MellowoodMedical Online Help
IDS5201 - Cryostorage Autobilling
- Ryad Tally
- Mhairi West
- Chris Pollard
The Cryogenic Billing form allows users to batch process items for cryogenic billing in one interface; users can consolidate all pending cryo billable items in one list and process them. The Cryogenic Billing form allows users to:
Generate billable items
Select items for invoice creation
Generate a batch of invoices
Run a report for each selected invoice of a given batch
Review previously-generated invoice batches
Only items which have an invoicing option selected in the Freeze properties section will be available to the Cryogenic Billing Module - for information on how to do this click here CRYOBILLING - Allocation of invoicing options to cryostored material
Cryogenic Billing is accessible by clicking the under the finance dropdown
or by clicking on the dollar icon toolbar of the cryogenic storage.
The Cryo Billing form operates independently of the main IDEAS window, and can be viewed in a separate monitor (in a dual monitor setup):
The default mode for Cryogenic Billing is by "Patient" (and not "Storage Event"). It is possible to bill by "Straw" and by "Storage Event" (each option enabled by request).
All item processing is based on the "Next Invoice" date of the earliest item in storage for a given content type. When the billable item is generated, the "Next Invoice" date is incremented by the number of months specified in the "Period" field, or if this is blank, the specified default at the time of processing is substituted. (See Generate Billable Items Dialog for substituting billable item default values.)
A billable item is generated for each content type only if the billable item selection differs. For example: if a patient has both semen and embryo items in cryo storage for the same billing period, they will appear as separate billable items. The "Bill by Storage Event" method can be restored upon request.
The Cryogenic billing is divided into two tabs, "Billable Items" and "Invoices"
Billable Items Tab
Once billable items have been generated and a batch of invoices has been created, the tasks can be completed in any order.
In this tab, users can generate a list of all pending cryo billable items, and then select those for batch invoicing. Billable items are listed by patient (default mode for Cryogenic Billing).
| All pending cryo-related billable items are available for batch-generation of invoices. Click this button to generate billable items from the pending items. The generated items will be listed in the Billable Items tab. |
| After selecting items for invoice creation, click "Create Invoices" to generate batch of invoices. |
| Select billable items for invoice creation by clicking the item's checkbox field. When an item is selected it will show in bold.
|
| Selecting this field stops the item from being invoiced. Click the "Stop-sign" column to prevent the billable item from being invoiced (stopped records are not selectable) with the "Create Invoices" button. Clicking "Select All" will not select these "Stopped" items for invoicing. |
| Selects all billable items for invoicing, except for those designated as "Stopped." |
| Clicking this button de-selects all selected billable items in the list (i.e. all items with a "check mark" will be de-selected). |
| Click on Patient's Name to navigate to corresponding item in patient's billable items tab. Close the patient's file to continue using the Cryogenic Billing form. |
Invoices Tab
You can generate a batch of printed invoices and review previously-generated batches in this tab:
Within the patient Ledger Card, you can run the appropriate Invoice Report
Once the report is rendered, you can either Print or Email (the patient must have an email address in order to attach the invoice to an email)
'Generate Billable Items' Dialog - How to Generate a Batch of Cryo Invoices
To generate a batch of cryogenic storage invoices for printing:
Go to the Finance menu and select Cryogenic Billing or click on in the toolbar:
The Cryogenic Billing form will appear.
Click "Generate Billable Items" on Billable items tab;
The "Generate Billable Items" dialog will appear.
Users can edit the default billable item settings and periods (if not specified at the straw level) for specific content types
Click OK when done:
Billable items are generated based on a straw's "Next Invoice" date.
"By Patient" billing (the default billing method) includes all straws of a given patient as long as the earliest "Next Invoice" date is equal to or prior to the specified Processing date . (In the case of billing by "Storage Event" or by "Straw," all records with a "Next Invoice" date that is equal to or prior to the "Processing Date" will be included for processing.)
Processing dates of at most, 30 days ahead of the most recent cryogenic-storage-related billable item, are permitted; this prevents difficult-to-reverse processing based on accidental date entry. The current date is the default.
All "Next Invoice" dates are synchronised according to the earliest item currently in storage.
When IDEAS has finished generating the billable items, the following confirmation dialog will appear.
Click yes to close the dialog box.
The "Frozen Storage Billing (to patient invoices)" report preview will appear
Print or save the report
OR
close the report preview to continue.
The newly-generated billable items will now be listed in the Cryogenic Billing ‘Billable Items’ Tab (along with the pre-existing un-invoiced items).
Also, each billable item generated in the Cryogenic Billing form will appear in the corresponding patient's Billing folder (in the Billable Items tab).
Select billable items for invoice creation by clicking the record's checkmark field.
Click ‘Create Invoices’
To prevent an item from being invoiced until changes are made to the patient's file, check the record's "Stop" field ('Stopped' records - or records that do not have a billable item - are not selectable)
The items selected for invoicing will appear as a batch in the Invoices tab.
Also, each invoice generated will appear in the corresponding patient's Ledger Card tab
Select the Invoice Batch to list.
Select invoices for batch printing by selecting the checkbox in the far left column.
Select " Standard Invoice " report from the reports dropdown list (click here for how to install this Batch invoice printing - installing and configuring the Standard Invoice report )
Click " Run " to generate invoices for printing.
These can be batch printed - click here Batch invoice printing - installing and configuring the Standard Invoice report
