Billing to Debt Management (Web App)

Each Invoice line offers various actions that simplify the execution of multiple tasks for you. These actions may include Receipts, Journals, Credit Notes, and more.

• This user manual will consist of the following information:
• Invoice Lines
• Switch Response
• Actions
• Credit Notes

• This user manual will start on the Debtors screen.

• Select the Debtor for whom you wish to view the Account Details of, in order to process a transaction on the Invoice line.
  

• The Account Details sidebar will open.

• Click on the Account Details button.

• The Account Details screen will open.
  

• Select the Invoice to access the Actions on the Invoice line. 

• The Invoice Actions tabs will appear on the Invoice Lines screen.

Invoice Lines

Invoice Lines will show all the individual Invoice lines on the current Invoice that has been selected. Some Invoices might have only one line whereas other Invoices might have more than one, depending on what the Patient was treated for at the Practice. 

• Click on the Invoice Lines tab to view the individual Invoice Lines. 

• The following information will appear on the Invoice Lines screen:
  
• #: The number of the Invoice Line.
• Code: The Procedure Code which was billed for this particular Patient. 
• Description: The Description of the Procedure that was billed to the Patient. This field also contains the time the Billing was done. 
• Amount: The Amount of the Procedure that was billed. This is the amount billed for the individual line.
• Qty: The Amount of the particular Procedure code that was billed as a Patient might have received two or more sets of Sutures or Injections.
• Ledger: Will indicate to which Ledger the account was billed to and to which Ledger the Income will be assigned to.
• Details: Will contain the Details of the Date and Time when the Invoice was started and completed.
• GoodXSwitch Status: The Status of the Invoice's Switch after the Invoice has been switched.
• Outst.: The total Amount Outstanding on the Patient's account. 
• MA Outst.: The Amount Outstanding and payable by the Medical Aid. 
• Pat Outst.: The Amount Outstanding and payable by the Patient.
• Billing Group: The Billing Group which is used to do the Billing. Each Medical Aid have their own Billing Group as rates within Medical Aids differ.
• Authorisation: If a Patient needs an Authorisation number from their Medical Aid for a certain Procedure. 
• VAT: The amount of VAT charged on the Invoice.
• Price List: The Name of the Price List being used for Invoicing the Patient.
• PMB: (Prescribed Minimum Benefits) Indicates whether the condition that has been Invoiced is part of the Patient's PMB condition.

Switch Response

The Switch Response screen will display the present status of the Invoice once it has been transmitted to the Medical Aid.

• Click on the Switch Response tab to view the current Response and Status after the Invoice has been Switched.

Please Note: If the Invoice was not switched or has any switch details, the tab will contain no details.

• The following information will appear on the Switch Response screen:
• Status: The current Status of the Invoice after it has been sent to the Medical Aid. This Invoice has been Accepted by Switch.
• Claim Date: The Date and Time the Invoice was accepted or rejected by the Switch.
• Inv No.: The number of the Invoice that has been switched.
• #: Line number of the Invoice
• Code: Procedure code on the Invoice that was billed.
• Nappi: The Nappi Code of the Medication that has been included in the Invoice. This will only show if the Practice is a dispensing Practice and they dispense their own medication. 
• Description: The Description of the Procedure that was billed to the Patient. This field will also contains the time the Billing was done. 
• Status: The current Status of the Invoice after it has been sent to the Medical Aid. The Status in this field will correlate with the Status on the top left side of this screen.
• Auth No.: Authorisation number from the Patient's Medical Aid for a certain Procedure or Hospital stay.
• Amount Claimed: The Amount that has been claimed from the Medical Aid. 
• Amount Approved: The Approved amount that the Medical Aid is willing to pay.
• Amount Outst.: The Amount currently showing as Outstanding on this particular Invoice.

Actions

Provides a fast and easy way to Action several tasks relating to the specific Invoice.

• Click on the Actions tab to view all the Actions that are available to use.

• The following Actions are available on the Actions screen:
• Download Invoice: The Invoice can be Downloaded.
• View/Edit Invoice: The Invoice can be Viewed on the Invoice screen where the Invoice was created, therefore the Invoice can also be Edited.
• Email Invoice: The Invoice can be Emailed to the Patient. 
• SMS Invoice: A shortened version of the Invoice can be sent via SMS.
• Journal: Journals can be actioned.
• Credit Note: A Credit Note can be captured.
• For more information on how to do a Credit Note, please refer to the user manual: Invoice corrections: Credit Notes.
• Shift to Patient: The Amount on the Invoice can be Shifted to the Patient to ensure that the Patient make the payments and payment will not come from the Medical Aid.
• Shift to MA: The Amount on the Invoice can be Shifted to the Medical Aid if the Invoice was made out to the Patient instead of the Medical Aid.
• Receipt: A Receipt can be captured for this specific Invoice, eliminating Unlinked Receipts.
• For more information on how to do Receipts, please refer to the user manual: Patient Receipt.
• Switch Actions: The Switch Actions button will take you directly to the Switch Details screen, to assist with more information and actions that can be performed.
• Duplicate Invoice As is: The Invoice will be duplicated to a completely new Invoice. The Duplicate Invoice As Is is also a drop-up menu that gives the option to Duplicate the Invoice at the Current Billing Rates.

• Promise to Pay: The Promise to Pay button allows you to create a Promise to Pay.
• For more information about the Promise to Pay function, please refer to the user manual: Promise to Pay.
• Rejection Message: The Rejection Message function allows you to Edit Rejection messages on the Invoice.

Credit Notes

Credit Notes can be applied to Invoice Lines in cases where an Invoice was issued inaccurately or requires crediting for any specific reason.

• Click on the Credit Notes tab to view any Credit Notes that have been made on the current Invoice.

• The following information will be displayed on the Credit Notes screen:
• Credit Note No.: The Credit Note Number which displays on the Credit Note. 
• Transaction Date: The Date on which the Credit Note was generated.
• Capture Date: The Date and Time when the Credit Note was created.
• Reason: The Reason why the Credit Note was created. 
• User: The Person in the Practice who created the Credit Note.
• For more information on the Credit Note, please refer to the user manual: Invoice Corrections: Credit Notes.