Common billing program setup features
Refund/return button
To have a little more control over the refunds/returns, you can limit the refund/return button to only employees who have administrator access.
Setup > program setup, select admin, security, select ‘hide refund/return button for all but admins’.
Notes when cancelling an invoice or payment
Setup > program setup, select billing, and invoice billing.
Select ‘prompt for notes when cancelling an invoice or payment’.
When this is enabled, when any user cancels a payment or invoice, a notes box will appear, there MUST be something in here prior to clicking ok.
A report to list all deleted invoices and payments can be found under the Admin menu > security reports > select deleted invoices/payments.
‘Repeat last invoice’ button
If patients often have the same invoice on an ongoing basis, this button will eliminate the need to fill out all the fields repeatedly.
Setup > program setup, select billing and invoice billing.
Select ‘Show “repeat last invoice” button’.
This button will replicate the last invoice on that patient’s record, edit as required.
Email client statements, invoices, and receipts
If the clinic is looking to avoid mailing costs, use the email feature in Healthquest. Enable it through setup > program setup, select billing and stmt/receipts, check off ‘Email client statements, invoices, and receipts’.
To email an invoice or receipt, open the client card and acct summary. Select the invoice or payment tab and highlight applicable entry, click print invoice or payment.
Select the email document check box and click ok, the email
window will open.
- Select the template and/or manually edit the
message as desired.
- Enter the email address if there isn’t one from
the client card already populated. Add more emails separating them with a semi
colon.
- The invoice (or receipt) will be listed in the
attachments box.
- Click send when ready.
Gratuity
Setup > program setup, on billing, select ‘allow gratuity on overpayments’.
Add gratuity to the price list as an adjustment.
To add a gratuity to an invoice, open the payment entry
window.
- Select the client, company, and invoice.
- Select the adjustment radio button and the
gratuity from the drop down.
- Enter the total amount paid (total owing plus
over payment) in the amount field.
- Click post.
- Select gratuity from the dropdown.
- Enter the amount to add to the client record as
credit, if any, the gratuity split will adjust; if all, click the ‘Create a
credit for $xx’ at the bottom.
- Click ok.
This gratuity payment is visible on the acct summary on a client card.
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