Below you will find some commonly asked questions related to invoicing in Gentu.
> How do I bulk bill a patient if they are a child or a minor?
To bulk bill a child (or a minor, ward, et cetera); you'll simply need to ensure that the patient's parent or guardian is set as the primary account holder.
Add the parent or guardian as an account holder via the Address Book (Add > Account Holder).
Please note that you will need to add the account holder's date of birth and Medicare card details in order to bulk bill the patient or claim services via Patient Claiming.
Then, open the patient's details window and add the parent/guardian as an account holder for this patient.
If the patient has a 'self' type account holder already selected, you can then select and Unlink this account to ensure the parent/guardian is the primary account holder by default. (If you do not remove the 'self' account holder, you'll need to manually select the parent/guardian as the Addressee when you invoice this patient.)
When you then invoice the patient, you can select the parent account holder as the Addressee.
> What is a committed invoice?
A committed invoice is an invoice which currently has a payment recorded against it, or which has been transmitted as an electronic claim. You can only make limited changes to a committed invoice.
> What details can I change on a committed invoice?
Once an invoice has been committed, you can change the following details:
- Item fee (for Self and Other type invoices only)
- Site of service
- Referral details
- Item overrides & service text
- Service date
- Service time
- Invoice note
You cannot change:
- Item fee (for Bulk Bill, DVA, and Health Fund type invoices)
- Servicing provider
- Account type
- Gap assignee
- Item numbers (add/remove)
- Item fee
- Claim type (Known Gap/No Gap/Private)
- Service type (Inpatient/Outpatient)
> Why can't I view/add/edit patient invoices, but my colleague can?
Your user may not have the ability to access or edit these files due to the way that User Roles have been configured in your Gentu practice. For more information, see the User Permissions section of this article.
> How do I create custom Billing Items?
- Open Settings > Billing Items
- Click Add Custom Item
- Fill in the item number information
- Click Save
When you want to bill this item, you can now type your custom item number into the Add a Billing Item field within an invoice, and select your new item.
> How do I create a custom fee schedule for my private fees?
You can create a custom fee schedule by navigating to Settings > Billing Items & Fee Schedules. Click Add Fee Schedule.
In the new window, enter the details of the custom fee schedule.
Press Save, and Gentu will create the new fee schedule based on the formula entered.
Once you have saved the new schedule, it is then possible to change the individual fees for certain items if you would like to set an arbitrary fee (rather than a formula-based fee).
Simply search for the item number within Billing Items & Fee Schedules. Once you've selected the item you'd like to change the fee for, you will see the drop down menu where you can select the custom fee schedule (in the example below, "YB Private"). In the field below, you can simply type in the desired fee, and press Save.
This will permanently save the fee for that item under the custom schedule.
> How do I bill AMA fees in Gentu?
While Gentu allows you to import the AMA fee schedule into your database, this is mainly used for Known Gap calculations. It's not currently possible to bill using the AMA fee schedule directly from the invoice screen.
However, you are able to view the AMA fees per each item by searching for the item in Settings > Billing Items. Therefore if you did wish to bill AMA you could consider the following workaround:
- Add an account holder for AMA via the Address Book.
- Open the patient's details screen and add AMA as an account holder.
- Navigate to Settings > Billing Items and search for the items you wish to bill. Note down the AMA fee.
- Create a new private invoice for the patient.
- Add the item(s), and manually set the fee to match the AMA fee.
Note that the above steps rely on the AMA schedule having been manually imported into your database prior.
> Where can I gain access to the AMA schedule?
The AMA schedule is not publicly available, but it can be downloaded by AMA members from the official AMA website: https://ama.com.au/
If you are planning to import the schedule into Gentu (Settings > Fee Schedules), please ensure you download the fee schedule in .CSV file format. Other formats (such as PDF format) are not compatible with Gentu.
> How can I create a Workcover invoice in Gentu?
- Create a new Contact in the Address Book (Add > Contact) for Workcover. Set it as a Business type contact and add any further details before saving.
- Open a new invoice for the patient. Select the Other... account type from the drop down menu.
- Search for and select Workcover as the addressee.
- If you have already added the patient's third party claim details; you will see a Claim drop down menu where their claim can be selected.
- Add the items and continue to process and print the invoice as normal.
When the invoice is paid for by Workcover; it can be receipted via Financials > Organisational Remittance.
> How can I delete an invoice in Gentu?
It isn't possible to delete an invoice in Gentu. If you need to remove an invoice because it is incorrect or a duplicate, the equivalent action is to Void the invoice. Voiding instead of deleting establishes a 'paper trail' for invoices which makes it easy to audit a practice and allows for transparency around user activity. For more information about voiding invoices, please see the article on Refunds and Adjustments.
To protect the integrity of practice billing data, the Void button may not be available for all user roles, so if you're not able to see the Void button, please speak to your Practice Administrator. (Or see this article for more information on user roles.)
If the invoice has been submitted as an electronic claim, then it is not possible to void the invoice at all. Instead, you can adjust the charge or balance of each item on the invoice down to $0, and then save the account.
> I need to bill a hospital for inpatient services. Where can I add the Facility ID/Hospital ID?
You can add the hospital's Facility ID via the Address Book. Open the Hospital tab and search for the hospital here, then select it. Enter the Facility ID, then save.
The Department of Health keeps a list of all Facility IDs on their website, so if you are not sure of a hospital or clinic's Facility ID, you can search for it in the files linked at the bottom of this Department of Health page.
> I cannot print an invoice from Gentu. Why is this?
If you are using Internet Explorer to access Gentu, there is a known issue where Gentu is unable to print invoices. For this reason, Internet Explorer is not a supported browser. We recommend using a browser such as Google Chrome or Safari to access Gentu.
> I cannot add a 51300 or 51303 to my invoice - Gentu says the item number doesn't exist. How do I bill for, or as, an assistant?
It's not possible to manually add MBS items 51300 or 51303 to an invoice. Instead, when you wish to bill for or as an assistant, you can use the Assist Item button to add assistant items to the invoice. For instructions on billing for or as an assistant, please see this article.
> When should I set a child/minor patient's account holder to the parent/guardian?
To our understanding, it is a Medicare requirement that children aged 12 and under have an adult parent or guardian set as their account holder.
If an online claim needs to be sent for a child/minor, and the claim also includes a patient out-of-pocket cost or gap payment, it is recommended to set the parent/guardian as the account holder before submitting the claim.
> How do I add service time, service text or item overrides to an item?
You can add service text or overrides after adding an item to the invoice. Click the flag icon to the left of the item, which will open the Overrides window.
In here, select any applicable options and enter the service text as needed before clicking Apply.