How often should you bill Workcover?

  • 1
  • Question
  • Updated 3 years ago
  • (Edited)

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.

Photo of Josie Tropeano

Josie Tropeano, Product Manager

  • 64 Posts
  • 44 Reply Likes

Posted 4 years ago

  • 1
Photo of Megan Thorne

Megan Thorne

  • 6 Posts
  • 2 Reply Likes
Thanks Josie.  Our procedure is to send invoices on the day of consult.   With multiple practitioner clinics (some clinics up to 4), with various 3rd party insurers and also private patients the billing process is constant and it is a must to keep on top of on a daily basis.  At the end of each month outstanding accounts are checked and chased if necessary. Motor Accident claims are the most time consuming companies to chase for outstanding amounts.  They consistantly change case managers, lose invoices, are uncontactable, don't return calls and can often take 2-4 months to get payments and that is after consistant nagging and urgent requests.
The new Workcover Qld function is great. Payment is received within days of emailing. 
Photo of Geelong Hand Therapy

Geelong Hand Therapy

  • 23 Posts
  • 7 Reply Likes
Hi Josie, we send invoices at the time of consultation as well - it is quite disheartening how frequently workcover /TAC seem to lose invoices so if we had the option to email invoices then we would have a much easier way to track receipt of invoices sent.
Photo of Julienne Locke

Julienne Locke

  • 62 Posts
  • 10 Reply Likes
We are sending off monthly in batch per patient.  Though we are a little different as we provide a large number of community based services so our reception staff arent responsible for non-face to face billing
Photo of Anna

Anna

  • 4 Posts
  • 2 Reply Likes

Hi Josie,

We  send our invoices at the time of consultation. This makes our accounting easier and then our psychologists are not waiting extra time to get paid if we send them monthly

(Edited)
Photo of Kelly Harloff

Kelly Harloff

  • 13 Posts
  • 3 Reply Likes
Always at the time of consultation.
Photo of Liam James

Liam James

  • 24 Posts
  • 6 Reply Likes
Hi Kelly, Do you guys print and send, or email?
Photo of Kelly Harloff

Kelly Harloff

  • 13 Posts
  • 3 Reply Likes
Hi Liam, we mostly print & send (due to third party requirements) but also email some.
Photo of Liam James

Liam James

  • 24 Posts
  • 6 Reply Likes
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)
Photo of Julienne Locke

Julienne Locke

  • 62 Posts
  • 10 Reply Likes
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)
Photo of Adam Woolacott

Adam Woolacott

  • 49 Posts
  • 12 Reply Likes
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.
Photo of Julienne Locke

Julienne Locke

  • 62 Posts
  • 10 Reply Likes
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.??
Photo of Liam James

Liam James

  • 24 Posts
  • 6 Reply Likes
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?
Photo of Adam Woolacott

Adam Woolacott

  • 49 Posts
  • 12 Reply Likes
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.
Photo of Julienne Locke

Julienne Locke

  • 62 Posts
  • 10 Reply Likes
oh.  Adam do you generate the invoice from the Transactions tab, not the email function when you bill the appointment?
Photo of Adam Woolacott

Adam Woolacott

  • 49 Posts
  • 12 Reply Likes
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.
Photo of Diane

Diane

  • 20 Posts
  • 3 Reply Likes
We invoice monthly ATM and the majority of payments are received with no issues.  We do occasionally encounter problems which need intervention but have a feeling these problems would also arise if we invoiced more often.  We wouldn't rule out looking into changing our procedure and will watch this thread with interest ... :)
Photo of Megan Thorne

Megan Thorne

  • 6 Posts
  • 2 Reply Likes
You need to contact Smartsoft for support on how to set up emailing direct from transaction screen after generating an invoice number. 
Photo of SydSportsMed

SydSportsMed

  • 63 Posts
  • 20 Reply Likes
We send our invoices on the day of consultation. :)
Photo of SydSportsMed

SydSportsMed

  • 63 Posts
  • 20 Reply Likes
From the billings screen.
Photo of Liam James

Liam James

  • 24 Posts
  • 6 Reply Likes
And that generates a invoice number that can be traced later if req?
Photo of SydSportsMed

SydSportsMed

  • 63 Posts
  • 20 Reply Likes
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. :)
Photo of Liam James

Liam James

  • 24 Posts
  • 6 Reply Likes
Thanks. Seems like Front Desk staff are on to it, and things will become a lot more simple with the next software update.
Photo of DrMat

DrMat

  • 15 Posts
  • 6 Reply Likes
Monthly here.  Worth noting that in Victoria at least TAC will only accept original invoices via mail.
Photo of Venessa Clarkson

Venessa Clarkson

  • 2 Posts
  • 0 Reply Likes
We print off invoices at the time of consult and then batch and send off weekly. This seems to work well for us
Photo of Anna & Val

Anna & Val

  • 17 Posts
  • 8 Reply Likes
Hi, we invoice our Workcover and CTP insurance at the beginning of every month for the previous months services.  Payments are received pretty quickly, however we do follow up outstanding accounts on a regular basis
Photo of Sharon Tavelli

Sharon Tavelli

  • 7 Posts
  • 1 Reply Like
We have 20 practitioners across two locations. I do our insurance accounts fortnightly. I now email most directly to insurance agencies except TAC as they want via mail. This has shortened payment times significantly. Although I do hAve to email each client indivIdeally to the insurance company as they don't like multiple clients on one statement.
It would be good to be able to link a work over email to contact information details directly under their billing account in the clients front desk to retain memory of the email details- at present there I s no spot to add this.