Private Billing Administration

The Private Billing Administration window allows the management of the invoices and associated transactions for privately billed services.

For an invoice following details are displayed:
  • Bill To - Indicates invoice is billed to which billing type.
  • Invoice No - Invoice number
  • Invoice Date
  • Payer Name - a different payer can be selected for the invoice using 'Add Payer' button. The 'Add Payer' button is disabled if the invoice is billed to a billing type of 'Organization'.
  • Payer Address
  • Patient Name - Patient full details can be accessed using 'View Patient Details' button.
  • Provider Name
  • Invoice Amount
  • Amount Paid
  • Balance Due - Invoice Amount minus Amount Paid plus any Write Off
o Invoice Status - Invoice status is displayed depending upon whether the invoice is generated for the service yet or the balance due or if the invoice has been voided. Following statuses can be attached to the invoice -
  • No Invoice - No invoice is generated yet. All the invoice related fields may appear to be blank if no information is recorded during service recording and the functionalities are disabled.
  • Paid - Invoice is fully paid.
  • Outstanding - Balance due for the Invoice.
  • Void - Invoice has been voided/canceled.

Payment

Allows the user to accept payment for an unaid or partially paid invoice. The Payment amount cannot be greater than the Balance Due amount. On accepting the payment the invoice status is updated accordingly and a transaction of type 'Payment' is inserted under Invoice Transaction History.

Payment cannot be accepted for a Paid or Void invoice.

Refund

Allows the user to refund any Amount Paid against the invoice. The Refund Amount cannot be greater than the Amount Paid. On refund the invoice status is updated accordingly and a transaction of type 'Refund' is inserted under Invoice Transaction History.

Write Off

Allows to write off any Balance Due amount. The write off amount cannot be greater than the balance due amount. On write off the invoice status is updated accordingly and a transaction of type 'Write Off' is inserted under Invoice Transaction History.

For write off, no Payer/ Receiver and Payment/Refund method is recorded.

Invoice Transactions

Invoice Transactions shows the list of all the transactions for the selected invoice. The invoice transactions are also displayed on the printed invoice.

View/Print Invoice

Allows to view and reprint the selected invoice using the selected Invoice template from Printer Assignments. If there is no invoice attached then the View/Print Invoice button is disabled.

Encounter

Allows to view the service encounter details for the selected invoice and allows editing only if there is no invoice attached.

Void Invoice

Void Invoice allows to cancel the invoice by recording the reason for void. Invoice cannot be voided if there is any Amount Paid (part or full) against the selected invoice. Amount Paid needs to be refunded before the invoice can be voided. And once voided the Balance Due is changed to $0.00.

Printing a void invoice will display 'VOID' watermark on the invoice.

Edit Invoice

Edit Invoice allows to edit the existing invoice by recording the reason for edit. Invoice cannot be edited if there is any Amount Paid (part or full) against the selected invoice and needs to be refunded before the invoice can be edited.

On invoice edit, the existing invoice is marked as Void and the Balance Due is changed to $0.00. Following that the Service Record window will open in editable state and pre-populated with the original Service Record details. Once details are saved or a new invoice is generated, a new record is inserted in Private Billing Administration.

Refresh

Refreshes Private Billing Administration window. Also windows gets refreshed automatically after an interval (30 secs).

Send Securely

Invoice document can be sent securely to a recipient who is linked to EPD through Argus. The Send Secure button is available when the Invoice document is printed. Please refer Secure Messaging for further details.