Emailing invoices to 3rd party billers

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  • Idea
  • Updated 3 years ago
  • Planned
I would like to be able to get our Front Desk staff to easily generate and email an invoice to insurance companies at the time a patient is seen. This is what another newer clinic of ours does (we use Cliniko for that clinic), and there is a super easy way to do this which works brilliantly. When I use the email function at the billing screen, I can get an account emailed to a 3rd party, but it doesn't seem to generate an invoice that can be found in the invoice section of the individual patient once it is sent.

Is anyone else having issues with this.
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Liam James

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Posted 4 years ago

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Julienne Locke

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yes we have this as well.  I logged a support case after being encouraged to following a question I posed in the community here.  I was told that emailing invoices "wasnt the point of the email function when it was built into FD billing section."  That the email section was to email payments/receipts from that screen.  We'd love to be able to email an invoice directly to streamline our monthly accounts and improve cash flow through the practice.
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Liam James

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Surely this would be a feature that would benefit all clinics. Can this be made a suggestion for future upgrades and have other users give support for this idea to make it happen sooner rather than later.
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Megan Thorne

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Totally agree.  Would love this function also.  Has already created issues with receptionists not listening to HQ instructions and emailing from this function without an invoice number.  Would be far more efficient for staff to email an invoice number direct from this function.   On the upside the new Workcover function for invoices is much much simpler than going through Workcover system.
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Liam James

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Are you in QLD? Is that what you mean with the new Workcover function for invoices?
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Megan Thorne

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Yes Qld, sorry.  After billing (patient/3rd party linked files), you generate an invoice direct from the transaction screen and once each terminal is set up your able to click on the "workcover" button and email direct.  Also, records direct into events that it has been sent for all staff to see.
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Josie Tropeano, Product Manager

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This item is already on our development list and should appear over the next few months.  It will allow for the emailing of invoices and statements individually or as a batch.

The current emailing of receipts/account-receipts/accounts was added as an alternative to having to provide a printed receipt/account at the time of consultation, generally for private patients.

As a side note, we don't recommend bombarding 3rd party insurers with invoices at every consult unless the client will not be returning. This will not improve payment times.  Best practice to avoid additional work and confusion is to send one account per patient, per 3rd party biller every month.  To reduce work load and improve cash flow you can do a rolling invoice run every week for clients that have not received an invoice for 4 weeks. Each week a different set of clients will be invoiced. We will be enhancing this functionality shortly to include being able to email rather than print these invoices.
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Liam James

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Why would you recommend not emailing invoices to insurance companies at the time of treatment - I dont understand how you would think that this would not improve payment times?
Additionally, by invoicing as you go (by email), we eliminate the need to do time consuming end of month billing.
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Josie Tropeano, Product Manager

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Hi Liam, I'm open to gauging interest in what is the current best billing period for 3rd party billers as opinions on this matter vary and I accept that what worked well in the past may not be best practice today.

https://community.smartsoft.com.au/smartsoft/topics/how-often-should-you-bill-workcover

(Edited)
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Adam Woolacott

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Hi josie, thanks for the update.
I would have disagree with you over monthly billing for insurance companies. We print our invoices at the time of consult and post them out every few days. About 90% of the time we get payment within 2 weeks and if there are any issues with the claim we find out much quicker. Our debtors went from having approx 28 days outstanding to averaging just 12 days. I would encourage everyone to consider more frequent billing - there is a small increase in admin costs having to process more transactions but they are smaller amounts, faster to do and overall has been worth it.

Could i request that if you are going to set up the above function that there is a way changing the 4 weeks timeframe to just 1 week.
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Megan Thorne

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Third party insurers are notorious for not paying on time, losing invoices, changing case managers etc... Sending invoices on the day of the appointment is a must. 
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Josie Tropeano, Product Manager

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I like the sound of the 3rd party billers you deal with :) You can certainly do a weekly invoice run of all clients billed over that week (this is in the invoice area). We will also be enhancing this functionallity with an email option.

I should have mentioned this as the other common alternative used by practices.  Thank you for your feedback.
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Liam James

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When enhancing this functionality - with the monthly/ weekly invoice run and email option - it is important that the default email address is that of the 3rd party biller, not the individual patient. Thanks
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Josie Tropeano, Product Manager

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Absolutely
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Julienne Locke

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Is streamlining the email option at billing on the cards/development list still?  The name of the PDF attachment doesn't easily allow for identification as they all come out as the same name file"business_name_xxx_account.pdf".  When sending a company multiple invoices, be it on the same email (cut and pasted after sending to myself) or firing the accounts to them for multiple patients it is difficult to identify.  They also arent recognised as a generated invoice item.  When you are generating an invoice under the transactions tab and click on the "uninvoiced items only" they still turn up.
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Andrew, Community Manager

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Hi Julienne

This is certainly still on our development list.  We are currently focusing on our upcoming Xero integration for Q1 2016, which will include enhancements to our billing engine.  As we review our billing engine we will also have the opportunity to implement some additional features, such as the bulk emailing of invoices, and the locking of accounting periods.
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Amber Quirk

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Has there been any update on the ability to email third party invoices directly to insurance companies? With the recent, increase and delay postage this would be very beneficial to everyone!
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Timothy, Business Care Manager

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Hi Amber. We do not have any further updates to provide at this time but rest assured this is certainly a planned feature for a future upgrade. We will update this post as soon as we have further information for Front Desk users regarding this matter.
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Liam James

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Any ballpark time frames (Weeks, Months, Years). Weeks would be good....... ;-)
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Josie Tropeano, Product Manager

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Probably not weeks....months.  We are working on the enhancement to the accounting engine and Xerox integration now. It needs to be released together. The accounting system is very complex due to all the different billing functions we support and we are slowly getting through it.

I wish I could tell you more but software development priorities is always a fluid situation. If there was to be a change in GST, Medicare, HICAPS/TYRO integrations, Windows operating systems/MS Office, web browser compatibilities, electronic note taking requirements, SMS carrier requirements or EHealth became more important it could take longer. (smile)

Needless to say, our development team has been continually working on the system for our users every business day for the past 20 years and will continue to do so.
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Adelaide Road Psychology

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This reply was created from a merged topic originally titled 3rd Party Billing Email Accounts.

Hi There, I was wondering if it was possible to have a
separate space for emails in the 3rd party billing section. When billing a
company i.e. Work Cover for a client I would like to be able to send the
invoice via email, when doing so it automatically brings up the client
information not the company email.
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Timothy, Business Care Manager

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Hi Adelaide Road. This is a planned feature for an upcoming release :)