The Monthly Page

Unpaid Invoices

Unpaid Invoices contains all deferred and overdue invoices.

You can choose to display all invoices at once or divide them by account holder type. You can also select whether you wish to display blacklisted accounts, unprinted invoices and batch processed accounts (eg Medicare) by placing a tick in the box beside these options. The accounts displayed will be those with an invoice date that falls in the time period stipulated in the 'Owing for more than' and 'Owing for less than' fields.

To print a copy of an invoice

Highlight the record and select Print Invoice.

To print deferred invoices

You will need to put a tick in the Include Unprinted Invoices tickbox.  To then print these invoices, you will need to highlight the first invoice and shift-click to highlight the last record, and then click Print Invoices.  Selecting this option will re-print each individual invoice.

To print a statement for an account holder

Highlight the first record and shift-click to highlight the last record, then select Print Statement.  A statement will print showing all outstanding items.  If the original print date of the invoice is greater than 30, 60, 90 or 120 days an account message will appear on the bottom of the statement.  Where there are multiple invoices on the one statement, the account message that applies to the oldest invoice will be displayed.  To edit these account messages, go to Open > Account Messages.

To print a reminder letter

Highlight the invoice and select the applicable letter template from the drop down list to the right of the 'Print Invoices' button. Please note: This reminder letter must first have been created as a merged letter template.

Where the selected invoices are for more than one practice, a separate statement is printed for each practice so that the correct letterhead is used. This behaviour can be over-ridden by ticking the Use Single Letterhead for Statements checkbox on the Practice Preferences Practice Letterhead tab. In this case, the letterhead for one of the practices is used for all invoices on the statement, regardless of which practice they were billed for.

Note: While invoices will be displayed by invoice date, Genie will use the print date to determine how overdue an invoice is. This is because Genie assumes that an invoice cannot be overdue until it has been printed and given to the Account Holder.

Both the Account Holder record and the Account History window can be accessed from this screen by highlighting a record and selecting the relevant buttons. You can also remove any discounts which may have been previously applied to an account by selecting the record and then clicking on the Remove Discount button.

Transaction Summary

Displays all the transactions for the selected month. See the comments regarding The Daily Transaction Report for an explanation of the limitations of this report.

Stored Updates

This will show a list of all updates that have been stored for later activation eg. fee schedules.

The user that performed the download will be alerted on the activation date when they log in as to whether they would like to apply the update, or they can be done at any stage through this button.

Check Integrity

Note: This should be performed before any Income/Billing reports are printed or analysed, to ensure accurate figures are obtained.

Click the Check Data button. Genie will check all the billing records in the data file. If it finds any discrepancies, the problem record will be displayed in one of the four panes at the lower left of this window.

You can then double-click on the item to open the record and fix whatever is wrong. You can leave this window running while you open the Patients or Account Holders list to examine their account history. If there is an Account Holder with an incorrect balance, you can double-click on it to open the Account Holder’s record, and then click the Update Balance button to correct this.

This process also updates the summary records. A Summary Record is kept for each provider for each calendar month. It keeps a running tally of all invoice and receipt totals. These summaries are used to display the Billing vs. Income report, so it is advisable to run at least the Update Summaries section of the Data Checker before making payments to providers based on their billings or receipts.

You can view the Summary Records by clicking on the Summary Records button in the Billing vs. Income Report window. You can print the Summary records using a QuickReport for the [Summary] table (see QuickReports for more information).

Archive Patient Correspondence

Archives old letters by storing them on the server in RTF format. You will be prompted for the cut off limit once you click the Garbage Can. See the Archiving chapter for more information on this and Archiving Pathology Results.

Archive Pathology Results

Archives old pathology results by storing them on the server as text files. You will be prompted for the cut off limit once you click the Garbage Can.

Cull Script Archive

Deletes patients' script archives in the clinical file from the database. You will be prompted for the cut off limit once you click the Garbage Can.

The Script Archive is a table containing copies of every prescription printed. It is a legal requirement that a copy of all printed prescriptions be retained for 12 months (24 months in some states). After that you can delete them to free up space in the database. Note that this does not delete any of the prescriptions in the patients' current medication list

Cull Old Invoices

Deletes old invoices which have been fully paid. Afterwards the database will be compacted to recover empty space.

Archive HIC Online Claim Text

Archives the encrypted claim message of finalised HIC Online transmissions which are more than 3 months old. Archived transmissions are stored in Genie\HICOnline\ArchivedTransmissions.

Note: Patient records are Archived through Open > Patients, Patients > Cull Records. See The Patients Menu for more detail.