To enter an invoice or "Transaction", click the patient's appointment. In the pop-up that opens either click Transaction.
The Transaction dialogue box allows you to enter service and stock transactions (sales) for a patient without leaving the diary. If the patient’s details have been entered into the system, a "Transaction" button will be visible in the lightbox that pops up on clicking the appointment. Click that button and the Transaction dialogue box will open.
The first option in the dialogue box is the date, which defaults to today. It can be changed if you need to. Next is the account balance, telling you if the patient owes money or is in credit. The payment category which alerts you to whether the patient is in a category that needs special attention such as concession etc. Then there is the Comments box which lists any Comments recorded on the patient's details screen.
You will also see information about the last and next visits, along with their place in their course of care.
There should already be a line item inserted for the appointment type for which the patient is booked. If you wish to delete this or any other line item click the red minus icon at the end of the line.
To add a Service or Stock item click on the relevant drop down list and select the item. You can refine the list by searching.
Once a line item has been added you can edit the the individual totals, quantities and tax rates.
The Transaction should default to the relevant practitioner, however if not select the correct one.
To record a payment at the same time as the service, click the “Record a payment?” box.
If you have Tyro or Medipass enabled you will see buttons enabling you to send the details to the respective service.
Then select the type of payment from the first drop down list. When you do this, the full amount of the service will be entered into the box next to it. If this is only part of the payment (such as with HICAPs part-payments) click on the box, change the amount, then select the next payment type from the next list. On doing this it will automatically update its box with the balance amount. Again, if this needs to be altered, do so. Up to 3 different types of payment can be entered at one time.
If the patient has credit amounts on their account, they can be applied to the totals if their tax rates correspond. Note however that entering payment amounts in the payment boxes outlined above will override the use of any credits.
You can also quickly print a receipt when entering a transaction. Just tick the "Print Receipt" option above the "Save" button and the statement window will open with that day's transactions for that patient when you press Save. You can also tick the "Email Receipt" to email the receipt to the patient as well (this option is only visible if they have an email address in the system).
Click “Save” to enter the transaction, otherwise, click the cross if you wish to cancel.