Admin > Configuration > Accountancy

If referral system version 1 is in use (see Admin > Configuration > Advanced), creating a new referral with some services will create a purchase order. The purchase order can be viewed by clicking on the money bag icon next to a referral, or by finding it in the Accounts > Purchase Orders view.

If 'Authorise Purchase Orders' is enabled, then users will have the option to authorise/unauthorize purchase orders.

Nominal codes

Nominal and department codes can be used to record income from specific services and appointments. (Click here for more details on adding Nominal and Department Codes)

Furthermore, Nominal Codes assigned to Appointment Types and Services can be mapped to specific accounts on the chart of accounts of an accounting software, e.g. Xero.

A Company can be a Creditor on invoices if it is recorded as an 'Internal' company type.

The chamber company is 'Internal' by default and typically serves as the 'Default creditor', however you can register additional 'Internal' companies and select either of them to be the 'Default creditor'.

Please note! You can change the 'Default creditor' to another 'Internal' company during the appointment booking process and this is only effective in that instance.

Meddbase has built-in payment types, i.e. Cash, Credit and Debit Card, DD etc. This option allows you to hide either of these in the chamber. When taking a payment, e.g. on an invoice, the hidden payment type will not be available for selection. (Click here for more details on hiding payment types)

When set to 'True' or 'Ticked', this setting adds a field to a Clinical Form allowing the Medical User to capture an Invoicing Diagnosis during a consultation. When submitting an invoice to Healthcode, where an Insurance Company is the debtor, the invoicing diagnosis captured within the consultation will be used. 

If this is set to 'False' or 'Unticked', the Invoicing Diagnosis field will not be visible on the Clinical Form, however the diagnosis can still be added to the submission to Healthcode.

Please note! This is a part of a larger configuration process and is only one of many steps/options related to the Healthcode integration in Meddbase. (Click here for more details on Healthcode)

This setting overrides 'provide' rules for appointment types and it makes every appointment type that exists in the chamber 'provided'.

This makes it possible to setup a very simple chamber where there are no billing rules.

If the feature is enabled, any 'additional creditor' charge that would have gone to a patient, is billed by the main appointment billing company and an additional fee split bill is raised by the additional creditor to the billing company.

This only applies to charges that would have gone to the patient, so that means services where the patient is the payer OR services with an excess. For services with an excess, only the excess part is treated this way. A company debtor will still get the charges directly from the attendee's billing company.

For appointment types that are already configured with a 'price per hour', this setting controls whether that setting is also applied to additional creditor prices. (Click here for more details on appointment types)

• If the box is ticked then additional creditors prices will be calculated based on the appointment length in the same way as the primary creditor.
• If the box is not ticked then additional creditor prices will be considered 'fixed' and will never vary based on appointment length.

This setting allows you to chose when invoices should be generated in the chamber:

• On arrival - invoice is generated (only if above 0 costs exist) when a user clicks 'Patient has arrived' on the Appointment Home page and subsequently confirms the action.
• On discharge - invoice is generated when a user clicks 'Discharge' in consultation or on the Appointment Home page.
• Manual - invoice generation is a manual task via the 'Generate invoices' action on the Appointment Home page.

The 'Eligibility and cases' page accessed via a Patient's Record page allows removing and authorisation from a 'Case' or changing the payer on an authorisation, which may cause appointments linked to that 'Case' to a new authorisation.

Appointments can have invoices generated using an Authorisation Code (click here for details on Authorisation Codes) and some of these invoices may have already been marked as 'sent' so they can no longer be edited.

This setting governs whether that update is allowed on invoices 'Marked as Sent'.

This setting governs the default date used by the system when matching invoices to payments, e.g. Advance Payments:

• Default To Now - the 'Date of match' will, by default, be the date a User confirms the payment match on an invoice. The User has an option to select a different date.
• Default To Payment Date - the 'Date of match' will, by default, be the date the payment was made. The User has an option to select a different date.

External application

This dropdown menu is a part of a larger configuration process for the 'Accountancy Interface' integration.

You can select the external application you intend to integrate your Meddbase chamber with, e.g. Xero OAuth2.0 when integrating with Xero.

Click here for more details on the configuration process for the integration.

Quotes

Only valid at proposed site?

Invoicing

When emailing an Invoice (Invoice > Actions > Email Invoice) the user can select the Template to be used to generate the Invoice pdf. Having selected the template, the system generates an email with the invoice attached. 

This field allows pre-defining the content of the subject line of that email.

Please note! The subject line typically includes Template Codes, e.g. {Number}, {Debtor.FullName} (Click here for more details on invoice related Template Codes)

This field allows pre-defining the body of the email described above.

Please note! The body of the email typically includes Template Codes, e.g. {Debtor.FullName}, {Number}. Furthermore, if the Online payments feature is in use the body of the email also includes Template Codes generating payment links for the patient, i.e. {PayOnlineTextStart}, {PayOnlineBeginLink}, {PayOnlineEndLink} etc.