Billing to Debt Management (Web App)

The Account Details sidebar is an extended screen with shortcut buttons, where more functions and information is shown about the Debtor/Patient. The User can access several features, functions and screens from the sidebar.

• The contents of this user manual consist of the following information:
• Demographic Details
• Debtor Details 
• Patient Details 
• Account Details
• New Invoice
  
• New Receipt
  
• New Patient Refund
  
• Reallocate Receipt
  
• New Clinical Case
  
• Statement
• Email Statement
  
• Audit Statement
• Email Audit Statement
• Advanced Statement
• Send Payment Request
  
• Promise to Pay
  
• SMS
  
• Email
  
• Dial

• This user manual will start on the Account Details screen.

• For more information regarding how to navigate to the Account Details screen, please refer to the user manual: Navigating and Understanding the Account Details Screen.

• The Account Details sidebar allows the User to access different Account related functions.

• An explanation of the Account Details sidebar will be given:

Demographic Details

Demographic Details refers to all of the Debtors/Patients' Personal Information, such as Name, Surname, Medical Aid Information etc.

Debtor Details 

• An explanation will be given for the information that is displayed in the Debtor Details section:
• Debtor Name (GERT VAN ROOYEN): The First and Last Name of the person who is responsible for the payment of the Account as stated on their official identification documents.
• Account Number (GPD36): The Debtor Number that will be linked to the person who is responsible for the Account.
• Cell Number (0820000905): The Mobile Number of the person who is responsible for the Account.
• Email Address (Docspangoodx@gmail.com): An Electronic Mailing Address of the person who is responsible for the Account.
• MA Provider (POLMED): The name of the company with which the person responsible for the Account has Medical Insurance or Medical Aid.
• MA Option (MARINE CHRONIC): The Name of the Medical Aid Plan corresponding to the Medical Aid of the person who is responsible for the Account.
• MA Number (123456905): The Medical Aid Membership Number associated with the Account of the Main Member. 
• MA Phone Number (0860 765 633): The Telephone Number that can be used to contact the Medical Aid that covers the Debtor.
• MA Email Address (polmedhcp@medscheme.co.za): The Electronic Mailing Address that can be used to contact the Debtor's Medical Aid provider.
• MA Website (www.polmed.co.za): The URL to the Website of the Medical Aid provider.
• Status (Normal): A Debtor Status indicates the current situation at a particular time during the Practice flow process, and allows the User to add a status to the Debtor. 
  
• For more information regarding how to edit or update details of the Debtor, please refer to the user manual: View or Update Debtor and Patient Information.

Patient Details

•  All the Patients that are linked to the Debtor account will be displayed in the Patient's Details section.
  
• For more information regarding how to edit or update the details of the Patients, please refer to the user manual: View or Update Debtor and Patient Information.

Account Details

• The information displayed in the Outstanding section includes all amounts that are due on the Debtor's Account:
  
• An explanation will be given for the information that is displayed in the Outstanding section:
• Total: The entire amount of funds outstanding from the Debtor's Account.
• MA Outstanding: The total amount of funds that the Medical Aid is still liable for.
• Patient Outstanding: The total amount of funds the Debtor/Patient is still liable for.

New Invoice

Allows the User to create a new Invoice for the Debtor/Patient.

• Click on the New Invoice button.

• The Invoice Details screen will open.

• For more information regarding how the Invoice Details screen works, please refer to the user manual: The Invoice Screen: Navigating and Use.

New Receipt

Allows the User to issue a Receipt for payment that has been made towards the Debtor's Account.

• Click on the New Receipt button. 

• The Capture Receipt screen will open.

• For more information regarding how the Capture Receipt screen works, please refer to the user manual: Patient Receipt.

New Patient Refund

Users are able to capture a Refund to the Patient when the Patient has been overcharged.

• Click on the New Patient Refund button.

• The Capture Refund screen will open.

• For more information regarding how the Capture Refund screen works, please refer to the user manual: New Refund to Patient.

Reallocate Receipt

Reallocating a Receipt enables the User to reassign an Invoice that was allocated or linked to the incorrect Invoice/Invoice Line. The Receipt will need to be allocated to the correct Invoice/Invoice line.

• Click on the Reallocate Receipt button.

• The Capture Reallocation screen will open. 

• For more information on how the Capture Reallocation screen works, please refer to the user manual: Reallocation (linking) of Receipt.

New Clinical Case

Allows the User to create new Clinical Events for the Patient.

• Click on the New Clinical button. 

• The Clinical screen will open.

• For more information on how the Clinical screen works, please refer to the user manual: Clinical Screen: Navigation and Use.

Statement

A Statement is a document that summarises the Account Information of the Debtor/Patient.

• Click on the Statement button. 

• The Statement will download to the User's Device.

• For more information regarding how to download a Statement, please refer to the user manual: Download and Print Statement.

• Click on the drop-down menu next to the Statement button.

• The Statement drop-down menu will open.

Email Statement

Allows the User to send a Statement via Electronic Mail to the Debtor/Patient.

• Click on the Email Statement button. 

• The EMAIL-Workflow Event screen will open.

Please Note: The Statement will be automatically attached as a PDF file in the Attachments section.

• For more information on how to send an email, please refer to the user manual: Workflow Event Template: Send Email.

Audit Statement

An Audit Statement is a complete financial statement that is compiled of all the activities that occurred on the Debtor's account

• Click on the Audit Statement button.

• The Audit Statement will download to the User's Device.

• For more information regarding how to download an Audit Statement, please refer to the user manual: Download and Print Statement.

Email Audit Statement

Allows the User to send an Audit Statement via electronic mail to the Debtor/Patient.

• Click on the Email Audit Statement button to download the Statement.

• The EMAIL-Workflow Event screen will open.

Please Note: The Audit Statement will be automatically attached as a PDF file in the Attachments section.

• For more information on how to send an email, please refer to the user manual: Workflow Event Template: Send Email.

Advanced Statement

An Advanced Statement is a more focused detailed summary of a Debtors account.

• Click on the Advanced Statement button.

• The Statement Parameters screen will open.

• For a more extensive explanation of the Statement Parameters screen, please refer to the user manual: Statement Parameters.

Send Payment Request

Payment Requests are sent to Patients and Debtors as a reminder that there are Payments Outstanding for services rendered at the Practice. GoodX uses Payment Links via SMS or Email to make the process of settling Outstanding Accounts simple, instant and secure.

• Click on the Send Payment Request button to send out a Payment Link to the Debtor. 

• The Payment Request Response pop-up will appear stating a Payment Link was sent to the Debtor. 

• Click on the Ok button to acknowledge the message and to Close the Payment Request Response pop-up. 

• For more information regarding what a Payment Link is and how the Payment Link works, please refer to the user manual: Send Payment Request WebApp.

Promise to Pay

Promise to Pay is an agreement between the Practice and the Debtor to pay any Outstanding Amounts on a specific date. The conditions regarding the payment will be determined by the Practice.

• Click on the Promise to Pay button if the Debtor has made a payment arrangement with the Practice that will be paid by a specific date.

• The Promise To Pay screen will open.

• For more information regarding how the Promise To Pay screen works, please refer to the user manual: Promise to Pay.

SMS

Allows the User to send SMS communications to the Debtor/Patient. 

• Click on the SMS button to send a custom SMS to the Debtor. 

• For more information on how to send an SMS, please refer to the user manual: Send an SMS.

Dial

The Dial Function allows a user to call the Patient from the GoodX Web the function is known as a VoIP Call. A VoIP Call (Voice over Internet Protocols) allows a User to make voice calls using an internet connection instead of a regular telephone phone line. 

• Click on the Dial button to access the Call Event - Workflow Event screen.

• For more information regarding VoIP Calls, please refer to the following user manual: Making a VoIP Call.

Email

Allows the User to send Electronic Mail to the Debtor/Patient. 

• Click on the Email button to send a custom email to the Debtor. 

• For more information on how to send an email, please refer to the user manual: Workflow Event Template: Send Email.
  

• Click on the Close button when the User is done making changes to the Debtor's account.