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1. invoices by period pressing the period label will give you options person responsible status or by debtor This can be done on a pivot table to do cube analysis e You can select the invoices and with a right click of the mouse you can edit their status all at once for example to set all old invoices which are unlikely to be paid to a cancelled status e You can view total amount invoiced and paid e You can select from the 4 daily analysis options expand this section o Today s bills this will show you total invoices receipts outstanding for the day by patient 2147 ZIR lt HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd o Today statistics you can do statistics for the day such as paid by dragging the column headers to the report See screen shot below Ka Q Billing queries Billing queries Today s statistics amp we Fy PW Period Responsible Amount Status Balance Debtor 14 01 2011 14 01 2011 fevers peren ee x Todays bi Ina Today s statistics Payment Type Cash 2 Drop Column Fields Here Open bills Total invoiced 50 00 Total paid 100 00 Difference 50 00 Records 2 o You can get a breakdown by payment type o There are also 2 general analysis options Allowing you to query all open bills or invoices with outstanding balances Daily analysis x tiv EL General analysis Today s statistics
2. ved cach bil a a separate Invoice transaction Conven b l in the appropiate Varsactor ien tthe end of the transaction with the same dat the seme doctor Delat a torts appled Print Protected Export Protected od Tre sekan anvet the bils inckuded in the period below you can adjust the perod tone re Corry Pe ded Pesod stat 01 03 2010 Penod end o1 03 2010 Ressources The wiza d wil convert the b s from the selected re You can inchade or exclude some ressource using tl the et bel sow Del id bills after the conversion not necessary Snr the convert The conversion should only be done once Approximate conversion speed on a standalone non networked machine 2137 ZIR lt HEALTH e Option 1 10000 records 3 mins e Option 2 10000 records 15 mins e Option 3 10 000 records 1 hour Scenarios There are 3 scenarios for billing 1 The Dr generated the invoice and validates the transaction this is the best method as the receptionist will be able to save the invoice transaction into the consultation transaction 2 The Dr validates the consultation without doing creating an invoice this is ok too as the receptionist will have a consultation transaction to place the invoice into 3 The Dr does not validate the consultation In this case the receptionist can record the invoice as a separate transaction or wait until the Dr validates the transaction before adding the billing item
3. 5 s 4 17 18 19 20 21 22 23 s 24 25 26 27 28 29 30 s 123456 Today Leahy Jordan Saoiunossay sjezaa Bene TE ERA 4 Booked Present E espek me Completed pE Did Not Attend Tie Cancelled B Toolate Whiteboard 1470142011 eau men oy Q List of invoices for Leahy Jordan _ m Sa ae Pas 4 01 2011 review 0 00 Dr Admin Admin Leahy Jordan Total invoiced 25 00 HELIX 213 aa u Billing Queries To query your billing you can press the following button which can be found on the main toolbar or on the billing tab of a patient or the analysis menu The following screen will be displayed where you will automatically see today s bills ez Q Billing queries a l 2 a Biling queries All open bills 22 Ez Ei E FT Period Responsible Amount Status Balance Debtor aoran z poran z iom E BillDate Name FirstName Responsible Status Description Amount TotalPaid PaidDate Balance Debtor _Name gt 13 10 2010 Test Test Dr Admin Admit 4j consultation 50 100 00 Test Test 12 01 2011 Test Test Dr Admin Admit a consultation 50 100 00 Test Test Today s bill Today s statistics Payment Type Cash Open bills List Cube Total invoiced 100 00 Total paid 0 00 Difference 100 00 Records 2 From the billing queries screen you can e Query
4. Billing The Billing feature of HEALTHone allows charges for services products in the practice to levied against patients and payments recorded Patient Invoices and receipts can be printed along with reports which reflect the current state of the practice accounts Billing Items HEALTHone considers each individual charge in a practice as a billing item When a patient receives medical services and or products these are charged by inserting the relevant billing item with a record of its cost payment and receipt status into the patients file Reports There is a new billing queries module which will allow you to access all of your accounts data You can easily see your daily accounts and general accounts and there is also a facility to do cube analysis for doing various comparisons The queries module is discussed in more detail below The population analysis has a number of reports under the billing heading however these reports will now only work on the old billing data They will not work with version 7 1 billing These produce figures in detailed and summary form on a patient doctor or debtor basis HELIX 207 HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd Family Billing The easiest way to bill a family is to post sibling and spouse charges to the head of family patient account entering a relevant comment describing the charge reason To create a family you need to add a unique fam
5. Doctor and Debtor Year end adjustment Cube Analyses Diseases Drugs Drugs Cost Dispensed Family Lists of patients Miscellaneous Active and inactive patients _Execute Close From this screen you can run the report on your old billing data by date range last x number of days output the report to excel or print the report 2167 HEALTH Bill Items by Type ji G Execute Export Preview Information gt gt a Query By Date Range Last days Balance Filter Date Range Begin Date 12 01 2011 35 All Balances C Last Days End Date 12 01 2011 15 C Non zero Balances Balances bove 0 00 EUF Billing Conversion When you open the billing tab on version 7 1 you will now see an option to switch to the new billing module Press this button and you will be given information convert amp switch options zaction Billing 0 00 Action plan ppo gl TW S Notfitered Switch to the new billing module Description NAMI Content Guantity Cost Lo Switch to the new billing module This wizard will help you to switch to the new HEALTH one billing system A new billing system is available Please select what you want to do Display some information about the new billing system User manual Switch Switch to the new billing module If needed you can switch back to the existing m
6. Payment Type Cash All open bills Open bills Balance gt 0 e You can also print carry out a mail merge to send invoices outstanding balance letters to patients or export the list to excel Ne fai Pressing F8 will allow you to look at old billing module for a selected patient in the billing queries module HELIX 215 aa li n Billing reports To access the billing reports press the i population analysis button on the main tool bar These will only work with old billing data they will not work on new billing module The population analysis screen will be displayed allowing you to chose any of the reports listed in the billing section which you can then press execute to view by date range or last number of days You then press this button gt to run the report see screen shots below Population Analysis Template Analyses Database Analyses Standard Analyses Bill tems By Doctor and Type Bill tems by Type Bills By Debtor Using Basic Templates TXT Bills By Debtor Using Formatted Templates R TF Costs amp Payments by Date Costs amp Payments by Debtor and Patient Costs amp Payments by Debtor Patient and Doctor Costs amp Payments by Doctor Debtor and Patient Costs amp Payments by Patient Doctor and Debtor Totals By Debtor and Patient Totals By Debtor Patient and Doctor Totals By Debtor Patient and GMS Type Totals By Doctor Debtor and Patient Totals By Patient
7. a code description and amount and click off the line to save it as seen in the example below code 04 Experts report 60 9 Configure Billing items Configure the list of billing items you see in the editor La Description Amount Experts report consultation review Blood test Repeat the process until you have a cost entered for each of the services you provide in your practice To set a default billing item select the item and press HELIX 209 HEALTH Add an invoice hotkey Shift F9 To add an invoice press the add invoice button i The following screen will be displayed G Invoice editor iii Date 12 01 2011 v Responsible Dr Admin Admin Invoiced X amp Code or Alias Description Price EDL Total 0 00 Debtor Status Patient Open v C Family Company Protection MV Printing Export Confidential Comment Payment P A x Date Type Paid amount Comment gt Create invoice in the current transaction in a new invoice transaction Print a receipt Lx Cancel The date will default to today but can be changed using the dropdown box at the top of the invoice screen The person who is responsible for generating the invoice will default to the Dr the appointment was booked for but can be changed if a different user carried out the consultation Date 127017201 Responsible Dr Adm
8. family member e Putting an after the family number indicates the head of family e All patients under 18 will default to family Billing to debtors e You can use the debtors search to add the invoice to a 3 party such as an insurance company 2207 ZIR lt mi A l li n Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd Own Notes HELIX 221 aa li n
9. ily number to each family members chart an asterisk placed before the number will indicate the head of the family Debtors The Debtors function is designed as an enhancement to the reporting system allowing individual patient charges to be assigned to a third party such as a health insurance company or individual company for occupational health The Billing module New billing screen explained Medical transaction Billing 50 00 Action plan Appointment JF AXI FS Filter Allbills Balance 50 00 4 ae 2 13 10 2010 consultation F Add a new invoice Make a payment N Edit an invoice x Delete an invoice a Cancel an invoice Add a new billing type act cost or debtor 2 Refresh the screen Access the billing queries module This button is also available on the main toolbar Filter All bills Filter invoices by open closed cancelled or all bills Balance 50 00 This will show you the balance on the patients account 2037 a HEALTH Adding Billing Items Before you can bill a patient you must add the services you provide or billing items To do this press the Add new cost button The following screen will be displayed TA Q Configure Billing items Configure the list of billing items you see in the editor A Code Description Amount 50 gt consultation __j 02 review 25 0 Blood test 40 Press the button to add a new billing items Enter
10. in Admin Using the drop down arrows in the invoiced section of the above screen select the billing items to bill the patient for you can select the billing items by code or description You can have up to 3 items per invoice You can set whether the focus will be on the code or description in your configurations 2107 HEALTH The total amount due on the invoice will increase with each billing item added You can then choose whether the patient themselves will be paying the bill or a search for a family member patient search or company who will be paying in the debtors section of the invoice screen You can add comments to the invoice which can be on the print out In the payments section of the invoice screen you can select a method of payment to clear the balance on the invoice The payment methods include 4 cash F4 Cheque F5 or Credit card F6 You can edit the amount paid for cases of partial payment The status on the invoice screen will indicate whether the invoice is open closed paid or canceled Status status E Open h Then choose to save the invoice in a separate transaction which will save the invoice in an invoice transaction this will result in extra transactions on your patients HCR Or save it to the current transaction which will save the invoice into the consultation transaction if it has been validated Press OK to save HELIX 211 HEALTH Add a receipt at a later
11. odule in the option tab Close Do nothing and decide later to use the new billing system Pressing the convert button will allow you to convert your old billing items to the new billing module Warning once converted you will not be able to convert back it is a good idea to take a back up before you convert in case you wish to revert You will HELIX 217 HEALTH not be able to convert any invoices created on the new version back to the old version When you press the convert button you will be given 3 options e Option 1 Conversion in a unique invoice transaction will convert your invoiced to the new billing module an place all the old invoices in a single invoice transaction Your new reports will work on the old data as it has been converted e Option 2 Convert each bill in a separate invoice transaction will place each old invoice in a separate invoice transaction e Option 3 will convert the invoices into the most appropriate transaction i e if there was a consultation it will put the invoice in there if not it will create a new transaction This method will increase the conversion time rama Conversion from the old billing module lem ty This d wili help you to Camat Pour oiana Mng dan into the new s HEAL TH one biling ay t the dat Ht unick unnessaty parts r Number of b s found in the old system 4 IV Debtors D M Cost homs 2 n in a ungue Invoice transaction
12. s Excluding Users from creating own bills This will prevent a scenario whereby at the end of the year the secretary has a number of bills receipts assigned to her as the responsible person To do this go to user editor select user and put a 1 in the billing denied grid HELIX 219 HEALTH Manual Copyright 2011Helix Health Ltd WR User editor lt 7 Fee F Capon xj File Tools About Profiles Structure Role Users User Dr Mary Knightly in Physician Johnssource Johnssource Information JA i idi Administrator Johnssource sci rights eka dates amp Physician Johnssource ke D John Smith ji t8n Dr Mary Knightly Allfields view e Locum Identification card Identifier Passport Identifier Date of discharge Identifier Date off work Identifier Language Identifier Service code Professional registr ontractual arangi Prescriber ID E Code IBAN Code BIC Login name Login Login password Login Last legal structure Login Medical speciality Login User language Dr Admin Admin JohnSOURC E wee TAR n i o M _ _ Billing to families e To bill the amount to another patient press the search button in the invoice screen and choose a patient who will pay the bill from the database e To create a family place the same family number into the demographics administrative chapter of each
13. time You can add a receipt to pay off an invoice at a later stage by selecting the unpaid invoice from the list and pressing the payment button on the main billing tab The following screen will be displayed Payment editor Type of payment Date 12 01 2011 4P Cash A Cheque Credit card Amount 50 M Other Comment x om From the above screen you can change the amount which will default to the billing amount you can also change the payment date which will default to today You can select the payment type record comments When you select the options you require press OK to make the payment If you enter in an amount for example 200 as a payment Health One will clear the most recent invoices first rather than the old invoices 2127 HEALTH Health One Version 7 1 User Manual Copyright 2011Helix Health Ltd Adding a payment from the calendar There is now an option to view the patients account balance and manage their invoices from the calendar To manage the a invoices press You will then be able to view query add and pay Invoices d Selector E Appointment 4Action plan EH Day S Week 7 Full week i Month List Waiting Room E p 2 J00 a 4 14 January 2011 Dr Admin Admin 14 Januar Q EZ lt m Ed o R b 4 January2011 MTWTFSS 7 28 29 30 31 1 2 3 o 12 131

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