Manage invoice is a new page added to our system. Now You can generate your PR invoices from this section.
Previously, the invoices were added from report by going to Reports>Print Reports>Financial> PR Invoice or PR Invoice Detailed. Anything in the system listed as PR Copay, PR Coins, PR Ded, etc. PR status' will then be able to be pulled onto this invoice. This invoice does not save, but is a quick and easy way to get them out!
Now we have added a new page under Billing: Manage Invoices. This feature is meant to replace the report invoicing and be a more efficient/effective way of managing and communicating with your patients and families!
Upon clicking on Manage Invoices you will be taken straight to Manage invoices, which since you have not created anything yet will have nothing to reflect at the moment.
There are 3 heads under Manage Invoices:
1. Process Invoice (button on the op right)
2. Manage Invoice
3. Conflicted Invoice (button on the top right)
1. Process Invoice
Use the filters to find the particular date range, client or funding source, you would like to create invoice for. Clicking on Filter will show you the data within that general range using any or none of the filters.
Note: The information that pulls into this screen is only patient responsibility status types given at the deposit stage (status: PR Ded, PR Copay, PR Coins, Patient Responsibility), all others will not reflect here as those are not fit to create an invoice from.
From here you have one goal: review the lines and select the particular lines you wish to create an invoice from. Once you have selected the lines you wish you will then run an action to generate that invoice.
The options currently are:
Send to Parent - will create the invoice and now be viewable in the parent portal
Send to Parent with PDF Download - will do the same as Send to Parent, but also download a PDF should you want to keep one for your files, present that physically to the parent, etc.
Send to Parent with Word Download - will do the same as Send to Parent, but also download a .doc should you want to keep one for your files, edit the invoice, present that physically to the parent, etc.
When one of these actions are run an email is sent to the email under file for the parent portal!
Once you run your action those lines that were selected will no longer be visible in Process Invoice because they are now combined into a specific invoice in Manage Invoice! Reminder to look out at the top right hand corner for your confirmation of execution:
2. Manage Invoices
Now if you navigate back to Manage Invoices using the button in the top right hand corner you will be able to see the invoice/invoices you created, with all of their particulars listed out:
Everything from client, date range, dedicated invoice number, the date the invoice was created, the total originally billed to insurance, the amount parent has paid so far, the amount insurance paid, the balance that is owed on the invoice, and finally the status of the invoice: Due
Other status that could be seen here might be Paid, Partially Paid, and Past Due (Your past due setting is indicated under Site Settings>Manage Site Properties under a new option "Invoice Due Days" 7, 15, 30 days).
After the invoice is created you have the following actions available to you as a manager of these invoices:
View transaction - this is the bigger one because it has particular action under it as well, to meet needs you might have with your invoices! Selecting view transaction will allow you to see the line by line breakdown of the invoice with all of the DOS, details, etc. Once that is now expanded you will have a new set of actions that you can run on some or all of those transactions these sub-actions currently include:
Rebill - will remove this transaction(s) from this invoice so it can be accessible again in process transactions, should you want to add it to another invoice or simply need to remove it from the current one.
Pay - will allow you as the manager of these invoices to apply payment on behalf of the family because you may have the client's card on file with the necessary documents and permissions to allow you to do that.
Adjust invoice - will allow you to select some or all lines that you do not want to charge the family for X reason. When you select this action the first thing that will pop up will be a "Payment Notes" screen. This will be the note you would like to explain the adjustment on and will appear in Billing>Mange Deposits under the notes for the deposit that is automatically created once the family does pay and the invoice finalizes.
Deduction - Enter the amount in the deduction column of the transaction then from action select deduction and click Ok. The deduction will be saved and balance amount will be deducted.
External Deposit - If you client has paid you via cash, check or a service outside of our preferred credit card vendor then you have the capability to indicate what has been paid so those lines/invoices can be marked as paid!
3. Conflicted Invoice