Bookings to Discharge: Hospital Patient Administration

Receipts are made out towards payments that were received by the Practice. These payments can be from the Patient or the Medical Aid. 

The overview is a summary of all the options and features that are available on the Receipt screen.

• The contents of this user manual will consist of the following information:
• Receipt Information Section
• Invoice Information
• Capture Receipt Section
• Amounts
• Outstanding

• This user manual will start on the Case Management screen.

• Click on the Patient for whom you would like to create a Receipt for.

• The Case Management sidebar will open.

• For more information regarding the Case Management sidebar and an explanation for every option, please refer to the user manual: Case Management Screen Sidebar: Navigation and Use.
  
  
• Click on the Receipt button.

• The Capture Receipt screen will open.

Receipt Information Section

Data entered in the Receipt Information section plays a crucial role in allocating the payment. In this section, you can input the Payment Type, specify the Cash Ledger for allocation, enter the received Amount, and record Reference Numbers, among other details.

• Click on the Date field to select the desired Date from the Date Picker.

• Click on the Cash Ledger drop-down menu to select the Cash Ledger to which the payment will be posted to.

Please Note: The type of Ledger chosen should correspond to the Type of Payment and Type of Income Ledger set up. In some cases, Practices will assign all Cash, Credit Card and Debit Card payments to the Petty Cash Ledger, but this will differ from Practices.

• Click on the Payment Type drop-down menu to select the Type of Payment that was received. 

•  Click on the Comments field to add additional information or make a Note that relates to the Payment or Receipt.
  

• Click on the Reference Number field to add a Reference Number.

• Click on the Total field to enter the Amount that the Patient has paid.
  

• Unallocated: The Amount that has not yet been Allocated to the Patient/Medical Aid, once the Amount has been Allocated, the Amount will change to 0.00. The information in this field cannot be edited, as the system does the calculations automatically.

• Click on the Allocate to Patient Amount button, to Auto Allocate the Total Amount to the Patient.
  

Please Note: You will only be able to use this function if there is a surplus of Patient funds.

• Click on the Allocate to Medical Aid Amount button, to Auto Allocate the Total Amount to the Medical Aid.

Please Note: You will only be able to use this function if the Medical Aid made the payment through an ERA or Direct Payment.

• Click on the Clear Amounts button, to clear all Allocated Amounts. 
  

Please Note: This enables you to reallocate Amounts.

• Click on the Shift to Medical Aid button, to move the Outstanding Amount from the Patient to Medical Aid. 

• Click on the Shift to Patient button, to shift the Outstanding Amount from Medical Aid to the Patient.
  

Invoice Information

This refers to all the Details about the Receipt Transaction, the related Case Information, the Linked Invoice, and how the Received Payment is Allocated.

• An explanation will be given for each field:

• Case No: 252 SARAH MCCINTOSH: Refers to the Patient's Case Number, Name and Surname.
  
  

• Click on the Select an Invoice to Show... drop-down menu to Select the Invoice you wish to allocate the payment to.
  

• Click on the Show all Invoices button to display all the Invoices made for this Patient.

• Click on the Show settled Invoices button to display all the Invoices adjusted to zero.

Capture Receipt Section

The Capture Receipt section indicates all Invoices posted on the Debtor/Patient's account. Allocation of Amounts can be made in this section to Allocate the Amount directly to an Invoice.

• An explanation will be given for each field:
  
  

•  Invoice Number: An Identification Number that is automatically assigned by the system.
  
  

• Debtor Number: The Account Number that was automatically assigned to the Debtor when their file was created.
  
  

• Debtor: Name and Surname of the account holder.
  
  

• Description: The Description that was given to the specific Invoice.
  
  

Outstanding

• Patient: The Total Amount owed by the Patient to the Practice for a specific Invoice.
• Med. Aid: The Total Amount owed by the Medical Aid to the Practice for a specific Invoice.
• Total: The Sum of both the Patient and Medical Aid Outstanding Amounts that is outstanding for the selected Invoice.
  
  

Amounts

• Patient: The Amount that will be allocated towards the total owed by the Patient.
• Med. Aid: The Amount that will be allocated towards outstanding Medical Aid payments.
  
  

• Date: The Date on which the Invoice was posted will be displayed underneath the Invoice Number.

• Line No.: Invoices are broken up into individual Line Numbers, each Line Number represents a line on the Invoice. You are able to Allocate the Payment to each individual line with an Outstanding Amount.

• Code: Displays the Code that identifies the billable Item or Procedure.

• Description: A short explanation of the Procedure or Item linked to the Billing Code.
  
  

• For an explanation of these columns, please refer to the section in this user manual: Oustanding.
  

• For an explanation of these columns, please refer to the section in this user manual: Amounts.

• Click on the Post button to save the Receipt Transaction to the system.

• Click on the drop-up menu next to the Post button for more options.
  

• Click on the Post and Print button, in order for the Transaction to be Posted to the system and the Receipt to be Printed.