Head – Billing
The Billing Module houses the payment transaction features in which users can produce invoices, reports, analytics, and expenses. Users of this module make sure that these transactions are not just properly documented but also well balanced and organized with reports and census. This module is important to ensure that these payment transactions go smoothly from clinic staff commissions to billing clinic services.
This module has three primary users namely Head – Billing, HMO Billing Staff, and Cashier. Each of these users has their own role and privileges to ensure the patient’s clinic journey. In this tutorial, we’ll discuss the head of the billing module, the one who oversees the whole of the clinic’s billing and collection department: Head – Billing.
Head – Billing
The head of the Billing can use the module without limitations. This also includes access to patient profiles for easy tracking of payments. Their job is to oversee the billing transactions and ensure the overall flow of the reports. Below is a matrix of their privileges.
CRUD = Create, Read, Update, Delete.
|Billing||Head – Billing|
|Payment Configurations||Manages Discount Types, Payment Methods, Tax Types, Sales Tax, Purchase Tax, Price List, Sales Price List, Purchase Price List||CRUD|
|Patient Encounters||Manages activities associated with patient encounters||CRUD|
|Invoices||Manages invoices created during encounters||CRUD|
|Payments||Manages invoice payments||CRUD|
|Clinic Services||Manages clinic services||CRUD|
|Expenses||Manages clinic expenses||CRUD|
|SOA Management||Manages statement of accounts of partners||CRUD|
|Billing Analytics||Manages billing analytics||RU|
|Billing Reports||Manages billing reports||CRUD|
|Physical Medical Exam||CRUD|
Payment Configurations and Clinic Services
These payment configurations and clinic services refer to the Administrative module’s Billing settings namely Discount Types, Payment Methods, Tax Types, Sales Tax, Purchase Tax, Price List, Sales Price List, Purchase Price List. In order to access these, go to Settings > Billing/POS.
To add a payment method, simply click the “+” button and then a prompt will appear asking for the name of the payment method, payment type, and its description. After filling out the details, click save to finalize and add the payment method to the system’s billing processes. Users can also import payment methods by clicking the import icon and then downloading the Excel file template. Fill out the necessary details, and then upload the file back to the system. Once successfully uploaded, users can now find the payment methods in the system.
For tax types, click the “+” button and then a prompt will appear asking for name, code, and value in percentage. Click save to finalize.
Similar to payment methods, to import a list of tax types, click the import icon and then download the Excel file template. Fill out the necessary details, and then upload the file back to the system. Once successfully uploaded, users can now find the tax types in the system.
To add a new withholding tax, click the “+” button and then the page with automatically scroll down to the fields wherein users can add the staff name and their corresponding withholding tax. Click the “add” button to finalize the withholding tax.
To add a discount type, click the “+” button and then a prompt will appear to input the discount details such as code, name, discount in either percentage or in amount, and the billing item type. After selecting the billing item type, more options will appear as the user selects which product or service is the discount for. Click save to finalize.
To edit a discount type, click the edit icon for a prompt to appear wherein users can edit the discount details. Meanwhile, to delete a discount type, simply click the delete icon and then a prompt will appear to confirm the action.
To add a new service, click the “+” button and then a prompt will appear asking for the service type, service name, amount, details, tax, government insurance plans, HMO plans, company plans, staff commissions, and supplies used.
In order to add promo, similar to adding a service, click the “+” button and then a prompt will appear asking for the promo type, the date/s when the promo will be available of use, the purchased item or service, and its corresponding reward item or service. After selecting the prior details, the user will be asked to indicate the count of purchased item and its corresponding reward item count. Click the save button to add to the list.
In order to add a gift certificate for credit, click the “+” button and then a prompt will appear asking for the name, credit amount, application type and its corresponding product or service. The user now has the ability to make the gift certificate available in all clinic branches by ticking or unticking the availability box and make it sellable which, when enabled will ask the user to indicate the selling price of the gift certificate.
After inputting all those, user will now determine the amount of codes to be generated by the system by clicking the button “generate”. After generating a specific amount of gc codes, users can go to edit by clicking the edit icon and then a prompt will appear showing the codes that have been generated by the system. User can either generate more codes by clicking the generate button, or print the existing codes by clicking the print button.
To add a gift certificate for discounts, similar to credit, click the “+” button and then a prompt will appear asking for the name, discount percentage, its availability in clinic branches and its billing item type. After setting the billing item type, an additional option will appear which will either be services list or product list. User will now select the corresponding products or services to be included in the gift certificate After inputting all those, user will determine the amount of codes to be generated by the system by clicking the button “generate”.
After generating a specific amount of gc codes, users can go to edit by clicking the edit icon and then a prompt will appear showing the codes that have been generated by the system. User can either generate more codes by clicking the generate button, or print the existing codes by clicking the print button.
Patient encounters pertain to the list of active patients inside the clinic. Once Encounters is accessed, users will see active patients inside the clinic with their corresponding balance and status, as well as their current queue.
This is where users can record the payments that they received from the patients for the services they availed. Users can update the invoice’s OR number, services that the patient availed as well as its corresponding price, discount, or coverages, add notes for the invoice, determine the tax complication, staff commissions, etc. Users can also print these.
The system also has a way of tracking the payments made by a specific patient. This includes the different payment methods and accommodating staggered payments.
To record a payment, click the “Add Payment” button to choose a payment method. A prompt will appear asking for the amount to be paid. 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. Click “Pay” to save the payment transaction.
Simply scroll down the Invoice page to go to Payments and click the payment history to view the history per patient.
Users of the Billing Module can create an SOA transaction through Billing > Reports > AR Reports wherein it shows the list of all transactions linked to a clinic partner.
Users can produce a Statement of Accounts report by clicking the “Add SOA” button found on the upper right corner and then the user will be redirected to the New SOA page.
There, users need to fill out necessary details such as Account Type, Period Covered, External SOA no., LOA no., Payment Terms, Date Received, and Aging Days. To select which SOA transactions to include, simply tick the checkbox next to the patient’s name or search for the patient’s name through the search bar and then tick the box. These SOA’s can also be printed.
The expenses pertain to the clinic’s costs. To add an expense, simply click the “+” button and then a prompt will appear asking for the amount, expense type, the date of the expense completion and the reason for the expense. Click save to add the expenses to the list and record.
These analytics can be found in the clinic dashboard and includes analytics vital to determine the clinic’s earnings.
This feature includes Total Sales, Daily Census, Doctor Billings, Government Billings, HMO Billings, Company Billings, and Billing Adjustments wherein users can view and produce reports for each of them respectively.
The first report that users will see is the Total Sales. This is where a summary of all the clinic transactions can be found composed of sales, expenses, number of patients, and total amount of payments per payment method. Users can filter the view by clicking the date field found on the upper left corner of the page.
When scrolled down, the users will find a list of the total transactions made per patient. The search bar on the upper right corner of the section will help the users in specifying the transactions made per patient.
Next is the Daily Census in which shows a summary or census of all the transactions per chosen date range. Users can also export a copy of this report through a CSV or XLSLX format by clicking the export button on the upper right corner of the page.
In the Doctor Billings, users can view the list of patient encounters, the service/product and their corresponding staff, the withholding tax, total share, disbursed, balance, and total of each of the payment transactions.
They can also choose which transactions are to be disbursed by ticking the respective boxes. Click “Mark as Paid” button when done selecting and then a prompt will appear to confirm the disbursement of commissions. To have a copy of the Doctor Billings report, click the export button found on the upper right corner of the page and then select which format the report is to be exported in.
In Government Billings, users can view the total list of transactions which used a government issued insurance which is also viewable per date range and per government insurance. To export the report, click the export button found on the upper right corner of the page and then select which format the report is to be exported in.
Users can view the list of patient encounters, the diagnosis, service/product and their corresponding staff, the payment type, and amount paid for each of the transactions. This is viewable per date range and per chosen HMO. Just click on the date field and then select desired date and click on the FIlter HMO bar to select specific HMO Billing transactions. Click the export button found on the upper right corner of the page to download a copy of the report.
In Company Billings, users can choose which Company Billing to view per chosen date range and per corporate partner. Click the export button found on the upper right corner of the page to download a copy of the report.
Billing Adjustment shows the voided and returned services/products per patient encounter. This includes details on the OR number, Patient Name, Clinic Staff, Diagnosis, Service/Product, Payment Type, Clinic Share, Doctor Share, its total and paid total. Click the export button found on the upper right corner of the page to download a copy of the report.