System Setting for the Invoice Functions

Add this System Setting to activate the Invoice functions.

• Admin > System Settings > General > Invoice

• INVOICE - ACTIVATE INVOICE BILLING

• Set to Yes if sending Invoices instead of, or in addition to Statements.

• This will activate all Invoicing features in the system, including creating Invoice batches and posting Invoice payments.

• Default (---) is No.
  

Other Invoice System Settings

Invoice Proofs

• Before using Invoices, an Invoice Service must be set up with the Statement Department.

• Let your Implementation Manager know that you will be using Invoices.

• Invoice Proofs must be sent to you and approved separately from the Statement Proofs.

Invoice Profiles

Set Up an Invoice Profile

System Invoices can be customized and produced in the System.

• Invoice Profiles: To generate Invoices, an Invoice Profile must be created, separate from the Statement Profiles.

• Invoice Profile setup is the same as the setup for Statement Profiles except for the exceptions below.

• When Invoice is selected on the Profile and when the System Setting is set to Yes, the Invoice Options panel is added to the Invoice Profile screen and can be used to customize the output on the Invoice.

• Completing the Invoice Options panel or making changes in the panel will be reflected on batches that are created afterwards.
• If a batch was processed before these changes, the Invoices will not reflect the changes.

Add Employers/Attorneys to the Library

The Employers/Attorneys must be set up in the Employers/Attorneys Library or from the Guarantors panel on the Patient Dashboard to facilitate Invoice production.

Add/Modify/Attach a TPA (Third Party Administrator)

TPAs can be added to the Employer in the Library.

• None: The Employer is not a TPA and has no TPAs associated with them.
• Is TPA: The Employer is a TPA.
• Has TPA: The Employer has associated TPAs.

• Selecting Has TPA opens another panel to add the TPAs.

Add the Employer/Attorney as the Guarantor on the Patient Dashboard

To produce an Invoice on a Patient for an Employer, the Employer must be added as the Guarantor on the Patient Dashboard.

When the Employer/Attorney is selected as the Guarantor on the Patient/Encounter Dashboard, it will auto-generate the Employer/Attorney as an Insurance Profile in the Active Policies panel.

• This sets the Insurance Profile as Patient not Responsible with an Invoice Statement or a HCFA Claim Form being sent to the Employer/Attorney.

Send an Invoice/Batch

• Invoices can be batched and uploaded the same as Statements Batches

• An On-Demand Invoice can be produced.
• Use the Job Scheduler to Batch Invoices.

Invoice Account Number

• Invoice Batch Number plus EM plus Employer ID Number

• 25EM1287

• 25 = Invoice Batch Number
• EM = Employer
• 1287 = Employer ID Number

HCFA Account Number

• Patient ID Number plus E plus Encounter number
• Example

• 43804E9210

• 43804 = Patient ID Number
• E = Encounter
• 9210 = Encounter Number

Statement/Invoice Management Dashboard

The Statement/Invoice Management Dashboard provides breakdowns of the batch counts, dollar values associated with the batches, and the status of the batches.

Invoice History

A list of all Invoices is viewable in the Invoice History panel on the Employer/Attorney Dashboard.

Invoice Corrections: Credit Memo

On the Invoice Batch Items screen, the Credit Memo button can be used to correct inaccurately invoiced Encounters.

Remove a Statement/Invoice from a Batch

Invoices can be removed from a Batch before uploading them.

Merge Duplicate Employers/Attorneys

The Ability to Merge Employers/Attorneys is located on the Admin screen.

Invoice Payment Posting

Create an Invoice Receipt and Post Invoice Payments

Send an Employer to Collections

To send an Employer to Collections, Employer Collections must be activated.

• Ask Support or your Implementation Manager to activate this feature.

Employer/Attorney Ledger

The Employer/Attorney Ledger can be used to provide more information than is on the Invoice.

Navigation Shortcuts

• STB: Open a specific Statement Batch: In the Navigation Box enter STB plus the Statement Batch number. Example STB 70.
• EM: Employer/Attorney Dashboard: In the Navigation Box enter EM plus the Employer/Attorney number: Example: EM1287 or EM 1287

View all Employees (Patients)

View all Employees (Patients) attached to this Employer/Attorney and Current Balances

• On the Employer/Attorney Dashboard, the Employees that are linked are listed in the Patients Linked to Employer panel.

Work A/R for Invoices

• Interactive Aging (IA) or Aging by Patient Report: Use the Filter Criteria Type, Invoice or setup a Reporting Group for the Employer/Attorney and filter by Reporting Group.

Sample Invoice

Learn More