Hi Guys
I’m trying to gauge real world personal experiences in regards to the ideal billing frequency when sending accounts to Workcover (or Motor Accident Boards). In the near future we will be releasing further functionality in regards to emailing invoices either individually or in a batch and this feedback will be important to us when providing supplementary practice management advice to our users.
Is it best to send an invoice at the time of consultation, weekly or monthly? I’m interested in the balance between the efforts involved and any improved payment times if billing more often.
Josie Tropeano, Product Manager
Posted 5 years ago
Always at the time of consultation.
Hi Kelly, Do you guys print and send, or email?
Hi Liam, we mostly print & send (due to third party requirements) but also email some.
Currently, we do end of month billing for 3rd party workcover/ TAC etc. We would much prefer to do this at the time of consultation (to improve cash flow and identify issues with non-payment, to prevent 60-90 day debt, and eliminate the need for time consuming end of month billing), but we have 15 physio's and would be sending a lot of mail daily if we did it this way. Desperately needing an easy way to generate and email invoices at the time of billing please.
(Edited)
We do end of the month billing for private community based, WC, LTCS and CTP clients. We are considering fortnightly invoicing for these clients to assist cash flow and bring down debtors. We changed to weekly for our "Contract" services and definitely improved cash flow. We sit around that $130-150K in debtors depending on the time of the month. (we have 14 physios) I believe if email generated an invoice number as such we would be able to do that at point of billing.
(Edited)
Hi Liam, we have 15 physios as well. We print off at the time of consult then file in a small little box alphabetically according to insurer . Each day of the week we post off everything in certain letter range eg monday A-K, Tuesday L-Z the repeated on Thursday/friday. In effect we are billing every 3 days. Not only has this been beneficial in terms of costs (eg debtors went from $170-190K to 40 -55K in a few months) its been great from a admin staff point of view because billing is now everyone's responsibility rather than just leaving it to one person.
I was under the impression that this is not a "invoice" as such but an account. Its traceable via the search function, but not able to see in the RHS tab on the transactions tab.??
Hmmm. Can a Front Desk employee confirm this please. Thats what I thought after playing with the new email tab option. Really needs to be a invoice generated for us to make it work properly, and allow tracking of that invoice. What do others think?
I'm not sure what you mean. I can search for the invoice number and search for it from the "Invoices" button in the transaction section of the patient file and the bill on the transaction page is clearly displayed describing it as an "invoice" type.
oh. Adam do you generate the invoice from the Transactions tab, not the email function when you bill the appointment?
We bill by right clicking on the appointment and selecting "Bill" and then we make sure the Print box is ticked and click on okay.
We send our invoices on the day of consultation. :)
From the billings screen.
And that generates a invoice number that can be traced later if req?
It generates what it calls an "invoice number", and yes it can be searched by that number.
There is a separate discussion in the forum about the way Front Desk handles invoicing and statements. Give me a second and I will find it. :)
There is a separate discussion in the forum about the way Front Desk handles invoicing and statements. Give me a second and I will find it. :)
Thanks. Seems like Front Desk staff are on to it, and things will become a lot more simple with the next software update.
