Invoice System Settings

These are some of the most important System Settings for Invoices.

• There may be others that you want to include as well.

Admin > System Settings Tab

1. General > Invoice - Activate Invoice Billing > Yes

• To use Invoices, this must be set to Yes even if you are only posting Invoice Payments.

2. Invoice

• BALFWMESSAGEINV equals Yes
• INCLBALFWCYCLE (On Demand Invoices)

• Yes: Include Balance Forward amounts forward.
• No and (...): Do not include Balance Forward amounts

• INCLBALFWNV

• Yes: Invoice Total includes Balance Forward amounts.
• No: Invoice Total includes Charges for the current Invoice only.
  

Statement Info Panel (for Invoices)

1. Enter a Description for the Invoice Profile.
2. Used For: Select Invoices

• Selecting Invoices adds the Invoice Options panel to the Modify Statement Profile screen.

3. One Statement Per: Leave as Guarantor.
4. Default Invoice: Select the checkbox if this is the Default Profile for Invoices.
5. Account Type Identifier: Leave as checked.
6. Number of Statements that should display transaction detail: Select 1 (MAX).

• On Invoices beyond this setting, the balance will be presented as Balance Forward.

7. Cycle Days: 10 is recommended.

• This is the number of Days between Invoices sent to Employers, which is determined by the creation date of the Invoice Batch.

Return Info Panel

8. Return Info: This is the return address for your Practice.

• The Patient Ledger Report also uses this information to print the Practice name and address on the report.

9. Remit Info: This is the address where the patient will remit the Payment. If this is the same as the Return Address, select the Copy Return Info checkbox.

• The first line of this Address is pulled to the Make Check Payable To field on the Statement.

Billing Office Info Panel

(On Statements printed locally, only Line 1 Hours, Phone, and Website will display.)

10. Enter the Billing Office Hours, Phone, Website, Fax, and Email.

Contact Info on Statement

This section allows you to control the billing office contact information that prints in the lower right corner of the Invoice.

11. Select your options from the drop-down.

• The output pulls the entries in the matching field in the Billing Office Info panel.
• The Free Text fields allow you to enter exactly what you want to print on the Invoice.
• Note: This info does not display on locally printed Invoices.

12. Format the Output.

Notifications Panel (Dunning Messages and Count)

If you do not have POPS, but you have a third party Patient/Payment Portal, the URL to that site can be added in the Dunning Messages. This will create a link to your portal for Patient Payments.

Notifications

Email, Text, and Voice Balance Notifications can be added here. Learn More: Balance Notifications

Dunning Messages and Count

The Dunning Message is the message that shows on the Invoice.

1. For Invoices, one message is usually sufficient.
   
2. Typically for Statements, three is the standard.
   

Add a Dunning Message

13. To add the first Dunning Message, enter the message to display on the Invoice.

• Hover over the Question Mark to display a sample Dunning Message.
• This message can be copied and pasted in the field.

14. For additional Dunning Messages, select the Add Dunning link.

15. Select No Dunning Limit to continue to send Invoices for Employer balances indefinitely.

• This is the best option for practices that do Occupational Health.
  
• Setting this to No Dunning Limit means that balances from previous Invoices will always be included as Balance Forwards on the current Invoice.
• If this option is not selected, the number of Dunning Messages created on this screen will determine the maximum times a balance will be billed without an adequate payment.
  

16. Clear Pre-Collections: This is selected by default and works in conjunction with the No Dunning Limit setting.

• Note that this setting is only relevant if the No Dunning Limit option is not selected.

17. Force to Paper option

• With any Dunning greater than 1, there is an option to Force the Invoice to Paper.
• Example: If a Patient has received two Electronic Invoices with no response, the third Statement can be forced to paper with the Force to Paper override.

18. Remove a Dunning Message by selecting the Remove Dunning link.

Invoice Options Panel

19. Upload Logo: Upload your Practice's logo to be printed on the Invoice.
20. Credit Card Box: Yes or No

• Credit Card Options: If you accept credit cards, it displays the credit cards that you allow and a space to enter the Credit Card number.

21. Show Labels: Yes or No

• Show the labels of the fields

22. Visa, MasterCard, Discover, and American Express: Yes or No

23. Show Last Payment: Yes or No
24. Repeat Patient Name: Yes or No
25. Address Font Size
26. Highlight Color: Select a color if desired.
27. Remit Payment Label: Example: Please make checks payable to (Your Practice).

Details

28. Total By: Select from the dropdown

• Patient: Organize the Invoice by Patients
• Procedure: Organize the Invoice by a summation of the Procedures.

29. Font Size: Select the font size for the details on the Invoice.
30. Include Diagnosis Code: Yes or No
31. Include Procedure Code: Yes or No
32. Select Save [F2] before exiting the screen.

Examples of Invoices with Balance Forward included/not included in the Totals

Balance Forward included in Total

Balance Forward not Included in Total

Learn More

Statement Profiles

Employers/Attorneys Library

Employers/Attorneys Dashboard

Invoicing: Add Employer/Attorney as Guarantor to Patient Dashboard