Auditing Invoicing & Claiming Activity

Introduction

Auditing invoices and claiming activity is an important part of managing financial records in MediRecords. The audit function allows you to see who created and who last updated a quote, invoice, payment, or adjustment, along with a timestamp of those actions. This makes it easy to track responsibility and maintain transparency across all stages of billing and claiming.

Within the Accounts tab of a patient record, you can audit quotes, invoices, payments, and adjustments by hovering over the lock icon. For claiming activity, the same process applies at each step - from unclaimed invoices, to claims in progress, through to claims completed. The details you see will depend on the stage the invoice or claim is currently in.

This guide explains how to access audit information, what the "Created by" and "Updated by" details mean in different claiming stages, and how automated processes (such as Medicare auto-claiming) are displayed in the audit trail.

How do I Audit Invoice and Claiming Activity?

The process that are audited in the account tab in a patients record are - 

1. Quotes
2. Invoices
3. payments 
4. Adjustments 

Hover your mouse over the lock icon located at the end of the grid, for either a quote, invoice, payment or adjustment entry to see the "created by" and last "updated by".

Claiming activity can be audited at each step of the claiming process, by hovering over lock icon for the following

1. Unclaimed invoice
2. Invoice progress claim 
3. claim completed this week

You can see the 'created by' and last 'Updated by' details (User and timestamp). 

The information shown depends on which stage of the claiming process the invoice or claim is at:

For invoices under the Unclaimed Amount donut:

The "Created By" information is generated by the user who created the invoice with type Medicare/DVA/IMC/PCI, MediRecords will automatically move the invoice to Unclaimed Amount category after saving an invoice.

The "Updated By" information is generated from any changes or modifications made to the invoice by any user before the submitting process has begun. 

For invoices under the In Progress donut:

The "Created By" information is generated by the User who created the invoice with type - 

• Medicare 
• DVA
• IMC
• PCI

MediRecords will automatically move the invoice to unclaimed amount category after saving an invoice.

The 'Updated By' information is generated from any changes or modifications made to the invoice by any user before the submitting process has begun.

For invoices under the Claims Completed this Week donut:

The "Created By" information is based off of the user who clicks on the "Process" button or accepts the claim once its paid by Medicare.

In the case that the practice is configured to automatically process Medicare Claims, automatically processed Medicare Claims will display that they are Created by "Dr MediRecords System"