Receipting a Batch

When you receive payment for a manual batch from Medicare, DVA or another organisation, you must receipt it through the Manual Batches window also.

To do this, highlight the batch to be receipted in the list of batches on the left of the Manual Batches window, and then click the Receipt button.

The usual Receipt window will open as shown below.

Enter the cheque amount in Cheque 1 for Medicare and DVA, or Cheque 3 for a Private Fund or other organisation.

If the cheque amount exactly equals the amount you have claimed (an unusual occurrence!), then all you have to do is click the Auto-Fill button and then click the Store button to save the Receipt. (There’s no need to print a receipt for Medicare or DVA).

Dealing With Exceptions

Quite often Medicare or DVA will either not have paid for a particular item at all, or will have paid a different fee to that claimed.

In this case, we need to either fix the problem with the item that is preventing them from paying, and then remove that item from the batch and resend it with the next batch. Or, we need to adjust the fee charged to match what they have agreed to pay.

If, for example, we have forgotten to enter in the Item Notes field that this was a second visit on the same day, then Medicare will usually refuse to pay.In this case, we first need to fix the problem.

You do this by double-clicking on the item in the Receipt window. This will open the Edit Sale window.

Before you can make any changes in this window,you must first click on the Edit button.

Then enter “2nd visit etc.” in the Notes field. Click the Save button to close this window.

Then click the Remove checkbox to remove the item from this batch, so that it will be resent with the next batch.

If Medicare/DVA is paying the item but at a different amount, double-click on the item to open the Edit Sale window above.

Click on the Edit button, and change the fee to whatever they are paying. This will then leave a record in the Audit Trail.

Click the Save button to close the record, but DO NOT remove it from the batch.

Work through each problem item in this way until you have dealt with them all. At this stage your claimed amount should equal what is being paid and you can then click on the Autofill button to automatically allocate the correct payments against each item.

Finally, click the Store button to save the receipt.

This batch will now be listed in the Show Finalised column of the Manual Batches window.

Note: If Medicare, DVA or an organisation pay for multiple batches on the one cheque then receipt each batch separately using the batch total, not the cheque total, and use the same cheque number which will then total correctly on the banking report.