Transaction History of all Claims for a Patient

The Transaction History displays a complete history of all claims made for that patient.

1.      Locate the patient's record.

2.      Locate and click in the patient's panel.

Transaction History of all Claims for an Account Holder

1.      Access the Claiming, Banking, and Payments panel

2.      Access the History tab.

The Transaction History panel appears. Initially it is blank.

3.      Search for transactions either by Account Holder or Reference Number.

 

4.      Select to view Invoice/Receipt, Cheque, or EFT items.

5.      (optional) Tick the Show Adjustments check box to see all adjustments made on at item.

6.      (optional) Select a Status.

 

7.      (optional) Filter the list by entering a From and To date. These default to the 'earliest' and the 'latest'.

Additional Features for Account Holders

Claim Diary button, located in the Item Type column (if available). Clicking this button displays the Claim Diary.

Edit an item that is invoiced or in progress, by moving your mouse over the item, and clicking this button. When Adjust/Adjust Visit is selected, the fields for the visit become editable. o      This allows you to correct any mistakes made in the billing process, such as the wrong Medicare code charged. You can change the code and amount, select a service type, select a category for the adjustment, and provide a reason.   When Adjust Visit is selected, you select a category and enter a reason, and it applies to all invoices created in a single visit.

Refunds  

1.      Access the Claiming, Banking, and Payments panel

2.      Access the History tab.

The Transaction History panel appears. Initially it is blank.

3.      Search for transactions either by Account Holder or Reference Number.

4.      Select Receipts or All from the Status drop-down list in the Transaction History.

o      An Unallocated amount is displayed in a green box.

o      The amount that is due to the patient is also displayed in green in the Due column.

 

5.      Hover your mouse over the invoice, and click

6.      Select Refund from the drop-down that is displayed.

7.      Complete the refund.

o      The transaction type used by the patient is also used for the refund, such as a cash refund (shown in the example below).

•       For cash, EFTPOS, and HICAPS refunds, enter the refund amount (cannot be greater than the amount due to the patient), select a category, and provide a reason.

•       For credit card refunds, enter the amount (cannot be greater than the amount due to the patient), Date, Bank Transaction ID, and Total refund amount. Select a category, and provide a reason.

8.      Click  A Refund confirmation prompt is displayed.

 

9.      Click

o      A message indicates the receipt was refunded successfully in the system.

o      The refund is displayed in the Transaction History, along with user details, date and time, reason, and comments.

 

Write-Offs

If a patient did not pay their bill, a write-off can be performed.

1.      Access the Claiming, Banking, and Payments panel

2.      Access the History tab.

The Transaction History panel appears. Initially it is blank.

3.      Search for transactions either by Account Holder or Reference Number.

4.      Via the Status drop-down list, select All, Unpaid, or Unpaid & Unfinalised.  The unpaid amount due is displayed in red in the Due column.

o      Hover your mouse over the row you wish to edit, and then click . Select Write Off.

5.      Select a Category, and record a reason for the write-off.

6.      Click

o      A message indicates the invoice is written-off.

o      Tick the Show Adjustments check box in the Transaction History to display the details of the write-off.

Managing Draft Invoices

You can delete draft invoices that are no longer needed. A deleted (draft) invoice cannot be recovered and reused.

 

1.      Access the transaction history of the patient.

2.      Hover your mouse over the row you wish to edit, click , and then select Delete Draft Invoice.

3.      The Delete Draft Invoice window appears. Select a reason for deleting the draft.

4.      Enter additional information if desired. Click to delete the draft invoice.

o      Deleting a draft invoice also deletes related entries in the banking and reporting modules (where applicable).