Invoice System Settings

Invoice System Settings

Activate Invoices 

A System Setting must be added to use Invoices.

  • 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.


Invoice System Settings

Admin > System Settings > Invoice


BALFWMESSAGEINV

- SHOW "BALANCE FORWARD FOR INVOICE(S): 123EM45, 23EM45" AS THE "PROCEDURE DESCRIPTION"

  • No and (---): Do not add the Balance forward message
  • Yes: Adds Message Showing Invoice Numbers.
  • This setting will add a message showing the Balance Forward with Invoice numbers as the Procedure Description.
  • Example: "Balance Forward for Invoice(s): 123EM45, 23EM45"
  • The total due is the total amount of the Balance Forward.
  • First, Go to the Invoice Statement Profile:
  • Activate Balance Forward first by selecting 1 (MAX) for the Number of Statements that should display transaction detail.

DEFAULTINVOICESTATEMENTCOUNTFILTER

- PAYMENT APPLICATION FILTER CRITERIA FOR STATEMENT COUNT >/= IS SET TO 1, ON THE POST PATIENT & COLLECTION PAYMENTS. DEFAULT FOR BILLED ENCOUNTERS

  • No and (---): Show all Encounters when posting an Invoice Payment. Even if they have not yet been billed.
  • Yes: Only show Encounters that have been billed.
  • Only Post to Encounters that have been billed on an Invoice.
  • The Payment Application Filter Criteria is Statement Count >=1, on the Post Patient & Collection Payments.
  • This will prevent the display of Encounters that have never been billed.

EMPLOYERDEFAULT

- FOR INVOICING EMPLOYERS AND/OR ATTORNEYS USING THE INVOICE SETUP, DIRECT TO EMPLOYER BILLING. SET THE EMPLOYER PROFILE AS THE DEFAULT WHEN IT IS ADDED AS THE GUARANTOR.

  • When a new Employer profile is created from the Add Guarantor screen, should that profile be flagged as the default Responsible Party for that Patient when Invoicing Employers/Attorneys?
  • No and (---): Do not set Profile as Default
  • Yes: Set the new Employer Profile as Default

INCLBALFWCYCLE

- ADDING THIS SETTING WILL INCLUDE BALANCE FORWARD AMOUNTS WHEN INVOICES ARE RUN ON-DEMAND

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

INCLBALFWINV

- CALCULATE BALANCE FORWARD IN THE TOTAL PRINTED ON THE INVOICE

  • No and (---): Do not show previous balance due amount in the Total Due.
  • Yes: Include the Balance Forward amount in the Total Due.


INVOICECUSTOMFIELD

- SENDS THE VALUE AS IF IT WERE A PATIENT

  • This setting will send an Employer Custom Name and the field Value on the Invoice.
  • Contact Support for help with the setup (They will provide the field name value needed.).
  • Example: This could be used to send a PO Number on Invoices.
  • Format > EN|patient_name|Custom field name Value

LINEORDER

- CHANGE ORDER OF LINES ON INVOICE - DEFAULT IS BY PATIENT/DOS

  • Patient, DOS and (---): Sorts the Invoice by Patient and sub-sorts by DOS.
  • DOS, Patient: Sorts the Invoice by DOS and sub-sorts by Patient.

NOEMPLOYERUPDATE

- WHEN CREATING EMPLOYERS THROUGH THE INTERFACE, PREVENT STAFF FROM ADDING EMPLOYERS/ATTORNEYS MANUALLY

  • No and (---): Allow users to also manually add Employers/Attorneys.
  • Yes: Do not allow users to add Employers/Attorneys manually.
  • This setting will prevent users from creating Employers/Attorneys manually when they are being created automatically through a System Integration.

ONDEMANDINCYCLE

- INCLUDE RECENT ON-DEMAND INVOICES ON CYCLE BATCH

  • No and (---): Exclude recent On-Demand Invoices in the next Cycle Batch.
  • Yes: Include recent On-Demand Invoices in the next Cycle Batch.



PRINTDOB

- PRINT DOB ON INVOICES

This setting will add the Date of Birth (DOB) to the Invoice

  • No and (---): Do not include the DOB on the Invoice
  • Yes: Add the DOB on the Invoice

SENDZERO

- SEND $0.00 ENCOUNTERS ON AN INVOICE

No and (---): (Default) Do not send if an Encounter total net is zero

Yes: Send an Encounter if the total net is zero.

  • This setting works in conjunction with the System Setting, LINEBAL, found under the Statements category and must be set to All.

SHOWBALANCEFORWARDINVOICEIDS

- REQUEST FOR BALANCE FWD LINE ON INVOICE TO INCLUDE THE PREVIOUS INVOICE NUMBER

  • No and (---): Do not include the Previous Invoice Number.
  • Yes: Include the Previous Invoice Number on the Balance Forward line of the Invoice.

SHOWDECIMALUNITS

- SHOW DECIMAL PLACES FOR INVOICE UNITS

  • Determines how decimals are displayed on locally generated/printed Invoices.
  • No and (---): Do not show decimals for Units on locally generated/printed Invoices.
  • The Units will round to the nearest whole number.
  • Yes: Show decimals for all Units on locally generated/printed Invoices.

SHOWINVOICEESCROW

- SHOW ESCROW ON INVOICES

  • No and (---): Do not display Escrow on Invoices.
  • Yes: Display Escrow balances on Invoices
  • This setting will add a line on Invoices to display Escrow (money paid but not allocated to a specific Encounter/Charge).
  • The line will display the Invoice Number for each Receipt that has Escrow and is attached to a specific Invoice. 
  • For Escrow not attached to a specific Invoice, the line amount will display as a Total.
  • This setting does NOT apply to Third Party Administrators (TPAs).

SHOWTPAESCROW

- SHOW TPA ESCROW

  • No and (---): Do not show TPA escrow
  • Yes: Display TPA Escrow on the Invoice

TPASTATEMENTSPLIT

- ADDS "TPA" DROPDOWN FOR NONE/IS TPA/HAS TPA WHEN AN EMPLOYER/ATTORNEY IS SET TO BILLABLE

  • No and (---): Do not add TPA features.
  • Yes: Activate the TPA features.
  • This setting activates the Invoicing features and adds more options to the Employer screen.
  • When the Employer Type is set to Billable, drop-down TPA options are available for:
  • None: There is no TPA for this Employer.
  • Is TPA: This Employer is a TPA.
  • Has TPA: This Employer uses a TPA (for everything or for specific Procedures.

USENEWINVOICE

- USE SYSTEM INVOICE

  • Yes: (Recommended) Use system-generated Invoices.
  • Activates this setting to generate and print/deliver your Invoices locally.
  • This adds the Invoice Options panel on the Statement Profile screen.
  • Learn More
  • No and (---): Do not use the System-generated Invoice.
  • All new Invoices need to be uploaded for them to be printed and mailed for you.

Learn More

System Settings Overview