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Config. Billing Module

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Config. Billing Module

Owned by Dragan Nedeljković (Deactivated)
Last updated: Nov 11, 2024 by Mhairi West
4 min read

Before using the Billing module, the following need to be reviewed to determine if hey are required, and if they are they should be configured:

Configuration - User Rights & access User Rights - Overview

You may wish to restrict or enable access to the Billing or Ledger Card tabs, and sub areas within them (see right) to particular users

  • Click System > User rights

  • Select no access for everyone

  • identify person or group and apply full access

  • You can apply user rights to the whole ‘Invoices’ section, or break it down to the sub-areas within

  • Repeat for the Finance section

(Encompasses Write-Off, Void, and Opening Balance functionality.)

 

Configuration - General Invoicing and Payment Options

Users can configure the following invoicing and payment options;

  • Invoice module activation

  • Default payment method

  • Invoice address, footer text etc.

  • Appointment billing

These settings are configured in the System>Options> Financial tab

For detailed information follow this link System Options - Financial Tab

Fill it in using this example as a guide

Configuration - Admin Personnel and Clinic Medical Staff

Ensure every staff member has unique initials in their Personnel file. For more information click here

How-to create new user accounts, including outside specialists & GPs

Configuration - GPs/Outside Specialists

The following fields should be filled in for GPs and Outside Specialists if your clinic requires this data for financial reporting purposes:

  • Provider number

  • Specialist code

  • MOH office code / PCT code

How-to create new user accounts, including outside specialists & GPs

Configuration - Insurances (Funding Sources)

Ensure that Insurers have been configured correctly. For how to add a new insurer to IDEAS follow this link Config. - adding Insurance Company/Health Authority

Configuration - Billing Codes (CPT codes)

Billing codes are typically required when insurers, including a governmental health authority, require specific codes for specific billing items, and/or the clinic wishes to track revenue by service.

Add these at File > System configuration > Lists > CPT Prices

Config. - CPT/Billing code

 

Configuration - Tax percentages

You can select a "tax code" when creating a new billable item in the Billing folder or configuring an item in "Drugs, Tests and Procedures."

These codes can be defined in File>System Configuration>Tax percentages.

  • To add a new Tax percentage click on ‘New’ or go to the last entry and click on the arrow down button on your keyboard.

 

 

In this e.g. there are 2 tax (rate) columns;

  • the first column has been given the name "GST" which, in Canada, is the Goods and Services tax

  • the second named "PST" for Provincial Sales Tax.

The Code column has codes that have been assigned to various combinations of rates that may be applicable at the clinic, depending on the item (in the Drugs, tests and procedures member) and the local taxation rules in effect.

 

Number of columns

This defines the number of tax rates possible.

The max. allowable value is 2

Tax name 1/Tax name 2

These are the names by which you want to refer to the tax rate.

Date column

Record here the date on which the tax rate in the row is to be effective.
It is possible that there can be several columns with the same Tax code, each with a different (effective) Date and rate(s) as tax regimes change.

Code column

Enter a code that will be used to relate to the combination of tax percentages to the right. It will be helpful to operators to make the code relevant. For instance the code "E" in the example above means "exempt", meaning that there is no tax on items coded with "E" as their tax code.

the rates to the right are both 0.00.

(Tax name 1) entry column

Enter the taxation rate for the tax defined by this column.

(Tax name 2) entry column (if applicable)

Enter the taxation rate for the tax defined by this column.

Configuration - Method of Payment (Surcharges for Credit Cards)

If your clinic charges patients for credit card surcharges, ensure they are configured correctly in the System Configuration:

  • Go to System configuration > Lists > Method of payment (payment).

  • Click New

  • Enter a value for Option (e.g. credit card name), UDF Code (user-defined code, if applicable) and Surcharge %. The following is an example of credit card surcharge configurations:

Configuration - Cryobilling

For detailed information on billing related to items stored in the cryomodule follow this link IDS5201 - Cryostorage Autobilling



 

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