Frontdesk update

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  • Updated 1 year ago
I would love to hear any feedback from anyone who has updated to the new version of Frontdesk and the new set up of invoices and statements.  And the impact this has had on your billing cycles and processes
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Julienne Locke

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Posted 1 year ago

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David Ayres

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No issues here so far Julienne, in fact our reception staff haven't really noticed anything different in the way its working for them day to day other than some minor layout changes to the billing screen and patient file.  I think most of the changes are behind the scenes and also the way it generates invoice numbers but I don't have anything to do with that stuff to comment further.
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Julienne Locke

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can i ask how your accounts are generated then?  Are they emailed/printed by reception at the point of billing, or generated later?
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david donkin

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Hi Julienne, I'd agree on the day to day billing but until there is an option (posted as coming in another thread) to combine all paid invoices onto one page in a statement then it is very inconvenient in this factor alone. If you never need to to do this then statements in general print to a single page and otherwise, the day to day function of admin staff remains unchanged.
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Julienne Locke

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thanks for that - do you do any invoicing with "linked accounts".  We send tens of accounts weekly or fortnightly or monthly to third party billers who accept their accounts linked.  So currently one invoice for all their clients.  Some are 20-30 clients on one invoice.  We are also a home visiting practice, and 95% of our consults are done in not in our clinic.  And are billed and sent at a later time... Am worried how we are going to do it...
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david donkin

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Hi Julienne, we don't tend to do them as linked accounts. Each patient gets separate statement generated even if to same insurer as someone else. If they have been accepting emailed 'linked' statements maybe they still will, the girls just reported the staff were emphatic that the claim number be in the subject or 'all bets were off' with it finding the right home. The billing and sending at a later stage shouldn't need to change - we service a private school and bill and invoice later and this remains unchanged with the update. It sounds like you may need to change to 'unlink' if you are billing insurers but if they've been accepting it to date then try your luck and continue. The day-day processes remain unchanged and our mailing of statements is unchanged its only now that we have the ability to email that the process has changed for us. Good luck
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Timothy, Business Care Manager

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Hi David,

The feature to create a statement for All Invoices (including those that have been paid) is available in Front Desk v17.1.5. This feature was added based on user feedback.
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david donkin

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In NSW to take advantage of the bulk email function to insurers you will need to create an email template with the claim number only in the subject line. otherwise they say it will not find its way to the claims officer. this is easily done, just a heads-up
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Ben Kewish

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Hi Julienne,

We have noticed a significant increase in ease of processing accounts, speed of payment and fewer third party payers querying invoice numbers for re-sent accounts (now that invoice numbers stay static for a given billing event). Switching to bulk emailing of accounts has meant that our cash-flow is better, and outstanding monies are lower than ever. Add to this the reduction in cost of invoicing since we're not printing and sending via post with stamps, and it's a no-brainer.

Reception staff had a short period of confusion while getting used to the new meaning of statement (ie a summary of outstanding invoices) and invoice (a single billing event with a unique identifying number). Once this was clear, the process was smooth sailing.

Other changes that were useful were things like adding email addresses to all existing patients third party payers from the general account (ie all patients billed to Xchanging can have the accounts email for Xchanging added to the billing window) by clicking on the Update Accounts button in the Defaults tab in System Information. This meant ALL WC/TAC patients could have emails updated instantly, ready for bulk emailing.

Our ISP initially blocked bulk email sending of accounts (since it would likely have appeared to be spam) but this is fixed by using Smartsoft Email Gateway.

Any wrinkles or nuisances we had early on have been worked out by this newest release version and we're sailing along happily with it at this stage.
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Kristina

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We have been using the new bulk invoicing system and absolutely love it!  We invoice every Friday, and it has made life so much easier and efficient. It now takes us under half the time as we do not need to print, fold and the stuff envelopes.  It is also saving us a lot of $$$ in postage costs. 

The main thing we had to be really aware of was getting email addresses for third parties who are responsible for compensible patients.  We rang all the third parties we deal with to get the appropriate email address and they were actually happier to receive invoices via email than post. This was well worth the effort!

We are also finding that this new system has ended the confusion with Invoices and Statements.  We are really happy with the way that once an invoice is generated it now retains the same invoice number - an infinite improvement!  We have not sent Statements for a long time as it used to cause significant confusion, so are glad that this issue has been resolved.

We are also finding that we are using the email function on FD a great deal more than we used to, and not just for sending invoices and receipts.  We have adjusted as well as created a number of templates that suit our needs, and this has also made things more efficient.

It did take us a short time to get used to the new way of sending invoices and making sure we had everything set up as needed, but it was been more than worth the effort.  Once you get the hang of the new processes it is a breeze and we are really grateful that Smartsoft has added this function!
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