Managing your Clinic’s Invoice and Payments

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Invoicing and Payments

Invoicing and Payments refer to the payment transactions of clinics as well commissions and coverages. Users can Create, Read, and Update invoices, Create, Read, Update, and Delete coverages and commissions, view payment history, and print receipts. 

Steps to Manage Invoice

  1. To CRU an invoice:
    • Click the patient’s name.
    • User will be redirected to the invoice page. 
  1. To edit an invoice’s date created:
    • Click on the date field. 
    • Select desired date. 
    • The same can also be done for the invoice’s finalized date. 
  1. To edit the encounter’s tax complication:
    • Click on the field.
    • Select which tax complication is applicable. (Tax Inclusive or Tax Exclusive.)
  1. To enter an Official Receipt number:
    • Click on the O.R. Number text field. 
    • Enter the corresponding number. 
  1. To add more items on the invoice:
    • Click on the “Add Item” button 
    • An option to add a Service, Product, or Coupon Item will appear. 
  1. Once “Add a Service Item” is selected:
    • Click on the catalogue icon to choose a clinic service.
    • Once selected, the price will appear along with its tax.
    • Exempt the patient from paying the corresponding service tax. 
    • Click save to add to the invoice. 
  1. If a Product Item is selected:
    • Click on the catalogue icon to choose a product. 
    • Once selected the quantity and price will appear along with its tax. 
    • Exempt the patient from paying the corresponding product tax. 
    • Click save to add to the invoice. 
  1. If a Coupon Item is selected:
    1. Click on the field to search or enter the GC code. 
    2. Once typed in, the quantity and price will appear along with its tax. 
    3. Users have the option to exempt the patient from paying the corresponding tax. 
    4. Click save to add to the invoice. 
  1. Once a service or product is added, an option to use a coverage or a discount can be used by the user.
    •  To use a coverage:
      1. Click “Coverages” or “Discounts”.
  1. If user selects coverage, a prompt will appear for all of the HMO, government, and corporate company plans available for that service or product. 
  2. Select the proper insurer.
  3. Click “Apply” to add to invoice.
  • If user selects discount:
    • a prompt will appear for all the available discounts as well as a Promo Code. 
    • Click “Apply” to add to invoice. 
IMPORTANT NOTE: Staff commissions are added automatically once preset in the Administrative Module.
  1. To edit the staff commission in invoice:
    • Click “edit” found on the Commissions section
    • A prompt will appear showing the details of the Service/Product staff commission, its percentages per private transaction, HMO, and/or government. 
IMPORTANT NOTE: If the patient avails a procedure type of service with multiple sessions, users will have the ability to edit the number of procedure sessions. 
  1. To update the number of procedure sessions.
    • Click the edit button.
    • A prompt will appear showing the details of the procedure, namely the date performed and the staff in charge of the procedure. 
    • To add sessions done, click “Add Session”.
    • Enter necessary details, and then click “Save” to add to invoice and record. 
  1. Add invoice notes through the Notes text field provided
  2. To print invoice after adding invoice notes, click the Print button on the upper right corner of the page and then a print preview will appear. 

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  1. To edit payments individually, click on the edit button.
  2. Edit the payments made. 
  1.  To choose a payment method:
    • Click “Pay All”
    • Choose payment method 
    • A prompt will appear asking for the amount to be paid. 
    • Click “Pay” to save the payment transaction.
IMPORTANT NOTE: Users have the ability to accept staggered payments from the patients which will be duly recorded in the payment history as well as add noted about the payment made.
NOTE: Users can click the “Pay All” button which will sum the total bill of the items. After selecting the payment method, a prompt will appear asking for the payment amount which can also accept staggered payments.Click save to record in invoice. 
NOTE: All payments done can be seen when Payment History tab is clicked. 
  1. Click save and End Encounter once transaction is done.
  2. An invoice summary will appear. 
NOTE: This will automatically remove the patient’s name from the Encounters’ list, as well as record all the payments made in the Records section of the Billing module.

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Last Updated On November 05, 2019

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