Patient Accounts
This article will cover how to access a patient's accounts and the different types of actions that can be taken.
Patient Accounts can be accessed by opening a patient's record and clicking Accounts.
There are four different types of account documentation that can be managed: Quotes, Invoices, Payments and Adjustments.
Quotes
To open the Quotes tab, click on Quotes from the Accounts tab.
Quotes are used to give an approximation of services to a client and are not currently asking for payment, so they are easily modifiable and removed from a patient's record.
All current quotes will be listed by default with a summary of the key details on the record.
To filter the list of quotes, click on Filter and click on any item you wish to filter by. These are denoted by a tick-mark.
To search for a specific quote, click the Search box and type in a Keyword. Press Enter and the system will display a list of the closest matches.
To create a new quote, click New Quote and New Quote for Out-Patient Billing, New In-Patient Quote for In-Patient Billing.
Fill in the appropriate details then click Print.
Confirm the print layout is correct and proceed with printing.
*NOTE: Printing is handled by your browser and Medirecords does not provide support for this. Please consult your browser's support services for problems with printing.
To view a summary of the quote, click the Sideways Triangle next to the tickbox on a record.
Click on the Tick-Box next to a record to modify that specific record.
To modify multiple quotes, click on the Tick-Box of each record you wish to modify (or the top most tick-box to select all).
To edit the details of an quote, click Edit.
To delete a quote, click Delete.
Click Yes to confirm deletion.
*NOTE All records deleted cannot be recovered.
To print a quote, click Print.
To change the status of a quote, click Status and click either Open (current quotes) or Closed (Non-current quotes)
To convert the quote into an invoice, click More and Convert to Invoice
Invoices
Invoices are used to bill patients and used as a reference to claim to Medicare or the DVA.
All current invoices are listed by default with a summary of the key details on the record.
To filter records based on Invoice Status, Provider, Created Date and/or Invoice Type, click Filter and click the items you wish to filter by.
To search for a specific invoice, click the Search box and type in a keyword. Press Enter and the system will display a list of the closest matches.
To create a new invoice, click New Invoice and New Invoice for out-patient billing or New In-Patient Invoice for in-patient billing.
Fill in the appropriate details and click the button based on your payee (e.g. Medicare will have Claim, Patient will be Quick Pay/More Pay)
For more information about billing to specific payers, please refer to our Medicare Claiming Guide here
To view a summary of the invoice, click the Sideways Triangle next to the tickbox on a record.
To modify a specific record, click the Tick-Box next to the record.
To modify multiple records, click multiple records' Tick-Box (or the Top-Most Box if selecting all).
To edit an invoice, click Edit.
To delete an invoice, click Delete.
To confirm deletion, click Yes.
*NOTE All records deleted cannot be recovered.
To print an invoice, click Print.
To accept payment towards an on hold invoice, click More and New Payment.
Select the type and details of the payment and click Payment. To add multiple payments, click the + Icon to the left of the Type column.
Payments
Payments are money paid against an invoice for a service. This includes Medicare, private payments, health funds and other payments.
To view all payments made for the patient's services, click Payments.
All payments made are listed by default with a summary of the key details on the record.
To filter the list based on Location and Created Date, click on Filter and click on any item you wish to filter by. These are denoted by a tick-mark.
To search for a specific payment, click the Search box and type in a Keyword. Press Enter and the system will display a list of the closest matches.
To log a new payment, click New Payment.
Select the type and details of the payment and click Payment. To add multiple payments, click the + Icon to the left of the Type column.
To view a summary of the payment, click the Sideways Triangle next to the tickbox on a record.
To modify a specific record, click the Tick-Box next to the record.
To modify multiple records, click multiple records' Tick-Box (or the Top-Most Box if selecting all). No options can be selected in current build.
To view the ticked record, click View.
To print, click Print.
Adjustments
Adjustments are made to reconcile differences in a ledger, e.g. written off invoices.
To view adjustments, click on Adjustments.
All payments made are listed by default with a summary of the key details on the record.
To filter the list based on Location and Created Date, click on Filter and click on any item you wish to filter by. These are denoted by a tick-mark.
To search for a specific adjustment, click the Search box and type in a Keyword. Press Enter and the system will display a list of the closest matches.
To log a new adjustment, click New Adjustment.
Click the Tick-Box next to the appropriate invoice(s) and enter the adjustment value under Adjust Now, the Adjustment Date, Reason and Reference (for your own records). When completed, scroll down and click Adjust Now.
Click Yes to confirm the adjustment.
To modify a specific record, click the Tick-Box next to the record.
To view the ticked record, click View.
To know more about Invoice Types, then please click here: MediRecords Invoice Types