Invoicing From Mobile Billing Transmissions

Doctors may use the Doctor Portal app to submit item numbers that need to be invoiced. Such transmissions can be invoiced from the Mobile Billing Transmissions window. When a patient is discharged from the Doctor Portal app, the information provided by the doctor can be used to issue an invoice.

• Navigate to Practice Wide > Incoming Billing.
• The doctor can be selected from the top of the left-hand side column. This list will only contain doctors with incomplete billing transmissions, and will display the number of incomplete transmissions in square brackets after their name.
• At the bottom of the left-hand side column, the transmissions for discharged patients can be selected.

Matching Patients

At the top of the window are the Incoming Patient Details and Matched Patient Details. If the billing transmission was created based on an existing booking in the HealthTrack Diary, the Matched Patient Details will be populated automatically, and this section will be colored green. The Matched checkbox will also be ticked.

If the patient was manually entered in the Doctor Portal, they can be manually matched to an existing patient:

1. In the Matched Patient Details section, enter any of the patient’s known information, such as the Family Name, Given Name, and DOB.
   • If the information was manually entered in the Doctor Portal, it can be found in the Message to Biller field at the top of the window.
   • If the doctor has added an image (e.g. of the patient label), this can be viewed in the Received Patient Image From Device pane.
2. After entering any known details, select the Find Patient button.
3. In the Find Patient window, highlight the correct patient from the results and choose the Select Patient From List button. You can also double-click on the patient from the results.
4. After selecting the patient, the Matched Patient Details section will be displayed in green, and the Matched checkbox will be automatically ticked.
5. Select the Save button.

Attachments

There are up to three items that may be included in each transmission:

1. Received Patient Image From Device – this may include information that can be used to matched to an existing patient in HealthTrack.
2. Received Referral Image From Device – doctors can attach up to three files, which will be combined as a multi-page PDF when received.
3. Message – this section will include any Notes entered from the Patient Billing app.

The patient image and referral image panes will be expanded automatically when there are attachments available. If there are no attachments, these sections will be collapsed. These can also be expanded/collapsed manually by clicking the heading of the pane.

For each type of attachment item, there will be an Import button that can be used to save the file to the patient’s Documents. The Received Referral Image From Device will also provide an Import as Referral button, which will additionally prompt the user to create a referral in the Patient Management tab.

After importing each file, the Import button will show a green tick to indicate the file has already been saved to the patient’s record.

Invoicing Patient Billing Transmissions

In the Transmission Contents pane, you can view the details of the item numbers recorded by the doctor in the Patient Billing app on the left-hand side of the window; clicking the … button will open the Service Text window for the item, which may include relevant service text notes entered by the doctor.

On the right-hand side of the window, the Doctor and Location will be set automatically. The Inpatient checkbox will also be automatically selected if applicable.

The item numbers entered via the Patient Billing app will automatically be listed on the right-hand side of the window. If required, the date, time, or item number details can be changed by clicking on each detail. An item number can also be removed by clicking the x button at the end of the row. Additional items not added via the Patient Billing app can also be added using the Add New Item button.

Once all items have been assessed, you can select the Invoice Now button. If the doctor’s billing transmission was based on an existing booking in HealthTrack, the details of the booking and referral will be automatically set on the invoice, along with the relevant item numbers. You may then proceed with making any necessary adjustments on the invoice, such as setting the Informed Financial Consent in the Details button, including an assistant using the Assistants button, or applying any relevant multiple service rules using the Apply Rules button.

When all details have been added to the invoice as normal, you can proceed with creating the invoice by using the Issue or Save & Pay buttons, or place the invoice On-Hold if there are details that may need to be reviewed.

In the Incoming Mobile Transmissions window, the Completed checkbox should be selected automatically, and this section of the window will appear in green to reflect this. If nothing further is required, you can select the Save & Complete button to complete the transmission, removing it from the list.

Open Cloud Administration

To ensure that all billing can be completed, registered users can select the Open Cloud Administration button at the bottom of the Incoming Mobile Transmissions window. This page will allow a non-doctor user to review any patients who may not have been discharged from Patient Billing, and the user can proceed with entering any item numbers required and discharging the patient.

1. Navigate to Practice Wide > Incoming Billing.
2. Select the Open Cloud Administration button.
3. In the webpage that opens, log in using the account registered in File > User Preferences > Cloud Details.
4. To the left of a patient’s name, you can click the arrow to view the Billing Items already entered. If necessary, items can be edited or removed, and new items can be added using the + Item button or the + Procedure button.
5. After reviewing the item numbers, select the Discharge button. You can then proceed with discharging the patient, which will allow the billing to be completed within HealthTrack.

The Billing Administration page also includes a number of filters at the top of the page, allowing the list of patients to be filtered based on the name, the booking location, or the number of days since the last item number was added.