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Invoicing and Payments

This section describes how to manage patient invoicing and payments within 4Geeks Health. This module streamlines the billing process, allowing you to generate invoices, track payments, and manage patient accounts.

Overview

The Invoicing and Payments functionality in 4Geeks Health provides tools for:

  • Generating Invoices: Creating invoices for services rendered to patients.
  • Tracking Payments: Recording payments received from patients and insurance companies.
  • Managing Patient Balances: Viewing outstanding balances and payment history.
  • Generating Reports: Creating reports on invoices, payments, and accounts receivable.

Accessing Invoicing and Payments

You can typically access this module in the following ways:

  1. From the Navigation Menu:

    • Look for an “Invoicing,” “Billing,” “Payments,” or similar option in the main navigation menu.
    • Click this option.

  2. From a Patient Record:

    • While viewing a patient’s record, there may be a section or tab for “Billing,” “Invoices,” “Payments,” or similar.
    • You may find buttons to create a new invoice or view existing invoices and payments.

  3. From an Outpatient Visit or Inpatient Encounter:

    • After completing a visit or encounter, there may be an option to generate an invoice directly from the encounter record.

Generating Invoices

Invoices are typically generated based on:

  • Completed Encounters: Outpatient visits, inpatient stays, consultations, and procedures.
  • Orders: Medication orders, lab orders, and procedure orders.
  • Fee Schedules: Pre-defined prices for services and items.

1. Initiate Invoice Creation

  • Navigate to the Invoicing section.
  • Click a “New Invoice,” “Create Invoice,” or similar button.
    • Alternatively, you may initiate invoice creation from a patient record or encounter.

2. Fill Out the Invoice Form

The invoice form will likely include:

  • Patient *: Select the patient from the patient list (this may be pre-filled if creating the invoice from the patient record or encounter). Mandatory.
  • Invoice Date *: The date the invoice is created. This may default to the current date. Mandatory.
  • Due Date: The date payment is due. This may be automatically calculated based on your organization’s payment terms.
  • Billing Address: The patient’s billing address (this may be pulled from the patient record).
  • Items/Services: A list of the services and items being billed. This may be automatically populated from the linked encounter or orders, and may include:
    • Description: A description of the service or item.
    • Code: The medical code (e.g., CPT, HCPCS, ICD-10) associated with the service.
    • Quantity: The number of units of the service or item.
    • Rate: The price per unit.
    • Amount: The total amount for the item (Quantity x Rate).
  • Subtotal: The sum of all item amounts.
  • Taxes: Any applicable taxes.
  • Discounts: Any applicable discounts.
  • Total Amount Due: The total amount the patient owes.
  • Notes: Any additional notes or instructions for the patient.
  • Payment Terms: Your organization’s payment terms (e.g., “Net 30 days”).

3. Save and Submit the Invoice

  • Review: Carefully review all invoice details for accuracy.
  • Save: Click the “Save,” “Create Invoice,” or similar button. This typically saves the invoice in a draft or pending status.
  • Submit/Send: You may need to take an additional step to submit or send the invoice to the patient. This may involve:
    • Clicking a “Submit,” “Send,” or similar button.
    • Printing the invoice.
    • Emailing the invoice to the patient.
    • Making the invoice available to the patient through the Patient Portal.

Tracking Payments

1. Recording Payments

  • Access: Navigate to the Invoicing/Payments section or the patient’s billing record.
  • New Payment: Click a “New Payment,” “Record Payment,” or similar button.
  • Payment Form: Fill out the payment form, which will likely include:
    • Patient *: Select the patient. Mandatory.
    • Payment Date *: The date the payment was received. Mandatory.
    • Payment Method *: Select the payment method (e.g., Cash, Check, Credit Card, Online Payment). Mandatory.
    • Amount Received *: Enter the amount of the payment. Mandatory.
    • Reference Number: (Optional) Enter a check number, transaction ID, or other reference number.
    • Invoice(s): Select the invoice(s) to which the payment should be applied. The system may automatically apply the payment to the oldest outstanding invoice.
    • Notes: Any additional notes about the payment.
  • Save: Save the payment record.

2. Partial Payments

  • If a patient makes a partial payment, the system should track the remaining balance due on the invoice.

3. Overpayments

  • If a patient overpays, the system should track the credit balance and allow you to apply it to future invoices or issue a refund.

Managing Patient Balances

  • Account Statements: You should be able to generate account statements for patients, showing their invoices, payments, and outstanding balances.
  • Aging Reports: The system may provide aging reports that show how long invoices have been outstanding (e.g., 0-30 days, 31-60 days, 61-90 days, over 90 days). This helps identify overdue accounts.

Reporting

The Invoicing and Payments module should provide reporting capabilities to:

  • Track Revenue: Generate reports on total revenue, revenue by service, revenue by provider, etc.
  • Analyze Payments: See payment trends, payment methods, and average payment times.
  • Manage Accounts Receivable: Identify outstanding invoices and track collection efforts.

Important Considerations

  • Accuracy: Ensure that all invoices and payments are recorded accurately.
  • Security: Protect sensitive financial information.
  • Payment Processing: If you accept online payments, ensure that your payment processing system is secure and compliant with relevant regulations (e.g., PCI DSS).
  • Integration: The Invoicing and Payments module should integrate with other parts.
  • Training: Provide adequate training to staff.
  • Compliance: Must be complaiant with all standards.

This documentation provides a comprehensive overview of managing invoicing and payments in 4Geeks Health. Remember to adapt any specific field names, button labels, or steps to match your organization’s customized configuration and specific workflows.