invoice. The ages will be shown per debtor collectively with all their dependants and will not be shown separately.
• The Age Analysis will be divided into 3 sections:
• Totals 
• Medical Aid 
• Patient

• Other than the Age Days, there will also be ages that are split between the sections:
  
• Total: The total of all outstanding amounts that are owed to the practice by either the Medical Aid or Patient. When the Medical Aid checkboxes are ticked, the totals of the Medical Aid outstanding amounts will be displayed when the report is generated. When the Patient checkboxes are ticked the totals of the Patient outstanding amounts will be displayed when the report is generated.
  
• Future: The total outstanding amounts of future transactions that have been posted outside the time frame of the transaction dates, for which the report was generated.
  
• Current: The sum of the current (as of now) outstanding amounts that are owed to the practice, that is not older than 30 Days.

• An explanation will be given for each section:
• Totals: All the ages of all the outstanding transactions will be taken into consideration when the report is generated. These will be transactions that are outstanding on the Patient, Medical Aid as well as transactions that are owed partially by the Patient and partially by the Medical Aid. 

• Patient: Only the ages of transactions that are owed by the Patient will be taken into consideration when the report is generated.

• Medical Aid: Only the ages of the Medical Aid outstanding transactions will be taken into consideration when the report is generated. 

Doctor

• Table: Doctor: All the personal information relating to the treating practitioner, who is currently selected as the Treating Doctor on the Debtor/Patient file. The Treating Practitioner is the practitioner that has provided the Patient with a consultation, referral, procedure or treatment. The practitioner's personal information will be generated from the List of Doctors. For more information on where the information is generated from please refer to the user manual: Doctors: Master List.

• Doc email: An electronic mailing address of the treating practitioner.
• Doc Telephone Number: A landline telephone number that belongs to the treating practitioner.
• Doc Practice Number: The practice number of the practitioner, as registered with the HPCSA and BHF.
• Doc Name(Pracno): The name of the practice and the practice number as registered with the HPCSA and BHF.
• Doc Name: The name of the treating practitioner. 
• Doc MP Number: The practitioner's registration number from the South African Medical and Dental Council (SAMDC).
• Doc FAX Number: A number where a facsimile can be sent for the practitioner's attention. 
• Doc Cellphone Number: A cellphone number where the practitioner can be reached. 

Employer 

• Table: Employer: All the information relating to the details of the employer. An Employer is a person or company that renumerates staff members for the work that they do. An employer's details will be added to the debtors' file to keep record of where the debtor works. It is compulsory to add an Employer to an IOD debtor file as the details are needed to fill out further documentation regarding the injury on duty claims. The Employer information will be generated from the Debtors File, where the Employer was added. For more information on where this information comes from, please refer to the user manual: Add an Employer.

• Employer VAT: A value-added tax number for the company/employer, if they are registered for VAT.
• Employer Telephone: A contact number where the company can be reached.
• Employer Registration: The business registration number of the employers' company.
• Employer Name: The name of the company of the employer as registered with the CIPC (Companies and Intellectual Property Commission).
• Employer Contact Person: The main person at the company with whom the practice will correspond.

Main Member

• Table: Main Member: All the information relating to the details of the account holder (debtor). The main member is the person who is the holder of the medical aid account and responsible for the payment of the account at the practice. The Debtors Information will be generated from the Debtors file that has been created on the system. For more information on where this information comes from please refer to the user manual: Create New Normal Debtors.

• Title: The status or profession of the person who is responsible for the account.
• Telephone - Work: A telephone number for the company or person where the person who is responsible for the account works.
• Telephone - Home: A landline number that belongs to the person who is responsible for the account.
• Street Address 3: Province/Country associated with the physical address of the person responsible for the account.
• Street Address 2: Suburb associated with the physical address of the person responsible for the account.
• Street Address 1: Street Name/Complex Name and number associated with the physical address of the person responsible for the account.
• Street Post Code: The postal code that is associated with the physical address of the person responsible for the account.
• Service Centre: The place where the Patient consulted with the practitioner.
• Scheme Group: The medical aid scheme to which the person who is responsible for the account belongs.
• Post Code: A postal code associated with the postal address of the person responsible for the account.

• Medical Aid Number: The medical aid membership number issued by the Medical Aid provider of the person who is responsible for the account. 
• Medical Aid - Option: The name of the medical aid plan corresponding to the medical aid of the person who is responsible for the account.
• Medical Aid - Administrator: The administrator that is responsible for the Medical Aid.
• Medical Aid: The name of the company with who the person that is responsible for the account has medical insurance or medical aid.
• Language: The preferred language of communication of the person who is responsible for the account. 
• Initials: The first letter of each name of the person who is responsible for the account.
• IOD Injury Description: Information regarding the accident, what occurred, and what injuries were sustained. 
• IOD Commissioner Option: The type of commissioner that the IOD claim has been registered with, private or government.
• IOD Date of Injury: The date when the incident took place.
• IOD Commissioner: The company with whom the claim has been registered. 
• IOD Claim Number: The claim number that has been received from Rand Mutual Assurance or Workmans Compensation Fund. This is the number that will be used to submit the claim.

• ID Number: The official identification number of the person who is responsible for the account.
• Fileno: The number that is associated with the accounts holders hard copy file. 
• Debtor Type: The type of debtor that will determine how the person, who is responsible for the account, will be billed. 
• Debtor Surname: The last name of the person who is responsible for the account as stated on their official identification documents. 
• Debtor Status: The status of the debtor on the system indicates whether the debtor is a bad payer, discontinued, deceased, funds depleted, etc. 
• Debtor Name: The full names of the person who is responsible for the payment of the account as stated on their official identification documents.
• Debtor Last User: The name of the system user who made changes to the debtors' account last.
• Debtor EMail: An electronic mailing address of the person who is responsible for the account
• Debtor Cellphone: The cellular or mobile number of the person who is responsible for the account.
• Credit Controller: The name of the Credit Controller that has been allocated to the debtors' account.
• Billing Group: The pricelist that will determine the tariffs that the debtor will pay, this will depend on their medical aid option and the prices that the practice charges.
• Address 3: Province/Country associated with the postal address of the main member or the person responsible for the account.
• Address 2: Suburb associated with the postal address of the main member or the person responsible for the account.
• Address 1: Street Name/Complex Name and number/PO BOX Number associated with the postal address of the main member or the person responsible for the account.
• Accno: The account number associated with the debtor's electronic file.

Patient

• Table: Patient: All the information relating to the details of the Patient. A Patient is someone that consults with or is treated by a Medical practitioner for an illness/medical condition. The Patient information will be generated from the Patient file that has been created on the system. For more information on where the information comes from please refer to the user manual: Add Dependants.

• Patient Work Phone No: A telephone number for the company or person for who the Patient works.
• Patient Weight: How much the Patient weighs in kilograms.
• Patient Type: The relation that the Patient has to the main member (debtor). 
• Patient Title: The status or profession of the Patient.
• Patient Surname: The last name of the Patient as stated on their official identification documents.
• Patient Postal Code: A postal code associated with the postal address of the Patient.
• Patient Number: The unique number that the system has allocated to the Patient.
• Patient Name: The full names of the Patient as stated on their official identification documents.
• Patient Last User: The name of the system user who made changes to the patients' account last.
• Patient Initials: The first letter of each name of the Patient. 
• Patient ID: The official identification number of the Patients as allocated to them by the Department of Home Affairs.

• Patient Home Phone No: A landline number that belongs to the patient.
• Patient Height: How tall the Patient is in metres.
• Patient Gender: The medical-related gender of the Patient. 
• Patient Fileno: The number that is associated with the Patients' hard copy file. 
• Patient Email: An electronic mailing address of the Patient.
• Patient DOB: The day, month and year when the Patient was born.
• Patient Cellphone No: The cellular or mobile number of the Patient.
• Patient Authorisation No: Medical Aid Authorisation number, if applicable.
• Patient Address 4: Country associated with the address of the Patient.
• Patient Address 3: Province associated with the address of the Patient.
• Patient Address 2: Suburb/City associated with the address of the Patient.
• Patient Address 1: Street Name/Complex Name and number associated with the address of the Patient.
• Patient Active: An indication of whether the Patient is still active on the system.
• True: The Patient is still active.
• False: The Patient is inactive or Deceased.
• Dependant Number: A number allocated to the Patient, for Patients that have medical aid, this will correspond to the dependant number on the medical aid policy.

Referring Doctor

• Table: Referring Doctor: All the information that relates to the details of the referring practitioner (the practitioner that suggested that the Patient consults with the treating practitioner) who is currently selected as the Referring Doctor on the Debtor/Patient file. The Referring practitioner's personal information will be generated from the List of Doctors. For more information on where the information is generated from, please refer to the user manual: Doctors: Master List. 

• Ref Doc email: An electronic mailing address of the referring practitioner.
• Ref Doc Telephone number: A landline telephone number that belongs to the referring practitioner.
• Ref Doc Practice: The practice number of the referring practitioner, as registered with the HPCSA and BHF.
• Ref Doc Name: The name of the referring practitioner. 
• Ref Doc MP number: The referring practitioner's registration number from. the South African Medical and Dental Council (SAMDC).
• Ref Doc FAX number: A number where a facsimile can be sent for the referring practitioner's attention. 
• Ref Doc Cellphone number: A cellphone number where the referring practitioner can be reached. 

Transactions

• Table: Transactions: All the information that relates to the details of specific financial transactions. The Transaction information will be generated from the Patient account details. For more information on where the information is generated from please refer to the user manual: Account Summary.

• Last Turnover Date: The last date on which a transaction occurred that influenced the turnover (income minus the credit notes) of the Practice.
• Last Journal Date: The last date that a journal was done. A journal transaction is used for Settlement discounts, Bad Debts write-offs, or Small balance write-offs. 
  
• Last Cashflow Date: The last date that a transaction was done that influenced the cash flow of the practice. The Cashflow of a Practice is the money received, minus the receipts written back and the refunds.
• Balance: The current amount that is owed to the practice by the debtor. 

Transaction Detail

• Table: Transactions/Detail (May Take Long): All the information that relates to the details of the financial transactions.

• Last Notebook Entry: The details relating to the last entry that was made on the notebook of the Patient's file as well as the contents of the note. 
• Last Service Date (detail): The details of the last date that the Patient was treated at the practice.
• Last Receipt Date (detail): The details of the last date that a receipt was issued to the Patient.
• Last Journal Date (detail): The details of the last date that a journal was posted on the debtor's account.

Change Column Sequence 

Allows the user the select the order in which the columns will display once the report is generated.

• Click on the Change Column Sequence button to manage the sequence in which the selected options will display when the report is generated.

 

• The Levels pop-up screen will open. 

• Click on a level to make a selection.

• Click on the Up button to move the position of the column up on the list.
  

• Click on the Down button to move the position of the column down on the list. 
  

• Click on the Sorting field to enter search criteria to find the item on the list whose column position the user would like to change.
  

• Press the F5 key on the keyboard to change the sorting once the Sorting field has been entered.

• Click on OK when satisfied with the sorting of the columns that have been selected to be printed. The pop-up will close and return to the Debtor Report Writer screen.

• Click on Next to continue.

• The Options tab will open.

• For a detailed explanation of the options tab please refer to the user manual: Debtor/Patient Report Writer: Settings and Parameters.