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manual:billing_payments

Back to Billing

Payments

The Payments tab displays all received payments. Firstly select the ledger for which you wish to review the payments. Payments display in a table with the following columns:

  • Date
    • Payments from Invoices - The date represents either the date teh payment was created or reconciled (refer to status to know which)
    • Claim Payments from Medicare -this is the payment run date.
  • Reference
    • This reference number is an MMEx reference number, not the Medicare payment run number. The payment run number will display in the Payment Details column.
  • Account
    • will state the relevant account name whether a customer account or a Medicare Bulk Billing Account that displays with the provider number
  • Payment Details
    • advises the payment run number and where the payment was received - bank account details will display for Medicare Payments and the MMEx account details will display for private payments.
  • Claims
  • Provider
  • Status - this represents the MMEx status.
    • Private billing payments will be in Open status when created, and a user can either reconcile or void the payment.
    • Medicare claims will be in Open status when paid and marked as reconciled when someone reconciles the claim.
  • Amount

The table may be filtered by column - click the column title once to sort A-Z and twice to sort Z-A. You may filter the list by:

  • Keyword search - will search by BSB, account number and account name, reference and provider number, but does not search the claims column.
  • Status type
    • Open
    • Reconciled
    • Voided (or written off)

Additional filters may be accessed by clicking Advanced. These include:

  • Account
  • Date Range

The dashboard display will change to reflect the data included in the filtered subset.

Medicare Payments

Medicare Payments are received automatically into MMEx. Opening a payment you will see: The Payment Breakdown displayed the relevant claim details and the total amount paid.

Payment Breakdowns may include multiple claims

Processing and Payment Reports

In the payment record, click on View Claim Details

Underneath the claim details you will see the Visits listed firstly, then the Processing Report and Payment Report information.

Visits

The visits sections lists the visits that were included in the claim.

If there is an issue (error) with one of the visits that you claimed the visit will display highlighted in pink. The Errors column will display the error as advised by Medicare.
Issues related to Medicare numbers will display the Update Patient Details button so you can rectify the issue before reclaiming the visit.
The visit will also display the Reclaim Visit button to enable to modify the details to correct the error and then resubmit the claim. See Reclaiming

Processing Report

The processing report displays the outcome of each claim with regards to payment against the charge amount. Again, visits with errors will be highlighted in Pink with the error detailed.

Payment Reports

When a payment report for a claim arrives, an open payment is received. This indicates that Medicare believes the money has been transferred. The Payment Report is highlighted green when the payment has been made successfully.

It may display as successful even if the amount claimed is not the amount paid as it is an indication from Medicare that the payment was made successfully, not that the entire claim was paid.

Clicking on View Payment Details will return you to the payment record.

If a user re-requests a payment report, the previous payment report will be voided and a new one created. This may display as a voided payment on the payment screen. Payments cannot be re-checked after they have been reconciled.

Reclaiming

To correct errors and reclaim a visit, click on the Reclaim visit button.

You will be asked to confirm that you wish to reclaim the visit.

A new visit will open, displaying clearly that this visit is a reclaimed visit, and with a link to the original visit.

Modify the visit as required to address the errors, click Save.

The Visit to be reclaimed is in Draft status and will need to be added to a claim to be resubmitted to Medicare.

The new Claim and will need to be sent to Medicare by clicking Send Claim to Medicare from the Claims tab

Original visit now includes a link to the reclaimed visit and the claim it was attached to, and clearly states that the visit has been reclaimed.

Both Visits display in the Patient's Billing History.
One line will display Complete, the second has a Status of Sent to Medicare (Reclaimed) - this is your original Claim

Payment status

At a glance, with All Statuses selected, you can see how many open (or unreconciled) payments you have.

Payment status represents the MMEx status.

  • Private billing payments will be in Open status when created, and a user can either reconcile or void the payment.
  • Medicare claims will be in Open status when paid and marked as reconciled when someone reconciles the claim.

Change the filter to Open, to filter the list of payments for open payments to make working through them easier.

Each payment record displays a Breadcrumb trail at the top of the screen to indicate the status of that payment: Open

Reconciled

Voided

Recording Payment of a Private Billing visit

On the Visits tab, locate and open the visit that is being paid. Review the billing items and add or remove items as required. (Click Save if any changes were made)

Click on Generate Invoice, you will get a confirmation alert to confirm that you want to generate an invoice.

Review the invoice - you can add additional visits or custom items to the invoice if billing for multiple services.
(Click Save if any changes were made)

Click Mark as Ready for Payment, you will get a confirmation alert to confirm that you want to finalise the invoice.

Scroll down and record the payment.

Click on Print Statement to provide the patient with their receipt.

Recording an Invoice Payment

To add a new payment, click on Add New Payment This will open a window that will ask you to select the account you wish to record a payment for. In the account drop down box, search for the account you wish to apply the payment to (ie the patient or the invoice recipient's name). After selecting a patient, you will see a field for recording a payment and payment type as well as a list of all outstanding invoices for that account.


Where a customer has multiple invoices, the total amount being paid may be split to remove a portion of each invoice's total. If the customer is intending to pay the entire outstanding amount today, click Pay Total and the total amount outstanding will be calculated and entered into the Amount field.

Click Make Payment to record the payment.

The payment status will be open. To reconcile the payment, when you have verified that the amount has been received, click Mark as reconciled

Payment Reference Number Generation

When you create an payment record in MMEx, a unique payment reference number is generated. The number displays in the Reference column on the payment page and in the top left corner of the Payment record screen. The payment reference number is generated following the format:

  • Type: PAY
  • Date: YYMMDD
  • Sequence: Number of payment that day
  • Random number: Four digit randomly generated number to ensure that no two payments can have the same reference number.

This reference number is not the Medicare payment run number. The payment run number will display in the Payment Details column.

Reconcile a Private Bill Payment

Reconciling an account is a step taken to record that the amount of money received into the nominated bank account is the same as the payment recorded in the billing system.

Reconciliation is usually undertaken by a different person than the one who recorded the payment.

Open the relevant invoice or payment and click on Mark as Reconciled
A reconcile payment pop up will open. Record the date/time stamp to reflect when the payment was received into your accounts and click Reconciled.

Please note that an invoice will remain in status Ready for Payment until the payment ahs been reconcied.

Voiding a Payment

If the payment has been recorded in error, click on Void Payment You will be asked to confirm voiding the payment

And the payment will be removed from the Invoice and the account. A record of the voided amount will be retained on the Invoice and payment record.

The invoice table's payment column will still display the type of payment that was previously recorded and the invoice will return to “Open” status. Open the invoice to record the correct payment, or alternately, “Write off” the debt if you are cancelling the invoice.

NB: Specific permissions are required to access “Void Payment” and “Write off Debt” buttons. Speak with your organisation administrator or MMEx helpdesk.

Recording an Account Payment

Payments may also be made for amounts outstanding on an account where there is no invoice.

On the payments tab, select Add new payment

Select the account that the payment is being made to.

Enter the amount being paid in the Amount field. If the customer is paying the full outstanding amount, click on Pay Total and the the amount outstanding on the account will populate the amount field.

Record the remaining deatils and click Make Payment.

You may also record payment of an invoice using this workflow as the payment page will list any outstanding invoices. In the amount to pay field enter the amount of the invoice that is being paid.

Paying Multiple Invoices

Using the Add a payment button you can record payments for multiple invoices at once.

An example scenario where this may occur and be useful is:

  • The patient is purchasing orthotics from the Podiatrist.
  • The orthotics have been recorded on an invoice and will be paid off over a period of time. (a.k.a. lay-by)
  • During this period the patient attends a regular appointment and makes a payment for today's appointment as well as a part payment towards the orthotics.
  • Today, you would record the total amount of money being paid by the patient

and specify the amount that is being paid towards each invoice in the payment breakdown section. By default the system will attribute payments to the oldest (by date) invoice)

If you record a payment that is greater than the amount due today (for the visit) you will see the following message.

Payment Reconciled in Error

There is no “undo” or archive option once you have finalised a ledger entry. If an item has been reconciled, this is considered finalised and cannot be edited. You can only correct the relevant account balances.

ALWAYS DOUBLE CHECK the account name when you are finalising invoices, recording payments and reconciling payments as these actions are recorded permanently against the account.
DO NOT RECONCILE PAYMENTS unless you have evidence the payment has been recieved by your organisation (e.g. bank statements).

If you have not verified that the data is being recorded against the correct invoice or account and have recorded a payment in error - DO NOT RECONCILE IT.
Void the payment as outlined above

The invoice cannot be deleted - you will need to utilise the Write Off in Error function that is available to Organisation Administrators.

If you have reconciled the payment in error (wrong amount, wrong invoice, payment not received) it cannot be removed from the payments list or from the ledger.

To “correct” the balance of the clinician or patient account only, you could transfer an amount equivalent to the error to another account - the correct clinician or patient for example.
This will not modify the errors already recorded in the ledger.
Consistent with correct accounting practices, ledger entries, once finalised cannot be edited.

manual/billing_payments.txt · Last modified: 2019/06/27 03:00 by sarahb