Meddbase Invoice Generation.

Article author
Greg Pietras
  • Updated

What is the context?


Meddbase allows invoice generation for all debtors manually or automatically.

When the debtor of an invoice is a patient, a separate invoice generation protocol is possible and parts of the invoicing workflow can be automated as well.

What is the purpose of the article?


This article will guide you through invoice generation options and new configuration options for patient debtor invoices. This article will cover the following topics:

Invoice generation options


Meddbase allows applying an invoice generation option to all invoices and determine if invoices created as part of an appointment should be automatically generated at various parts of the appointment process, or generated manually.

To configure invoice generation:

  1. From the Start Page click the Admin tile.
  2. Click the Configuration tile.
  3. Click Accountancy on the left hand pane menu.
  4. In the General accountancy section, navigate to the Invoice generation dropdown and select the appropriate option:
      • On arrival - when this option is selected, invoices are generated when Patient has Arrived on an Appointment Home page is clicked and confirmed, thus irreversibly changing the appointment status. Click here for more details on arriving a patient.
      • On discharge - when this option is selected, invoices are generated when the status of an appointment is changes to Discharged either by:

A) Clicking Discharge* in the Actions section of a Clinical Form in Consultation.

B) Clicking Patient has been discharged/left the building on the Appointment Home page.

*The Discharge label can be changed as needed to, e.g. End Appointment etc. Please contact the Client Account Management on: accountmanagement@meddbase.com for more details on amending Clinical Forms.

        • Manual - when this option is selected, invoices are generated from the Appointment Home page via a Generate Invoices action button.
      • Generate Invoices - manual.png 
        • On booking - when this option is selected, invoices are generated when an appointment has been booked by a patient via the Patient Portal or a user in Meddbase.

5.  Click Save to apply your settings.

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Patient debtor overrides


Meddbase allows a separate invoice generation protocol to be followed when the debtor of an invoice is a patient

To configure invoice generation:

  1. From the Start Page click the Admin tile.
  2. Click the Configuration tile.
  3. Click Accountancy on the left hand pane menu.
  4. The below configuration options can be found in the Patient debtor overrides section:

Please make sure you click Save to apply any of the described settings.

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Invoice generation override 

This dropdown contains the same options as the existing Invoice generation dropdown, but applies specifically for invoices where the debtor is a patient.

The dropdown also contains an "empty"/"blank" option (default selected option). When this option is selected use for patient debtor invoices should just come from the original Invoice generation dropdown.

Mark as sent

This option is disabled by default, when enabled, any invoice that is created where the debtor is a patient will automatically be marked as sent. A sent invoice cannot be deleted or modified later.

Match advanced payment

This option is disabled by default. When enabled, any invoice that is marked as 'sent' where the debtor is a patient will automatically attempt to match a 'perfect' advanced payment.

This means is that Meddbase will search all advanced payments: made either:

      • against this specific invoice,

or

      • against the appointment the invoice is associated with,

Meddbase will search for a payment that is completely unmatched and has an amount exactly equal to the balance of the invoice. If a payment that meets this criteria is found, then it will be identified as a 'perfectly matching' payment made specifically for covering this invoice, and so it is automatically matched to the invoice and clears the balance.

Email invoice to patient

This option is disabled by default. When enabled, any invoice that is marked as 'sent' where the debtor is a patient will automatically be sent as an email attachment to the patient.

The invoice will be attached as a PDF attachment to the email using the invoice template selected in the Invoice template option within the Invoicing section found on the Admin > Configuration > Accountancy page.

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The email will also contain an Online Payment link for the invoice if:

  • The online portal is set up and configured.
  • An online payment option is available.
  • And, the invoice is not already paid off (e.g. if the Match advanced payment option is on, it could immediately pay the invoice, in which case there is no point containing a link for the patient to pay the invoice in the email)

Click here for more details on Online Payments.

 

Review date


This article was last updated on 27th October 2023 in the context of Meddbase version 1.281.1.22307.