# Billing FAQs ### Payment and Invoice Details #### 1. How many Payment Options are available on the Invoice screen? There are multiple payment options available on the **Invoice** screen to capture payment details. These include **Cash**, **Cheque**, **Bank Transfer**, **Payment Gateway**, and **Others (AMEX, Crypto, Selfologi,** and **Tabby)**. #### 2. How many Types of Invoices are there? In general, there are two types of invoices: **Insurance** and **Cash** (or **Self-Pay**) invoices. You can identify the type of invoice even from the invoice number. **For example:** * SAMP/100001 – Insurance * SAMP/C/100064 – The letter 'C' represents a Cash Invoice. #### 3. Where is the 'Billing Advice' section located in the Medical Records? A dedicated **Billing Advice** SOAP tab is available under the **Diagnosis** tab in the **Medical Records** screen. Medical professionals can enter relevant information in this tab. This information also appears in the **Doctor's Bill Advice** section of the **Invoice** screen #### 4. How many statuses are displayed in the 'Status' section of the Invoice Header? There are two statuses displayed in the invoice header: **New** and **Invoiced**. **New** indicates that the invoice has not yet been processed, while **Invoiced** indicates that the invoice is complete. #### 5. What information is displayed in the Invoice Banner (Panel) for a Cash-Paying Patient? The banner or panel for cash-paying patients displays their personal details, visit information, and financial details, including Advance, Credit Note, and Overdue amounts. *** ### Visual Indicators and Colors #### 1. What color is used to indicate the VAT field? There is a **Blue** color indication for the VAT field. #### 2. What does the orange color indicate in the VAT section of the Invoice Item details? It indicates the 5% VAT. #### 3. What color indicates the Advance Amount? There is a **Green** color indication for the **Advance** Amount. #### 4. What color indicates the Overdue Amount? There is a **Red** color indication for the **Overdue** Amount. *** ### Invoice Screens and Actions #### 1. On which screen can Overdue Invoices be checked? **Overdue Management** screen **(Home > Billing > Overdue Management screen)** enables healthcare facilities to efficiently track and manage overdue payments and write-off balances. It also allows the reversal of write-off balances when necessary. #### 2. How is the Payment Link shared from the Invoice? For the **Payment Gateway** option, there is a **Dollar** icon with a hyperlink to send the payment link via email to the patient #### 3. What symbol indicates Inventory Items? The character 'I' indicates the Inventory Items. #### 4. Which patient type will be displayed in the Invoice Queue? **Self-Pay** or **Insurance** or **Package** details will be displayed. #### 5. How many Package Invoices can be created for the same Invoice? Only one Package Invoice can be created for the same Invoice. #### 6. What does the Dollar icon indicate in the Invoice? For the **Payment Gateway** option, there is a **Dollar** icon with a hyperlink to send the payment link via email to the patient. *** ### Functionality Details #### 1. Describe the Bank Process Flow. **Banking Process (Home > Account > Banking Process)** screen provides a comprehensive interface to manage and monitor the status of payments efficiently. Users can update the status of payments through the interface, ensuring that each transaction is tracked and managed accurate. #### 2. What is the purpose of the Write-off functionality? **Write-off** invoices that are deemed uncollectible refer to the process of removing outstanding balances from the accounting records when it's determined that the payment cannot be recovered. #### 3. What is required to create a Co-Pay Invoice? **Insurance** details are needed for a **Co-Pay Invoice** because the co-pay is a fixed amount a patient must pay for certain medical services, while insurance covers the remaining cost #### 4. What are the different ways to view an existing invoice on the Invoice screen? There are three alternative ways to view an existing invoice on the **Invoice** screen: **Invoice Queue**, **Search Field**, and **Advanced Search**. #### 5. Describe the Invoice History. **Invoice History (Home > Billing > Invoice History)** screen displays all actions related to an invoice, including its creation, modifications, and deletions. This feature enables staff to track changes, maintain accurate records, and ensure accountability. *** ### Miscellaneous #### 1. How to enable the setting to include a disclaimer or footer note on invoices? Only an admin or authorized staff member has the access rights to update the settings in **Application Configuration.** Follow these steps to enable the setting: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration**. * Select the appropriate user from the **Users** dropdown to enable the setting. * From the left panel, select **Invoice**. * Expand the **Invoice Print** section. * Enable the **Show Footer Text** toggle switch. #### 2. How to enable the option to modify the invoice date on the Invoice screen? Only an admin or authorized staff member has the access rights to update the settings in **Application Configuration.** Follow these steps to enable the setting: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration**. * Select the appropriate user from the **Users** dropdown to enable the setting. * From the left panel, select **Invoice**. * Enable the **Edit Invoice Date** toggle switch. #### 3. How can I enable the doctor's name to appear on the invoice printout? Only an admin or authorized staff member has the access rights to update the settings in **Application Configuration.** Follow these steps to enable the setting: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration**. * Select the appropriate clinic name from the **Clinic** dropdown to enable the setting. * From the left panel, select **Invoice**. * Expand the **Invoice Print** section. * Enable the toggle switch labeled **Should Display Doctor Name in Invoice Print.** #### 4. How do I add a TRN number to an invoice and convert it to a Tax Invoice? Admin or authorized staff member can add the **TRN (Tax Registration Number)** and configure by following these steps: * Open the **Clinic (Home > Admin > Master Setup > Clinic)** screen. * In the **Search Clinic Name** drop-down list, select the appropriate clinic. * In the **Miscellaneous** section: * Enter the **VAT Registration Number**. * Select the **VAT Registration Date** using the **date picker**. * Fill in any other required fields. * Select **Save** to apply the changes. Once saved: * The **TRN number** will appear on the top right of the invoice printouts. * The label on the invoice will update from **Invoice** to **Tax Invoice**. #### 5. How do I include Tabby as a payment mode in the invoice for collecting payment? Admin or authorized staff member can enable **Tabby** as a payment option by following these steps: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration.** * In the **Users** dropdown, select the required user. If no user is selected, the configuration will apply to all users in the clinic. * In the left panel, select **Invoice.** * Locate and expand the **Payment Modes** section. * Enable the following toggle switches: * **Enable Others** * **Enable Tabby** Once configured, **Tabby** will appear under the **Others** section in the **Payment Options** area of the invoice screen. #### 6. How do I add footer text (disclaimer) to the invoice print? Admin or authorized staff member can add a footer disclaimer to appear on printed invoices by following these steps: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration.** * In the left panel, select **Invoice**. * In the right panel, expand the **Invoice Print** section. * Locate the **Footer Text** field and click the **Edit** icon. Enter the disclaimer text and click the **Save** icon. * To display the disclaimer in the invoice printout, locate and enable the **Show Footer Text** toggle. Once configured, the entered disclaimer will appear as footer text on all printed invoices. #### 7. How do I generate a sick leave report for a patient? * Open the **Invoice** screen by navigating to **Home > Billing > Invoice**. * Locate the invoice using the **Invoice Queue**, **Search** field, or **Advanced Search**, and open it. * In the top panel, select the **More Actions** icon to open the **More Actions** pop-up. * Select **Print Sick Leave Certificate**. * In the **Sick Leave Report** pop-up, choose the **From** and **To** dates using the **date pickers** and click on the **GENERATE REPORT** button. * Use the **Download** or **Print** icons to save or print the report. #### 8. How do I collect an overdue(outstanding) amount from a patient? **From the Overdue Management screen:** * Open the **Overdue Management** screen by navigating to **Home > Billing > Overdue Management**. * Select a **date range** and click **Search** to view invoices with overdue amounts. * Locate the patient and select **Collect Payment**. The **Overdue Invoice(s)** pop-up appears. * In the **Overdue Invoice(s)** pop-up, select the collection date using the date picker, check the **Collected** checkbox (the **Amt** field auto-fills), optionally enter a partial amount if needed, and select **Collect Payment** to open the **Payment Option** pop-up. * In the **Payment Option** pop-up, enter the amount in the **Amount Received** field and select **Save**. * After saving, the payment is recorded in the **Invoice** screen, where you can navigate to **Home > Billing > Invoice**, search for the invoice, select it. In the **Invoice Instalment Details** section, use the **More Actions** menu to **Print** or **Cancel** the invoice, if required. **Alternative Method: From Invoice** * Open the patient invoice by navigating to **Home > Billing > Invoice**. * In the top panel, click on the **overdue amount** to open the **Overdue Invoice(s)** pop-up. * In the pop-up, locate the specific invoice, select the collection date using the date picker, check the **Collected** checkbox, enter the amount in the **Amt** field, select **Collect Payment** to open the **Payment Option** section, choose a payment method and enter the amount, and then select **Save** to complete the collection. #### 9. How do I set the tax category to SR (5%) by default? Only an admin or authorized staff member can update by following these steps: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration**. * In the left panel, select **Invoice**. * In the right panel, locate the **Default Tax for Items** setting and select the **Edit** icon. * From the drop-down list, select **SR**. * Click the **Save** icon to apply the change. The tax category will now default to **SR (5%)** for all items. Additionally, **5% TAX** will be enabled by default when creating or updating a price list. #### 10. How do I print the advance receipt? * Open the **Advance Management (Home > Billing > Advance Management)** screen. * Select the respective patient using the search field. * Choose the line item in the **Credit Transaction** spread, and click the **More Action** menu to open the dropdown list. * Select the **Print** option from the dropdown list. This action opens the **Advance Report** pop-up. * In the **Advance Report** pop-up, select either **Download** or **Print** the receipt. The report includes patient details, the collection type, the advance reference number, and the names of the person who entered the data and the recipient. #### **11. How do I enable or disable the permission to delete invoiced items from the Medical Records?** Only an admin or authorized staff member can enable the settings by following these steps: * Open the **Application Configuration** screen by navigating to **Home > Setup > Application Configuration**. * In the **Users** dropdown, select the required user. If no user is selected, the configuration will apply to all users in the clinic. * On the left side section, click **Medical Records**. * On the right side, locate and expand the **Medical Records Item Delete After Invoice** setting. * Use the **toggle switch** to enable or disable the permission to delete invoiced items from the Medical Records. #### 12. How to transfer the advance amount to another patient? * Open the **Advance Management** screen by navigating to **Home > Billing > Advance Management**. * Search and select the patient. * In the **Credit Transaction** section, find the line item and click the **More Action** menu. * Choose **Transfer** from the dropdown. * In the **Transfer Payment** pop-up, fill the details. * Click **SAVE** to complete the transfer. #### 13. How can I generate an invoice for the visit (Status: Waiting for Billing) completed in the last month? The best practice is to generate invoices on a daily basis. In case any invoice has been missed, follow the steps below to generate the invoice: * Open the **Invoice** screen by navigating to **Home > Billing > Invoice**. * Click the **Invoice Queue** icon located at the bottom left side. This will open the **Invoice Queue** pop-up. * Select the desired **Date Range** and click the **SEARCH** button to find invoices with a **Waiting for Billing** status. * Select the respective invoice from the list. The invoice details will be displayed on the dashboard. * In the **Patient Invoice(s)** section, click the invoice to select it. * Collect the payment and save the invoice. #### 14. How can I change the doctor in an invoice if it was added incorrectly? No, it is not possible to change the doctor assigned to a patient once the invoice has been completed. In such situations, you need to cancel the completed invoice as well as the associated patient visit. After that, create a new patient visit and assign the correct doctor before completing the billing process again. #### 15. How can I delete items added to an invoice before billing? * Open the **Invoice** screen by navigating to **Home > Billing > Invoice**. * Select the invoice using either the **Invoice Queue** or the **New Invoice** option. * Once the invoice is selected, its details will appear on the screen. * Under the **Invoice Details** section, click the **delete** icon located in the item row. * After making the necessary changes, click **SAVE** to update the invoice. #### 16. How to print or email the invoice to the patient? * Open the **Invoice** screen by navigating to **Home > Billing > Invoice,** and use the **Search** field to locate the specific invoice. * Click on the invoice row to select it, then open the **More Actions** dropdown menu. * From the dropdown, select **Print Invoice** to open the **Invoice Print** pop-up. * In the pop-up, choose your preferred action: **Download**, **Print**, or **Email** the invoice. #### 17. Why are items reflecting in the self-pay invoice instead of the insurance invoice? This typically occurs when there is a mismatch or misconfiguration in the insurance price list. The following scenarios may cause the item to be billed under self-pay: * If the item is not available in the respective price list, navigate to **Home > Admin > Items > Price Master**, search for and select the price list, then add the missing item. * If a price list is not available for the respective insurance, open the **Price Master** screen and create a new price list mapped to the correct insurance. * If the price list is inactive or expired, activate it or update the expiry date range in the **Price Master** screen. Once the price list is correctly configured and active, items will appear under the insurance invoice as expected. #### 18. Why are there two invoices for insurance visits? When a patient visit is billed under insurance, the application creates **two separate invoices** to distinguish between what the insurance covers and what the patient must pay: * **Insurance invoice**: This is sent to the insurance company for claim processing. It appears in **green** and is labeled with the Invoice Type as **Insurance**. \ Example: **SAMP/100001** indicates an insurance invoice. * **Copay invoice**: This represents the portion of the bill the patient must pay. It appears in **blue**, is similar to a self-pay invoice, and is labeled as **Self Paid**. \ Example: **SAMP/C/100064** indicates a copay (cash) invoice, where "C" stands for cash. Generating separate invoices helps streamline insurance claim processing and ensures clear tracking of patient responsibilities. #### 19. How do I edit the invoice date? An admin or authorized staff member can edit the invoice date by following these steps: * Open the **Invoice** screen by navigating to **Home > Billing > Invoice**. * Locate the invoice using the **Invoice Queue**, **Search** field, or **Advanced Search**, and open it. * In the **Invoice Details** section, select the new date using the **date picker** in the **Invoice Date** field. * Click **Save** to apply the changes. #### 20. How do I cancel an invoice? An admin or authorized staff can cancel an invoice by following these steps: * Open the **Invoice** screen by navigating to **Home > Billing > Invoice**. * Locate the invoice using the **Invoice Queue**, **Search** field, or **Advanced Search**, and open it. * In the **Patient Invoice(s)** section, open the **Invoice Options** menu. * If the invoice is for insurance, select the **insurance (parent) invoice**, not the copay invoice. * Click **Cancel Invoice**. * In the **Cancellation Remarks** pop-up, enter the reason for cancellation. * Click **Save**. When an invoice is cancelled, any collected amount is automatically moved to **Advance** to preserve the financial record.\ If the invoice was created in error and you do **not** want the collected amount added to advance, first **remove the collected amount**, save the invoice, and then proceed to cancel it. #### 21. Why am I getting the error “No Clinician ID” for a claim in the E-claim application? Only an admin or authorized staff member can update the necessary license information. This error occurs when the clinician’s license details are missing or incorrect in Unite. * Open the **Users (Home > Admin > User Setup > Users)** screen. * Select the clinician, and complete the **License Details** section. * Click **SAVE** to save the details. #### 22. Why are the claims(Invoices) not reflected in the E-claim page? Claims may not appear in the E-claim application due to missing or incorrect configurations. Use the following checklist to troubleshoot the issue: * **Verify department mapping for the Insurance Coordinator**\ Ensure that all departments are mapped to the Insurance Coordinator. Claims will only appear in the E-claim application if this mapping exists. To map departments: * Open the **Users (Home > Admin > User Setup > Users)** screen. * Select the Insurance Coordinator’s user profile. * In the **RS Settings** section, click the **Plus** icon. * Use the **Department** dropdown to map the required departments. * Click **Save**. * **Check if "Submit to eClaim" is enabled for the consulting doctor** * Open the **Users (Home > Admin > User Setup > Users)** screen. * Search for or select the doctor’s user profile. * Turn on the **Submit to eClaim** toggle. * Click **Save**. * **Check if "Should Submit eClaim" is enabled for the price group** * Open the **Price Group (Home > Admin > Insurance > Price Group)** screen. * Search for and open the relevant price group. * Select the **Should Submit eClaim** checkbox. * Click **Save**. * **Check if "Should Submit eClaim" is enabled for the insurance** * Open the **Insurance Master (Home > Admin > Insurance > Insurance Master)** screen. * Search for and open the relevant insurance. * Select the **Should Submit eClaim** checkbox. * Click **Save**. Once all required configurations are verified and updated, claims should reflect correctly in the E-claim application. #### 23. How do I clear the remaining balance (overdue or outstanding) on a patient’s invoice if the payment has already been settled? You can clear a remaining balance (overdue or outstanding) on a patient’s invoice in two ways: from the **Overdue Management** screen or directly from the patient’s invoice. **From the Overdue Management screen:** * Open the **Overdue Management** screen by navigating to **Home > Billing > Overdue Management**. * Select a **date range** and click **Search** to view invoices with overdue amounts. * Locate the patient and select **Collect Payment**. The **Overdue Invoice(s)** pop-up appears. * In the **Overdue Invoice(s)** pop-up, select the collection date using the date picker, check the **Collected** checkbox (the **Amt** field auto-fills), optionally enter a partial amount if needed, and select **Collect Payment** to open the **Payment Option** pop-up. * In the **Payment Option** pop-up, enter the amount in the **Amount Received** field and select **Save**. * After saving, the payment is recorded in the **Invoice** screen, where you can navigate to **Home > Billing > Invoice**, search for the invoice, select it. In the **Invoice Instalment Details** section, use the **More Actions** menu to **Print** or **Cancel** the invoice, if required. **Alternative Method: From Invoice** * Open the patient invoice by navigating to **Home > Billing > Invoice**. * In the top panel, click on the **overdue amount** to open the **Overdue Invoice(s)** pop-up. * In the pop-up, locate the specific invoice, select the collection date using the date picker, check the **Collected** checkbox, enter the amount in the **Amt** field, select **Collect Payment** to open the **Payment Option** section, choose a payment method and enter the amount, and then select **Save** to complete the collection. *** --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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