Billing to Debt Management (Web App)

Why Use This Function:

The Invoice Details Panel provides a clear overview of the Patient and Debtor information linked to the current Invoice. Displaying demographic details, Medical Aid information, account balances, and Invoice history in one area supports accurate Patient selection, helps prevent duplicate or incorrect billing, and allows informed decisions when creating or updating an Invoice. Access to previous Invoice details also assists with consistent billing and efficient workflow during Invoice capture.

The Contents of This User Manual:

• Patient/Debtor Information
• Invoice History

• This user manual will start with the Debtor and Patient’s Demographic details, which will be displayed in the top left corner of the Invoice screen.

• For more information on navigating to the Invoice screen, please refer to the user manual: The Invoice Screen: Navigation and Use.

Patient/Debtor Information

The Debtor and Patient’s Demographic details will be displayed in the top left corner of the Invoice screen.

• Debtor Number (GPD161): The account number linked to the person who is responsible for the account.
• File Number (FN00000072): The Number that is associated with the account holder/Patient's hard copy file. 
• Debtor Name (MAGGIE KLEINHANS): The full name of the person responsible for the payment of the account.
• Contact Information (+27828457532): The telephone number of the person who is responsible for the account.
• Email Address(mk82@gmail.com): The email address of the person who is responsible for the account.
• Medical Aid (DISCOVERY FLEXICARE): The name of the Medical Aid company with whom the account holder is insured.
• Medical Aid Number (123456789): The Medical Aid membership number.
• Medical Aid Plan (FLEXICARE ACUTE): The specific plan or option of the Medical Aid.
• Account Outstanding (R3014,05): The total amount owed on the account by the Debtor.

💡Please Note: The information in the Debtor Information section is pulled from the Debtor and Patient's account and file details.

• Dependant Number (00): For Patients who have Medical Aid, this number will correspond to the Dependant number on the Medical Aid policy. 
• Name and Surname(MAGGIE KLEINHANS): The full name and surname of the Patient.
• Gender, Date of Birth and Age (1982-11-12 (43 years)): The medical gender, date (yyyy-mm-dd) when the Patient was born and the current age of the Patient.

💡Please Note: It is important to ensure that the correct Patient is selected when creating an Invoice. If the incorrect Patient is highlighted, the booking must be updated to the correct Patient. Accurate Patient information helps prevent billing errors, which could otherwise result in rejected claims and/or the need to issue a Credit Note. 

Invoice History

• Click on the Latest Invoices for this Patient panel.

• The panel will expand, showing the latest Invoices that have been posted for the Patient.
  

💡Please Note: The Invoice History will show the last 5 Invoices that have been posted to the Patient's account, to prevent duplicate Invoices. An error message will appear if there are two invoices on the same date.

• The information within the Latest Invoices for this Patient panel is divided into columns:

• Number (000000180): The Invoice Number of the previously posted Invoice for the specific Patient. 
• Date (2025-07-15): The Transaction Date of the previous Invoice.
• Diagnosis (E03.9;): The ICD-10 codes used on the previous Invoice.
• Codes (0190;0129): The Tariff Codes used to bill the Patient on the previously posted Invoice. 
• Total (R910,90): The Total Amount billed for the previous Invoice.
• Auth Nr: The Authorisation Number used on the previous invoice, if applicable.
• Service Centre (ROOMS - KAMERS): Where the previous appointment took place.
• Treating Prac (DR GP GROBELAAR): The details of the Practitioner who treated the Patient.
• Referring Prac: The details of the Referring Practitioner.
• Repeat Invoice Lines: Allows for the repeat of items from the previous Invoice.
• All: Repeats all the lines on the previous Invoice. 
• Click on the All button to add all the lines from the previous Invoice to the current Invoice.

• Selected: Allows you to repeat specific items from the previous Invoice.
• Click on the Selected button to add only certain lines from the previous Invoice to the current Invoice.

• The Selected Lines screen will open.

• Click on the Quantity field to edit the quantity of the medicine or material.

• Tick the corresponding checkboxes of the desired lines which you would like to add to the current Invoice.

• Click on the Ok button to add the selected line item to the current Invoice. The Selected Lines screen will close, and the item will be added to the Invoice.