Table of Contents
- Parents, Guardians or Carers
- Organisation, Business, Hospital or other Individual
- Creating the Organisation or Hospital
- Billing the Organisation or Hospital
- Paying Organisational Invoices
- Configuring Third Party Billing
Gentu allows you to assign invoices to a variety of individuals or organisations, including patients, parents, guardians or carers, Medicare or Health Funds, or other organisations responsible for the patients care. Where and how you assign these accounts will vary based on who the respective account holder is.
Parents, Guardians or Carers
By default patients are set as the default account holder for their own accounts. However if the patients account is the responsibility of a parent, guardian or carer, you should assign them as the account holder instead of the patient.
Creating the Account Holder
If the parent, guardian or carer isn't already a patient in your practice, you will need to create them as an Account Holder in Gentu's Address Book. If they are already patients, please disregard this and move directly to 'Setting the Account Holder' below.
To do this, open the Address Book module and select the 'Account Holders' tab. You should use the search bar to search for an account holder to determine if they already exist; if Gentu can't find a record of the account holder, you will be prompted to create one.
Complete the details for your account holder, ensuring that they are marked as an individual. Once you have completed their details, click Save Contact.
Setting the Account Holder
If the Account Holder is already a patient, or the Account Holder has been created in the Address Book, open the Patient module and then select the patient you wish to assign the Account Holder to.
Locate the 'Account Holder' section of the Patient Record and click the + icon to set a new Account Holder. Search for the relevant account holder and select them by either clicking on their result, or pressing Enter on your keyboard to select the top result.
Selecting an Account Holder will bring up their details to assist you in confirming the record. If these details are correct, simply click Save to set them as the account holder.
You will then see two account holders assigned to the patient. If the original Account Holder is not needed (i.e. you never wish to bill them directly), you can remove them by clicking on their name and then clicking Unlink.
Billing the Account Holder
To bill a Parent, Guardian or Carer as Account Holder, simply create an invoice and select Self as the Account Type. If there is more than once Account Holder attached to this patient, you can select them by clicking the Addressee drop down and selecting them from the list.
Create the invoice as per normal, and the invoice will be printed with the Account Holders details.
Organisation, Business, Hospital or other Individual
In some cases you may wish to make an invoice out to an organisation, business, or individual who is not normally responsible for the patient's accounts. For example you may wish to submit an invoice as part of a Workcover claim. In these cases, you are able to create Account Holder, Hospital or Contact records for an organisation or individual and address the invoice to them directly.
Note that if you wish to bill an individual third party account holder, they must be created as a Contact - not as an account holder. The difference is that an account holder is intended to be the primary account holder for a patient - i.e. in most cases an account holder will be a patient themselves, or the parent or guardian of a patient. In other words:
- A Contact can be billed using the Other billing type, but cannot be added to Patient Details as an account holder.
- An Account Holder can be added to Patient Details as an account holder, but they cannot be billed via the Other billing type.
Creating the Organisation or Hospital
Before creating the new Account Holder or Hospital, open their respective tab in the Address Book module and search for their name to ensure an account does not already exist. If the Account Holder or Hospital doesn't exist, Gentu will prompt you to create one.
Enter the Hospital or Account Holder details.
For Account Holder Organisations or Businesses, you should ensure that you have marked them as a business.
For Hospitals and Contacts, you should ensure that the 'Issue Invoices to this contact' checkbox under Billing Details is ticked; this will allow you to assign the invoice to the Hospital or Contact.
Once you have entered the details of the organisation or individual and confirmed these settings, you can save their details by clicking Save Contact.
Billing the Third Party
To bill the Organisation, Hospital or other individual, create an invoice for the respective patient and then select the Account Type as Other....
Selecting Other... transforms the Addressee field into a search field; you can search for billable organisations by entering text directly into this field.
Please note that setting the Account Type to Other... also removes the Inpatient/Outpatient settings and the referral field. It also allows you to select a specific Multiple Procedure Rule to apply to the invoice for instances where you might require it; e.g. sending an invoice to Workcover. Please see the article on Multiple Procedure Rules for more details.
You can then create an invoice as you would normally; the invoice will print with the organisation or individuals details in the address field.
Paying Organisational Invoices
Third Party Invoices will not present users with the 'Pay' or 'Claim' buttons, as this functionality is reserved for patient contributions. In these cases, once you have created the invoice, simply save or print it.
Third Party Invoices should be paid through Organisational Remittance, as you would for manually claimed Health Fund invoices. The process for this is:
1. Navigate to Financials > Organisational Remittance
2. Select the relevant Organisation from the list.
3. Input the details of the payment at the top of the page, then scroll down to locate the patient.
4. Input the payment for each item.
5. Once you have assigned the total value of the payment, click 'Save' at the bottom of the page.
If payment has been receipted for each item on the invoice, the invoice will be resolved.
Configuring Third Party Billing
If you were using Gentu prior to Third Party Billing functionality being made available, you may need to update some Account Holders in your address book, as well as altering the Account Holders set in Patient Details for any patient.
If you currently have businesses or billable third parties saved in Account Holders, you should open their record, mark them as a Business, and update their record with the relevant details.
If you have linked these organisations to any patients as Account Holders, you may wish to remove them from the patient's file to prevent any processing errors. You can do this by entering the patient's record, click on the organisation under 'Account Holders' and click Unlink.